Executive & Development Operations Manager

Overview

About Us

The mission of Maple Counseling is to provide low-cost comprehensive mental health services to individuals of all ages, couples, and families, and to provide training for graduate and postgraduate students who are working towards licensure in the mental health field.

Since its inception in 1972, we have helped over 300,000 people of all ages - from infants to the advanced elderly - to receive critical mental health services, expanding to support people of all ages and all areas throughout Los Angeles County. Now, via tele-health, our services are available to anyone in the state of California.

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.

These are core functions of the job. Additional duties may be assigned as needed.

• Administration & Executive Support:
  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.

Development & Fundraising Management

• 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.

Board & Stakeholder Support

• 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…