Job Description

Position Overview:

Suffolk’s Operational Excellence department is redefining how we drive project delivery and predictability across the company. The Manager, Ops Ex is one of the most important roles in this mission — a highly organized, detail-obsessed operator who ensures the VP and Director-level leadership team are supported, priorities are executed flawlessly, and department initiatives run smoothly.

You will be plugged into key initiatives, ensuring action items are captured and executed, deliverables are prepared with precision, and complex logistics are coordinated across a large organization. The ideal candidate is hungry, resourceful, and thrives in a fast-paced environment where excellence is the standard. You bring an endless passion for perfection — producing high-quality work, catching errors before anyone else, and taking pride in doing things exceptionally well.

You’ll work across the organization with various levels of collaborators, from administrative support functions to department heads, to operational leaders, building the connections needed to move work forward. There is a significant opportunity to gain exposure to some of the most important initiatives Suffolk is driving. While the initial focus will be on providing exceptional executive support, logistics coordination, and deliverable preparation, this role offers a clear growth path toward taking on greater ownership of projects and department initiatives. The right candidate will have the opportunity to expand beyond core responsibilities into project leadership, cross-functional coordination, and eventually, a trusted advisor role within the department.

Key Responsibilities:

Leadership Team Enablement

• Stay closely connected to department priorities, understanding context to provide the right support at the right time.
• Prepare polished, executive- and Office of the CEO–facing deliverables, including decks, reports, and communications, with zero errors.
• Proofread all materials for accuracy, grammar, brand alignment, and clarity — developing enough knowledge of the construction industry to detect terminology or data errors.
• Capture detailed meeting minutes, maintain action item trackers, and provide regular status updates.
• Navigate the executive leadership structure effectively to schedule meetings, gather information, and advance initiatives.

Calendar, Logistics & Coordination

• Manage complex, dynamic calendars for the VP and Director group, anticipating conflicts and reprioritizing as needed.
• Coordinate intricate travel arrangements, itineraries, and expenses with accuracy and timeliness.
• Plan and execute department events, offsites, and summits — including being the thought leader for logistics, materials preparation, and on-site support.
• Coordinate across multiple departments and stakeholders to align schedules, resources, and deliverables.

Operational & Departmental Support

• Create, run, and deliver weekly operational reports with accuracy and attention to detail.
• Maintain clear, concise documentation for departmental initiatives, including meeting records, action trackers, and project updates.
• Develop presentations for internal and external meetings, incorporating Suffolk branding and value propositions, and making design/content recommendations.
• Maintain current departmental materials, including organization charts, project trackers, and contact lists.
• Partner with administrative and operational support teams across Suffolk to share information, align efforts, and connect resources.

Commitment

• This role supports senior leadership in a fast-paced, dynamic environment where priorities can shift quickly.
• The right candidate will be comfortable working extended hours, including early mornings, evenings, and occasional weekends, to meet critical deadlines and support time-sensitive priorities.
• Flexibility, responsiveness, and a willingness to “go above and beyond” are essential to success in this position.

Path to Growth

• Learn Suffolk’s operations — including our clients, project delivery model, and areas of risk — to better support leadership priorities.
• Gain a working knowledge of the AEC industry and Suffolk’s operational processes.
• Take ownership of select projects, events, and process improvements over time.
• Build toward becoming a true thought partner to the VP and leadership team.

Qualifications:

• 5+ years in a senior administrative, executive assistant, or operations role; large organization experience preferred.
• Exceptional attention to detail with a track record of producing accurate, high-quality work.
• Demonstrated passion for doing things well, with a commitment to excellence in all deliverables.
• Exceptional communication skills — written, verbal, and interpersonal — with the ability to represent leadership professionally.
• Proven success coordinating complex logistics and managing multiple moving parts across teams.
• Advanced proficiency in MS Office Suite (especially PowerPoint and Excel); familiarity with Procore, Bluebeam, or similar platforms preferred.
• Discretion in handling confidential and sensitive information.
• Highly organized, adaptable, and proactive in anticipating needs.
• Bachelor’s degree preferred; equivalent relevant experience considered.

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