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: • 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 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.