Full-Time Executive & Development Operations Manager

Maple Counseling Center • Los Angeles, CA

1d • $80,000 - $85,000 • Onsite

About The Position

Maple Counseling seeks an Executive & Development Operations Manager who is highly organized, detail-oriented, and an exceptional communicator. This role provides critical executive-level support to the CEO and Senior Director of Development and External Affairs, facilitates coordination across internal teams and external partners, and supports Board of Directors activities.
The Executive & Development Operations Manager manages complex scheduling, prepares materials for Board and leadership meetings, supports governance functions, drafts communications, and assists with special projects and organizational events. In addition, this role supports development initiatives by coordinating fundraising activities, managing donor communications, assisting with grant tracking and reporting, and maintaining development systems and records. This position requires a high level of discretion, initiative, and sound judgment, along with the ability to multitask in a fast-paced, mission-driven nonprofit environment. Occasional evening or weekend hours may be required to support Board meetings, fundraising activities, or special events.

Maple Counseling fosters a culture of continuous learning and supports the professional development of its staff, making this an ideal position for someone eager to advance their career.

Requirements

• Excellent written and verbal communication skills, with the ability to draft professional emails, reports, donor communications, and grant-related materials.
• Strong organizational and project management skills, with exceptional attention to detail and the ability to manage multiple priorities and deadlines simultaneously.
• Ability to work collaboratively in a fast-paced, mission-driven, and team-oriented nonprofit environment.
• Demonstrated ability to work effectively with diverse populations, including staff, Board members, donors, funders, vendors, auditors, and community stakeholders.
• A warm, engaging, and professional demeanor with strong interpersonal and relationship-building skills.
• Proven initiative and a proactive work style, with the ability to anticipate needs, solve problems independently, and follow through to completion.
• Strong analytical and problem-solving skills, with the ability to think critically and communicate solutions clearly.
• Experience coordinating and managing special projects, including developing timelines, tracking progress, and reporting outcomes.
• Ability to think strategically while also managing day-to-day operational and administrative responsibilities.
• Strong planning and anticipatory skills, with the ability to assess risks, prioritize tasks, and adapt to changing needs.
• Demonstrated commitment to ongoing personal and professional development.
• Ability to accurately import, extract, analyze, and report data from databases and information systems.
• High level of integrity, sound judgment, and discretion in handling confidential and sensitive information.
• Highly efficient, meticulous, and detail-oriented, with a strong commitment to accuracy and accountability.
• High achievement orientation; goal-oriented with a strong ownership mentality; willingness to roll up your sleeves and do whatever it takes to achieve goals.
• Agile & strategic thinker who is able to see the big picture as well as map out the details to achieve goals.
• Exceptional interpersonal skills / EQ with the ability to communicate openly, honestly and with humility across all groups; and collaborate to foster positive relationships across all stakeholders.
• Multi-tasker and ruthless prioritizer; you are happiest when you are working on many things at once, yet are able to sort through the important from the unimportant.
• Co-creates a fun and exciting environment that inspires learning and innovation while embracing evaluation that leads to excellence and impact.
• Role model within the organization to uphold and implement Maple’s organizational values.
• Passion for social impact and driving positive change.
• Ability to work independently and collaboratively as part of a team.
• Successful completion of a Live Scan and/or employment background check.
• Maintain a valid driver’s license with reliable transportation.
• Adaptable to a fast-paced, mission-driven environment with competing priorities and multiple deadlines.
• Commitment to ongoing professional development and continuous improvement of skills and knowledge.
• Ability to establish and maintain cooperative working relationships with staff, Board members, funders, vendors, and external partners.
• Flexible, receptive to feedback, and able to adjust to evolving organizational needs.
• Proficiency with modern office equipment, including computer, phone, copier, and other standard office technology.
• Ability to understand and carry out both oral and written instructions independently.
• Communicate tactfully and effectively in both oral and written forms.
• Maintain an organized, efficient, and safe work environment.
• Full Covid-19 vaccination required.
• Ability to move within the office environment and ability to climb stairs.
• Ability to write by hand and use a keyboard to perform general office functions.
• Ability to communicate continuously by speech and hearing.
• Visual acuity (close, distant, peripheral vision, and the ability to adjust focus and view accurate color perception and objects at near distances) needed for detail work and computer use.
• Ability to sit for extended periods of time.

Nice To Haves

• Bachelor’s degree in a relevant field preferred but not required; equivalent combination of education, experience, and demonstrated skills considered.
• Experience in the nonprofit sector preferred.

Responsibilities

• Provide high-level administrative and strategic support to the CEO, including proactive calendar management, meeting preparation, task follow-up, and priority tracking.
• Prepare background research, briefing materials, talking points, and presentations for executive, leadership, and external meetings; ensure meetings run efficiently amid shifting priorities.
• Coordinate cross-departmental initiatives led by the CEO, ensuring clear communication, accountability, and progress toward organizational goals.
• Draft, edit, and distribute professional internal and external communications on behalf of Maple, including correspondence with staff, Board members, donors, funders, and community partners.
• Maintain organized administrative systems, files, databases, and records in compliance with organizational and regulatory requirements.
• Manage executive administrative functions including expense reports, reimbursements, credit card reconciliation, and travel arrangements.
• Assist with the coordination and production of organizational mailings and communications.
• Prepare ad hoc reports, grant-related data, and EHR (LINK) information as requested.
• Provide logistical and administrative support for program initiatives, including trainings, compliance projects, strategic planning sessions, and organizational meetings.
• Coordinate staff meetings, retreats, internal gatherings, and holiday events.
• Provide support and manage key development operations, including fundraising activities, donor stewardship, and grant administration to Senior Director of Development and External Affairs.
• Maintain accurate donor and non-donor contact records within development systems; generate and analyze database reports to support fundraising efforts.
• Collaborate with program staff to gather narratives, data, and outcomes for grant proposals, reports, and funder communications.
• Support grant tracking, compliance, reporting deadlines, and documentation for foundation, corporate, and government funding.
• Draft and send personalized acknowledgment letters to funders upon grant awards, ensuring compliance with funder requirements.
• Prepare donor thank-you letters, recognition materials, and stewardship communications to strengthen donor and grantor relationships.
• Prepare and maintain weekly income logs for all deposits and coordinate with finance staff as needed.
• Assist with planning and execution of fundraising events, CEU events, volunteer events, and donor engagement activities.
• Coordinate all logistics for Board and Board Committee meetings, including scheduling, notices, agendas, materials, Zoom links, minutes, and follow-up actions.
• Maintain current Board materials, recruitment documents, organizational forms, and official records.
• Coordinate onboarding, orientation, and ongoing support for new Board members.
• Assist with planning Board retreats, strategic sessions, and special events involving Board and key stakeholders.
• Serve as a primary point of contact for designated organizational email accounts, including [email protected], ensuring timely and professional responses.
• Provide ongoing support and communication follow-up with Board members, donors, and external partners as needed.

Benefits

• Maple Counseling fosters a culture of continuous learning and supports the professional development of its staff, making this an ideal position for someone eager to advance their career.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager