Executive Assistant

Job Description

Job Description

Lifetime Assistance – Executive Assistant
Make an Impact. Create Joy. Shape the Future.

At Lifetime Assistance, our mission is to foster independence, dignity, and respect for individuals with intellectual and developmental disabilities. Working with us goes beyond just a job—it’s a chance to transform lives, including your own.

Position Overview:

Job Title: Executive Assistant
Location: 425 Paul Road, Rochester, NY, 14624
Department: Human Resources
Reports To: Chief Human Resources Officer (CHRO)
Employment Type: Full-Time - 40 Hours
Starting Wage: $27.88 – $30.28/hour

Why Should You Work for Lifetime Assistance?

• No-Premium Health Insurance Option: Access comprehensive healthcare at no extra cost.
• Education Support: Tuition assistance and scholarship opportunities.
• Join a Caring Culture: Be part of a compassionate, mission-driven team that values every person — both those we support and our employees alike.

Your Core Responsibilities:  

• Serve as the CHRO’s right hand, providing proactive executive support and managing calendars, meetings, correspondence, expense reporting, competing priorities, and confidential matters with precision and discretion.
• Anticipate the CHRO’s upcoming deadlines, meetings, commitments, and information needs, proactively ensuring they are organized and prepared.
• Coordinate complex meetings involving executive leadership, internal stakeholders, external partners, and committee members.
• Prepare agendas, presentations, reports, correspondence, and materials for executive, committee, and leadership-level meetings.
• Attend Retirement Committee meetings; coordinate agendas and meeting materials, document minutes, and support appropriate follow-up.
• Track commitments, action items, deadlines, and follow-up activities on behalf of the CHRO to help ensure priorities move forward.
• Support special projects, organizational initiatives, presentations, and other priorities led by the CHRO.
• Serve as a key operational resource to the HR Leadership Team, coordinating department priorities, projects, reporting, and administrative needs while maintaining primary responsibility for supporting the CHRO.
• Plan and coordinate HR department team-building, recognition, and other employee engagement activities.
• Maintain accurate and confidential employee records and HR documentation, including personnel files, organizational charts, internal resources, SOPs, and HR SharePoint content.
• Respond to audit and documentation requests, employment verifications, and authorized internal requests for employee information while maintaining confidentiality, accuracy, and appropriate controls.
• Administer the Agency’s Referral and Welcome Bonus programs from eligibility determination through payout, including tracking, reporting, employee communication, and education regarding program requirements.
• Support HRIS administration and data integrity, including serving as backup for employee status changes, termination documentation, and employee information updates.
• Prepare and distribute recurring HR and compliance reporting, including monthly fraud-check reporting and weekly termination reports.
• Provide responsive operational support across Human Resources, including HR Help Desk coverage, new-hire workspace coordination, front-desk backup, and assistance with department procedures and employee inquiries.
• Collaborate with HR leaders and cross-functional partners to keep department activities organized, responsive, and moving forward.
• Identify opportunities to improve administrative processes, department organization, documentation, and operational efficiency.
• Perform other administrative, reporting, coordination, and special-project responsibilities as assigned in support of the CHRO and Human Resources department. 

What You Bring:  

• Associate degree in business administration, HR, or related field (or equivalent experience). 
• 5+ years of progressively responsible executive support experience. 
• Proven success supporting senior leaders and juggling multiple priorities with ease. 
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint, with demonstrated ability to work effectively with data, reports, and spreadsheets. 
• Outstanding organization, follow-through, and attention to detail. 
• Excellent written and verbal communication skills. 
• Sound judgment and the ability to handle confidential information with discretion. 
• Preferred: 5 years of prior executive support experience, HR department experience, and HRIS management experience. 

Our Mission & Culture:

• Mission-Driven Work: Empowering individuals to live with independence and purpose—here, your work truly matters.
• Inclusive & Supportive: A workplace built on respect, dignity, and a shared vision of inclusion.
• Community Impact: Join efforts that reflect Lifetime Assistance’s dedication to community partnerships and to enhancing the quality of life for all.

Equal Opportunity Employer
Lifetime Assistance is proud to be an Equal Employment Opportunity employer. We celebrate diversity and are committed to inclusive hiring practices without regard to race, religion, gender, age, disability, or other protected characteristics.

“I am part of something bigger… Being a Lifetime Assistance employee means everything to me.”
— Kimberly C, Family Coordinator of Community Services, celebrating her 30th year with us