Virtual Assistant Logistics Jobs in Boston, MA (NOW HIRING)

Freedom Source is a supply chain arm that is revolutionizing the way Suffolk procures. The Executive Assistant plays a critical role in supporting the day-to-day administrative and coordination needs of  the Head of Freedom Source. This role will work with the Freedom Source team and departments across Suffolk.

This position is ideal for a highly organized, proactive professional who thrives in a fast-paced environment and takes pride in delivering accurate, polished work. The role will primarily focus on executive support, calendar and meeting coordination, travel planning, event logistics, presentation preparation, and departmental organization.

The successful candidate will work closely with leadership and cross-functional teams across the organization to help ensure priorities stay organized, meetings and events run smoothly, and administrative operations are executed efficiently and professionally.

While the primary focus of the role is administrative support, there will also be opportunities over time to take on additional coordination responsibilities and support departmental initiatives as needed. There will also be exposure to strategic business concepts, financial concepts and executive decision-making.

This role is based onsite in our Boston or New York office four days a week with 1 remote day optional. Standard hours begin around 7:30 a.m., with some earlier starts required based on team meetings. Both offices offer amenities that contribute to a welcoming culture and distinctive workplace environment!

Responsibilities:

Executive & Administrative Support

• Provide day-to-day administrative support to the Head of Freedom Source.
• Manage complex calendars, meeting scheduling, and coordination across multiple stakeholders and time zones.
• Coordinate travel arrangements, itineraries, expense reports, and related logistics.
• Prepare, format, and proofread presentations, reports, meeting materials, and communications.
• Maintain organized departmental documentation and distribution lists.
• Handle sensitive and confidential information with professionalism and discretion.
  

Meeting & Event Coordination

• Schedule and coordinate meetings, leadership sessions, team events, offsites, and department summits.
• Prepare agendas, capture meeting notes, track action items, and distribute follow-up materials.
• Support logistics for department meetings and events, including room coordination, materials preparation, catering, and on-site support when needed.
• Coordinate with internal administrative teams and business partners to ensure seamless execution of meetings and events.
  

Departmental & Operational Support

• Assist with preparation and distribution of recurring operational reports and department updates.
• Support the organization and maintenance of departmental trackers, files, presentations, and templates.
• Help ensure consistency and accuracy across departmental communications and materials.
  

Commitment

• This role supports senior leadership in a dynamic environment where priorities may shift frequently.
• Flexibility, responsiveness, and strong organizational skills are important to success in this position.
• Occasional early mornings, evenings, or event support outside standard business hours may be required based on business needs.
  

Growth Opportunity

• Gain exposure to Suffolk’s operational processes and leadership team.
• Develop knowledge of the construction and supply chain industry.
• Expand responsibilities over time through increased involvement in departmental coordination and operational initiatives.

Qualifications

• 5+ years of experience in an executive assistant, senior administrative, or administrative management role.
• Experience supporting senior leadership in a corporate or fast-paced environment.
• Strong organizational and time management skills with exceptional attention to detail.
• Excellent written, verbal, and interpersonal communication skills.
• Proven ability to manage multiple priorities and coordinate complex schedules and logistics.
• Advanced proficiency in Microsoft Office Suite, particularly PowerPoint, Outlook, and Excel.
• Ability to work independently, prioritize effectively, and anticipate administrative needs.
• Professionalism and discretion in handling confidential information.
• Bachelor’s degree preferred; equivalent professional experience 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.