Executive Assistant

RFK Community Alliance; Lancaster (MA); On-site; USD 85,000 - 110,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Generous paid time off

Holiday Pay

Educational Assistance

Employer-paid life insurance

Employer paid Short & Long Term Disabl

Job summary

RFK Community Alliance in Lancaster, MA, is seeking a full-time Executive Assistant to the President/CEO. You will manage the CEO’s calendar, travel, and communications, serve as a trusted liaison to staff, the board, donors, and partners, and ensure polished, professional executive operations.

The role includes board logistics, minute-taking, visitor engagement, and cross-functional project support. The ideal candidate has 5+ years in an executive/senior admin role, strong communication and

Qualifications

• 5+ years of experience in an executive assistant or senior administrative role.
• Experience supporting executive leadership and/or a Board of Directors/Trustees is strongly preferred.
• Outstanding communication and relationship-building abilities.
• Exceptional organizational and time-management skills, with the ability to handle multiple priorities and establish efficient systems for executive leadership.
• Proficiency with Microsoft Office Suite; experience with board portals is a plus.

Responsibilities

• Manage the President/CEO’s calendar, including scheduling meetings, coordinating logistics, and anticipating needs.
• Arrange travel, prepare itineraries, and process related expenses.
• Draft, proofread, and format documents, presentations, and correspondence with clarity and professionalism.
• Monitor and manage incoming communications, flagging priority items and helping ensure timely responses.
• Maintain organized and confidential electronic and paper filing systems.
• Capture and summarize key decisions and action items from executive-level strategic discussions.
• Coordinate logistics for Board of Trustees meetings, including scheduling, material preparation, and follow-up communications.
• Assist in the preparation and distribution of board packets and reports.
• Track RSVPs and attendance.
• Take comprehensive minutes of Board meetings, including committee meetings.
• Act as the primary administrative liaison to the Board, maintaining a helpful and professional rapport.
• Greet and assist visitors, staff members, board members, and donors with warmth and professionalism, creating a welcoming atmosphere.
• Support the general upkeep and readiness of the executive office, conference rooms, and reception area.
• Maintain inventory of office supplies for the executive team.
• Support special projects and initiatives led by the President/CEO, including planning, scheduling, and tracking progress.
• Document the President/CEO’s donor engagement efforts in tracking system, and assist the Organizational Advancement team with data entry, reporting, and special projects.
• Support other Executive leaders and collaborate with other administrative and program staff to support organizational operations and events, as needed.

Skills

Executive support

Board support

Executive communication

Organization

Microsoft Office

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Board portals

Job description

RFK Community Alliance has an exciting opportunity for a full-time exempt position to join our team as Executive Assistant to the President/CEO in Lancaster.

Who We Are

RFK Community Alliance provides high-quality care and support to people and families facing complicated challenges. As a multi-service agency, we offer a wide range of programs serving a variety of needs across all ages, from infants to seniors. We are team players when it comes to caring. We work with the people we serve, their families, schools, and other community partners to develop a network of support. We provide opportunities to build skills and confidence. We nurture strengths, determination, and resilience.

We are seeking a mission-aligned, personable, highly organized, and proactive Executive Assistant to support our President/CEO. This individual will play a key role in helping our leader stay focused, prepared, and connected, while also serving as a welcoming and professional first point of contact for staff, board members, donors, and community partners. This role requires someone who is detail-oriented, trustworthy, diplomatic, and capable of managing a wide range of responsibilities - from calendar and meeting management to board support and visitor engagement. The ideal candidate will be a clear communicator, comfortable handling sensitive information, and excited to contribute to the overall impact and effectiveness of our organization.

Position Responsibilities

Executive Support

• Manage the President/CEO’s calendar, including scheduling meetings, coordinating logistics, and anticipating needs.
• Arrange travel, prepare itineraries, and process related expenses.
• Draft, proofread, and format documents, presentations, and correspondence with clarity and professionalism.
• Monitor and manage incoming communications, flagging priority items and helping ensure timely responses.
• Maintain organized and confidential electronic and paper filing systems.
• Capture and summarize key decisions and action items from executive-level strategic discussions.

Board and Governance Support

• Coordinate logistics for Board of Trustees meetings, including scheduling, material preparation, and follow-up communications.
• Assist in the preparation and distribution of board packets and reports.
• Track RSVPs and attendance.
• Take comprehensive minutes of Board meetings, including committee meetings.
• Act as the primary administrative liaison to the Board, maintaining a helpful and professional rapport.

Organizational Presence & Visitor Engagement

• Greet and assist visitors, staff members, board members, and donors with warmth and professionalism, creating a welcoming atmosphere.
• Support the general upkeep and readiness of the executive office, conference rooms, and reception area.
• Maintain inventory of office supplies for the executive team.

Project & Cross-Functional Support

• Support special projects and initiatives led by the President/CEO, including planning, scheduling, and tracking progress.
• Document the President/CEO’s donor engagement efforts in tracking system, and assist the Organizational Advancement team with data entry, reporting, and special projects.
• Support other Executive leaders and collaborate with other administrative and program staff to support organizational operations and events, as needed.

Who You Are

Experience & Skills

• 5+ years of experience in an executive assistant or senior administrative role, preferably in a nonprofit or mission-driven organization.
• Experience supporting executive leadership and/or a Board of Directors/Trustees is strongly preferred.
• Outstanding communication and relationship-building abilities.
• Exceptional organizational and time-management skills, with the ability to handle multiple priorities and establish efficient systems for executive leadership.
• Strong written and verbal communication skills.
• Ability to be proactive and anticipate needs within a fast-paced environment.
• High level of professionalism, reliability, and sound judgment.
• Associate’s or Bachelor’s Degree preferred
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with board portals is a plus.

How We Promote Equity, Cultivate Leaders, And Grow Together

At RFK Community Alliance we’re dedicated to a culture where everyone can show up to work as their full authentic selves. We believe that a diverse and inclusive workplace makes our organization stronger. We care about including diverse perspectives and experiences throughout every level. Which is why we’re committed to honoring, celebrating, and fostering diversity and inclusion on our team, in our clientele, and within our community. We value, respect, and support all types of diversity across all identities including, but not limited to, ethnicity, race, gender, LGBTQIA, age religion, and abilities. We take responsibility for the community we’re creating here at RFK Community Alliance, and we’re here to contribute to the progression of our society to a more inclusive and equitable one.

Why You’ll Love Us

In addition to being a part of a supportive team, we offer amazing employee benefits, including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Generous paid time off
• Holiday Pay
• Educational Assistance
• Employer-paid life insurance
• Employer paid Short & Long Term Disability
• Retirement Plan with generous employer match
• Tuition Reimbursement

We do not discriminate based on race, color, creed, national origin, religion, age, gender identity, sexual orientation, physical or mental disability. EOE/AA