Executive Assistant

Role overview

Summit Advantage is recruiting an Executive Assistant for a client based in Roslindale. This position supports the Fund Administrator at the District Council 35 Painters & Allied Trades Benefit Funds Office by handling executive-level administrative, scheduling, and coordination duties. The role is designed for someone who can work with discretion in a confidential setting, keep operations organized, and help leadership stay on top of priorities, communications, and special initiatives.

What you'll do

• Manage the Fund Administrator’s calendar, daily schedule, and shifting priorities.
• Prepare agendas, board books, and supporting materials for Board of Trustee meetings.
• Take meeting minutes, share them with the relevant stakeholders, and track follow-up action items.
• Prepare, edit, and route correspondence, internal communications, and office documents.
• Maintain fund records, governance materials, and secure document storage systems.
• Work with auditors, actuaries, legal counsel, investment advisors, and vendors as needed.
• Support special projects by monitoring progress and helping ensure deadlines are met.
• Assist with audit readiness, compliance files, and regulatory reporting support.
• Help draft and distribute member notices and other communications.
• Oversee office administration tasks such as supplies, equipment, and routine processes.
• Arrange meetings, travel, and events.
• Track initiatives, open follow-ups, and project tasks assigned by the Fund Administrator.
• Provide broader administrative support to leadership to keep the office running efficiently.

Skills and competencies

• Strong organization and time management across multiple deadlines and priorities.
• Clear written and verbal communication.
• Ability to build productive working relationships with staff, leaders, members, trustees, and outside partners.
• Comfort working in a busy environment where priorities can change quickly.
• Careful handling of confidential and sensitive information.
• High accuracy and attention to detail in documents and records.
• Administrative coordination and project tracking ability.
• Proficiency with Microsoft Office and common workplace technology.

Qualifications

The ideal candidate should present professionally and be highly organized. An associate’s or bachelor’s degree in business administration, communications, or a related discipline is preferred, although comparable experience is also acceptable. The position calls for 3–5 years of experience supporting executives or senior administrators. Prior work assisting senior leaders, boards, or trustees is an advantage. Strong command of Microsoft Word, Excel, Outlook, and PowerPoint is expected, along with experience managing calendars, preparing meeting packets, and organizing meetings. Candidates should also be comfortable maintaining confidential records and working with sensitive information. Experience in a union, benefits administration, nonprofit, or professional services setting is preferred.