Executive Assistant

Suffolk Technologies is a leading venture capital platform investing in ConTech, PropTech, and InfraTech startups transforming the $12T built environment sector. Our team partners with visionary entrepreneurs, providing capital, strategic guidance, and deep industry expertise to accelerate growth and create lasting impact. Since 2019, we've supported over 50 high-growth startups in AI, automation, robotics, sustainability, smart buildings, and supply chain, creating tangible value across the construction and real estate industries. Leveraging the resources and expertise of Suffolk's $6B tech-forward construction business and a network of industry-leading companies, we provide unparalleled access to validate, scale, and commercialize innovative solutions.

Provide high-level administrative support to two Partners within Suffolk Technologies, with additional support to Suffolk Global leadership and team members as needed.
• Manage complex, frequently changing calendars across multiple domestic and international time zones, proactively identifying conflicts, prioritizing commitments, and ensuring leaders are prepared for meetings.
• Coordinate internal and external meetings across multiple stakeholders, offices, countries, and time zones.
• Manage comprehensive domestic and international travel arrangements, including flights, hotels, car services, ground transportation, and detailed itineraries.
• Coordinate international travel requirements, including visas, passport documentation, and other necessary travel logistics.
• Partner with global teams and external contacts to coordinate schedules, meetings, travel, and other logistical needs.
• Prepare and process expense reports accurately and efficiently, including expenses associated with domestic and international travel.
• Draft, format, proofread, and organize presentations, reports, meeting materials, and executive communications.
• Maintain organized files, departmental documentation, contact lists, and distribution lists across Suffolk Technologies and Suffolk Global.
• Handle confidential and sensitive business information with a high level of professionalism, discretion, and sound judgment.
• Anticipate executive needs and proactively address scheduling, travel, logistical, and administrative priorities in a fast-paced, global environment.

• Coordinate leadership meetings, team meetings, offsites, department summits, and other internal and external events.
• Prepare agendas, meeting materials, presentations, and other supporting documentation.
• Capture meeting notes and action items when needed and help ensure appropriate follow-up.
• Manage event logistics including conference rooms, technology, catering, materials, transportation, and on-site support.
• Partner closely with other Executive Assistants and internal teams to ensure seamless coordination across the organization.

• Assist with the preparation and distribution of recurring reports, presentations, and team updates.
• Maintain departmental trackers, templates, files, and organizational systems.
• Help ensure accuracy, consistency, and professionalism across team materials and communications.
• Support special projects and broader team initiatives as business needs evolve.
• Identify opportunities to improve administrative processes and help create greater efficiency across the team.

• Is proactive and anticipates needs rather than waiting for direction.
• Can confidently manage competing priorities and frequent changes.
• Maintains exceptional attention to detail, even in a fast-paced environment.
• Communicates professionally and effectively with executives and stakeholders at all levels.
• Demonstrates strong judgment and knows how to prioritize urgent versus important matters.
• Is comfortable operating with discretion around confidential business and financial information.
• Brings a flexible, collaborative, and solutions-oriented approach to their work.
• Takes ownership and follows through consistently.

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, or in a comparable executive support role.
• Demonstrated experience supporting senior executives or leadership teams in a fast-paced corporate environment.
• Proven ability to manage complex calendars, travel, meetings, events, and competing priorities.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Advanced proficiency in Microsoft Outlook, PowerPoint, Excel, and Word.
• Strong PowerPoint skills and the ability to prepare polished, executive-ready materials.
• Ability to work independently, exercise sound judgment, and anticipate the needs of senior leaders.
• High degree of professionalism, responsiveness, and discretion.
• Comfortable working in an environment where priorities and schedules may change quickly.
• Bachelor's degree preferred; equivalent professional experience will be considered.

While performing the duties of this job, the employee is regularly required to sit for long periods of time; talk or hear; perform fine motor, hand and finger skills in the use of a keyboard, telephone, or writing. The employee is frequently required to stands; walk; and reach with arms and/or hands. Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus. The employee will spend their time in an office environment with a quiet to moderate noise level. Job site walking.

Suffolk provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, pregnancy or maternity, national origin, citizenship, genetic information, disability, protected veteran, gender identity, age or any other status protected by law. This policy applies to recruiting, hiring, transfers, promotions, terminations, compensation, benefits, and all other terms and conditions of employment. Suffolk will not tolerate any unlawful discrimination toward, or harassment of, applicants or employees by anyone at Suffolk, or anyone working on behalf of Suffolk.

Where required by law, pay ranges can be found in Suffolk's job postings. Base Salary for this position is just one component of Suffolk's total rewards package for employees. Actual salaries may be based on several factors including, but not limited to, a candidate's skill set, experience, education and other qualifications. Suffolk offers a comprehensive benefits package as part of its overall total rewards strategy. Salary ranges are reviewed regularly to reflect market trends.