Executive Assistant

We are hiring an Executive Assistant for a client in Roslindale! Apply today. Our client is District Council 35 Painters & Allied Trades Benefit Funds Office.

The Executive Assistant provides high-level administrative and organizational support to the Fund Administrator, ensuring the smooth management of daily operations and strategic initiatives. This role requires discretion, attention to detail, and the ability to manage complex schedules, communications, and projects in a fast-paced, confidential environment. The Executive Assistant serves as a trusted partner to leadership, helping to optimize time, prioritize responsibilities, and maintain effective communication with internal staff, members, trustees, and external stakeholders.

• Support in the management of the Fund Administrator’s calendar, scheduling, and daily priorities.
• Coordinate and prepare materials for Board of Trustee meetings, including agendas and board books.
• Record, distribute, and maintain meeting minutes and action item tracking.
• Draft and manage correspondence, communications, and internal documents.
• Maintain fund records, governance documents, and secure filing systems.
• Coordinate with external partners including auditors, actuaries, legal counsel, investment advisors, and vendors.
• Assist in managing special projects, tracking progress, and ensuring deadlines are met.
• Assist with audit preparation, compliance documentation, and regulatory reporting support.
• Support preparation and distribution of member communications and notices.
• Manage office operations, including supplies, equipment, and administrative processes.
• Organize meetings, travel, and events.
• Track projects, initiatives, and follow-up items led by the Fund Administrator.
• Provide general administrative support to the leadership team to ensure efficient office operations.

• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Builds effective working relationships with internal staff, leadership, members, and external partners.
• Thrives in a fast-paced environment with shifting priorities and complex demands.
• Ability to handle sensitive and confidential information with discretion.
• Strong attention to detail and accuracy in preparing documents and records.
• Ability to build and maintain professional relationships with trustees, vendors, consultants, and staff.
• Strong administrative and project coordination skills.
• Proficiency with Microsoft Office and standard office technology.

• Strong organizational skills, attention to detail, and professional demeanor required.
• Associate’s or bachelor’s degree in business administration, communications, or a related field, or equivalent work experience.
• 3–5 years of experience providing executive or senior administrative support.
• Experience supporting senior leadership, boards, or trustees preferred.
• Strong proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint.
• Experience managing calendars, preparing meeting materials, and coordinating meetings.
• Experience maintaining confidential records and working with sensitive information.
• Experience in a union, benefits administration, nonprofit, or professional services environment preferred.