Executive Assistant

RFK Community Alliance•Lancaster, MA

18h•$60,000 - $75,000

About The Position

RFK Community Alliance is hiring a full-time, exempt Executive Assistant to support the President/CEO in Lancaster. The role helps the President/CEO stay focused, prepared, and connected, while serving as a welcoming and professional point of contact for staff, Board members, donors, and community partners. The successful candidate will manage a broad range of executive, governance, visitor-engagement, and project-support responsibilities, and will handle sensitive information with discretion and sound judgment. The Executive Assistant will manage the President/CEO’s calendar and communications, arrange travel, prepare documents, maintain confidential filing systems, and record decisions and action items. The role coordinates Board of Trustees and committee meetings, prepares and distributes materials, tracks attendance, takes minutes, and serves as an administrative liaison to the Board. Additional duties include welcoming visitors, maintaining the readiness of executive and reception spaces, managing office supplies, supporting special projects, documenting donor engagement, assisting Organizational Advancement, and collaborating with executive, administrative, and program staff. RFK Community Alliance describes itself as a multi-service agency providing care and support to people and families facing complicated challenges across all ages. It emphasizes a supportive, inclusive workplace and a commitment to equity, diversity, and inclusion.

Requirements

At least 5 years of experience in an executive assistant or senior administrative role.
Outstanding communication and relationship-building abilities.
Exceptional organizational and time-management skills, including the ability to manage multiple priorities and establish efficient systems.
Strong written and verbal communication skills.
Ability to be proactive and anticipate needs in a fast-paced environment.
High level of professionalism, reliability, and sound judgment.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

Nice To Haves

Experience in a nonprofit or mission-driven organization.
Experience supporting executive leadership and/or a Board of Directors or Trustees.
Associate’s or Bachelor’s degree.
Experience with board portals.

Responsibilities

Manage the President/CEO’s calendar, schedule meetings, coordinate logistics, and anticipate needs.
Arrange travel, prepare itineraries, and process related expenses.
Draft, proofread, and format documents, presentations, and correspondence.
Monitor incoming communications, flag priority items, and help ensure timely responses.
Maintain organized and confidential electronic and paper filing systems.
Capture and summarize decisions and action items from executive-level strategic discussions.
Coordinate Board of Trustees meeting logistics, including scheduling, material preparation, and follow-up communications.
Assist with preparing and distributing Board packets and reports.
Track Board meeting RSVPs and attendance.
Take comprehensive minutes of Board and committee meetings.
Serve as the primary administrative liaison to the Board.
Greet and assist visitors, staff, Board members, and donors professionally and warmly.
Support the upkeep and readiness of the executive office, conference rooms, and reception area.
Maintain inventory of executive team office supplies.
Support President/CEO special projects and initiatives, including planning, scheduling, and progress tracking.
Document the President/CEO’s donor engagement efforts in a tracking system.
Assist the Organizational Advancement team with data entry, reporting, and special projects.
Support other executive leaders and collaborate with administrative and program staff on organizational operations and events as needed.