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Maintain and manage all purchase and delivery schedules, change order processes, shop drawings, document control logs, Owner, Architect and Subcontractor correspondence. Suffolk is privately held and is led by founder, chairman and CEO John Fish. Suffolk is ranked #8 on ENRs list of Top CM-at-Risk Contractors.
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Implements systematic approaches for tracking and flagging important correspondence, reducing clutter, and streamlining the flow of information to and from the CEO. Willingness to take on additional responsibilities as needed to support the CEO and Chief of Staff, demonstrating initiative and a commitment to the organization's success.
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Prioritize and respond to all correspondence(emails, phone calls and voicemail) on behalf of the president & CEO and COS with professionalism and confidentiality. The Executive Assistant to the Presidents Office is responsible for providing high-level administrative support to the president & CEO, Board of Directors and chief of staff (COS) and managing logistical support for the Presidents Office.
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Draft and prepare correspondence for internal announcements, board meetings, and organizations that the executive is involved with Manage the Executive's contacts Assist in preparing and managing presentations and decks.
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Draft correspondence, coordinate travel, create PowerPoint presentations, and serve as the “voice” of the CEO in her absence. Would you enjoy traveling 1-2 times per month domestically with the CEO participate in tradeshows.
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Coordinate with the Chief of Staff to the President & CEO on all matters that require joint C-Suite and CEO participation to maintain processes that improve office functionality, efficiency, and professionalism.
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Administrative Support: Provide general administrative support to the CEO, such as drafting correspondence, preparing expense reports, and managing office supplies. Email and Communication Management: Screen and manage incoming emails, phone calls, and correspondence on behalf of the CEO. Respond to or delegate messages as appropriate, ensuring timely and accurate communication.
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The Personal Assistant to the CEO and leadership team will play a vital role in supporting the CEO with administrative tasks, office management, scheduling, correspondence, and other professional needs.
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Acting as office manager for CEO and COO, with tasks potentially spanning to encompass 20 buildings in 3 locations, manage all business-related tasks; such as, creating reports, organizing travel and accommodation, making appointments, taking minutes, organizing meetings and events, ordering/coordinating service requests, and other organizational tasks.
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Receives, organizes, distributes and organizes daily mail, and immediately deals with issues/requests on behalf of the Executive Officer, CEO or President (as authorized), including decisions to delegate correspondence for others to reply.
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Prepare and edit correspondence, communications, presentations, and other documents on behalf of the CEO. The Executive Assistant will provide comprehensive support to the CEO, enabling them to focus on strategic leadership and decision-making.
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Act as a filter for all papers and meetings required by the CEO. Including managing the review process for, and amendments to, the papers for all Board and Trustee Meetings. Keeper of the Estate Brand – With the Marketing and Communications Team, ensure that any correspondence or material presented internally or externally meets the brand guidelines and is formatted correctly, and contribute to the development of the internal intranet.
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Assists CEO in various management functions including but not limited to: preparation of monthly Board meeting packet and other Board mailings; preparation of Board meeting, staff meeting, management and leadership team minutes; arrangement of various meetings/holiday party; word processing of correspondence and internal and external reports.
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The Executive Admin Assistant will be reporting directly to the CEO and engaging in standard assistant tasks such as calendar management, email correspondence, meeting participation and notetaking, and more.
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Manage all stages of preparation for approved CEO, CCO, and VP donor/prospect meetings and select events: confirm logistics, secure research, oversee the creation and delivery of meeting briefings and correspondence, coordinate meeting prep and debriefs.
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