Executive Assistant

Executive Assistant

This is a full-time (35 hr / wk) role based out of our Greenfield office, serving the Franklin County, and North Quabbin area. We are dedicated to the well-being of older adults, individuals with disabilities, and caregivers. The pillars of our work include inclusion, well-being, and strengthening our communities by supporting all individuals.

We offer excellent benefits including generous PTO, medical/dental/vision insurance, Flex spending, EAP, 401k, and more! 6% pay differential for applicable bilingual skills upon satisfactory completion of fluency assessment.

The Executive Assistant provides high-level administrative and operational support to the Executive Director and leadership team. This role serves as a key point of contact for board members, donors, community partners, staff, and volunteers while ensuring the efficient day-to-day operation of the organization. The Executive Assistant must demonstrate professionalism, discretion, strong organizational skills, and a commitment to the mission of the organization.

Duties & Responsibilities:

Executive Support:

• Manage the Executive Director's calendar, scheduling meetings, appointments, and events.
• Coordinate travel arrangements and prepare itineraries as needed.
• Draft, edit, and proofread correspondence, reports, presentations, and other communications.
• Screen and prioritize phone calls, emails, and other inquiries.
• Prepare meeting agendas, briefing materials, and follow-up action items.
• Support other leadership team members as needed.

Board of Directors Support:

• Serve as the primary point of contact for board members.
• Coordinate Board of Directors meetings, committee meetings, and special events.
• Prepare and distribute meeting minutes, notices, agendas, board packets, and minutes.
• Maintain board records, governance documents, and confidential files.
• Track board action items and ensure timely follow-up.

Administrative Operations:

• Maintain organizational records, files, and databases.
• Coordinate office operations, supplies, and administrative procedures.
• Assist with contract management, document retention, and compliance requirements.
• Support organizational projects and special initiatives.

Donor and Stakeholder Relations:

• Serve as a professional point of contact for donors, members, sponsors, volunteers, and community partners.
• Assist with donor acknowledgments, correspondence, and stewardship activities.
• Support fundraising campaigns, events, and community outreach efforts.
• Maintain confidentiality regarding donor and organizational information.

Event and Meeting Coordination:

• Organize internal and external meetings, training, and special events.
• Coordinate logistics including venue reservations, catering, materials, and technology.
• Assist with volunteer and participant communications.

Project Support:

• Track deadlines, deliverables, and organizational priorities.
• Assist leadership with strategic initiatives and cross-departmental projects.
• Prepare reports and gather data for grants, board meetings, and organizational planning.

Qualifications:

Education and Experience:

• Minimum of 3–5 years of executive administrative support experience.
• Associates or Bachelor's degree in Business Administration, Communications, Nonprofit Management, or related field preferred.
• Experience working in a nonprofit organization preferred.
• Experience supporting senior leadership and/or a Board of Directors preferred.

Knowledge, Skills, and Abilities:

• Independent proficiency in Microsoft Office Suite, Zoom, and database/CRM systems, with a particular focus on online meeting platforms.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Demonstrates high levels of self-awareness, accountability, and remains composed under pressure while meeting tight deadlines.
• Navigates cross-functional team dynamics with high empathy and active listening.
• Strong attention to detail and accuracy.
• Ability to prioritize multiple projects and meet deadlines in a fast-paced environment.
• Excellent interpersonal skills and customer service orientation.
• Prepare policies and procedures, financial and logistical proposals for review.
• Conduct research for agency initiatives/projects. Act as project lead where assigned.
• Serve as a back-up telephone receptionist whenever needed operating switchboard for the agency.
• Other related duties as assigned by immediate supervisor.
• Commitment to the organization's mission and values.

Interested in joining the compassionate LifePath team as the Executive Assistant? Please submit a cover letter and your resume.

LifePath is deeply committed to the principles of equity, diversity, and inclusiveness. Bilingual, minorities, women and candidates with disabilities are encouraged to apply. EOE/AA

The Executive Assistant is supervised by the Executive Director.

Physical / Mental Demands and Working Conditions:

Physical:

• Visual, speaking, auditory and mobile capacity necessary:
• Capacity to see computer screens, read written material, and drive a car.
• Capacity to hear and speak on the telephone.
• Capacity to communicate verbally with consumers, caregivers, supervisors, and managers.
• Capacity for fine manipulation in the frequent use of office equipment such as computers, copy machines, fax machines, telephones, calculators, etc.
• Capacity to climb stairs.
• Ability to sit or stand for extended periods of time.
• Occasional reaching and grabbing objects with both hands, twisting of hand and wrist, and pushing and pulling of objects.
• Occasional bending, squatting, and twisting to perform work functions.
• Occasional capacity to lift up to 25 pounds.

Mental:

• Ability to understand and/or interpret complicated program instructions and laws.
• Capacity to learn complicated computer software.
• Capacity to deal rationally and calmly with varying personalities.
• Capacity to work well in a fast-paced, rapidly changing environment.

Environmental:

• Work is split between indoor office work, traveling outdoors to meetings, attending and/or participating in trainings, and visiting other locations.
• Must be able to tolerate by-products of office machine operation.
• Must be able to tolerate the heat and cold of seasonal changes and indoor temperatures.