Executive Assistant

JOB DESCRIPTION

LIFEPATH, INC

TITLE: 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.

GENERAL DESCRIPTION:

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:

1. Executive Support

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

2. Board of Directors Support

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

3. Administrative Operations

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

4. Donor and Stakeholder Relations

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

5. Event and Meeting Coordination

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

6. Project Support

   1. Track deadlines, deliverables, and organizational priorities.
   2. Assist leadership with strategic initiatives and cross-departmental projects.
   3. 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

SUPERVISION: 

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.