FT - Executive Coordinator / Board Liaison

Job Title Executive Coordinator / Board Liaison Department Management & General FLSA Status Non-Exempt Reports to CEO & CCO Classification Full-Time (40hours / week) Schedule Monday – Friday Hours 9AM – 5 :

• 30PM Pay $27-$30 / hr Benefits Eligibility Yes
• Maple Counseling Center requires in-person and partial days in office as assigned by the supervisor.
• 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.
• Position Summary Maple seeks an Executive Coordinator / Board Liaison who is highly organized, detail-oriented, and a skilled communicator.
• This position provides critical executive support to the CEO and CCO, serves as the primary liaison to the Board of Directors, and supports coordination with internal and external stakeholders.
• The Executive Coordinator / Board Liaison manages scheduling, prepares Board materials, supports governance functions, oversees communications with the Board and senior-level partners, and coordinates select special projects and organizational events.
• This role requires discretion, initiative, and professionalism, as well as the ability to multitask in a fast-paced environment.
• Occasional evening and weekend hours may be required to support Board meetings 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.
• Essential Tasks These are core functions of the job.
• Additional duties may be assigned as needed.
• Administration Provide high-level administrative support to the CEO, including calendar management, meeting preparation, and follow-up on tasks and priorities.
• Provide research and any supporting materials in advance of meetings and support the CEO and staff who are meeting with the CEO in attending meetings on-time when schedules get hectic.
• Assist in coordinating cross-departmental initiatives led by the CEO, ensuring timely communication and tracking progress toward key objectives.
• Responsible for writing, editing, and disseminating communications to external stakeholders, Board and staff on behalf of Maple, ensuring that all Maple-wide written and electronic communications are professional and to the highest standards; Provide excellent, professional customer service to all constituents.
• Organize and maintain records, office files, and other materials.
• Support with all internal functions such as expense reports, reimbursements, credit card receipts and reconciliation, travel arrangements, and any other such necessary functions.
• Assist with the coordination and production of Maple mailings.
• Support the development department with maintaining accurate and current records in Maple’s donor database, specifically overseeing non-donor contacts (e.g. staff, trainees, etc.), including inputting new contacts, updating records, and running reports.
• Support all internal and external events, as well as outreach, errands, and volunteer activities as needed.
• Coordinate staff meetings, Board retreats, gatherings, and holiday events.
• Responsible for ad hoc, data, Grant and other various reporting from our Electronic Health Records (EHR) LINK.
• Support coordination and accumulation of all data needed for Board meetings, grants and any other data requests.
• Provide logistical and administrative support for program-related initiatives, such as clinical training events, compliance-related projects, and strategic planning sessions.
• Clinical Program Support Provide comprehensive, high-level administrative and operational support to the CCO and clinical leadership team.
• Provide reporting of trainee performance , compliance issues, and common LINK system errors.
• Support orientation logistics for incoming cohorts, including Zoom setup, presenter scheduling, communication, and attendance tracking.
• Create and manage Google Forms, Doodle polls , and other survey tools for clinical department use; compile and analyze results.
• Assist CCO with daily priorities, schedule coordination, flagged email follow-ups, meeting planning, and general department task tracking.
• Prepare summaries for weekly review and support effective time management.
• Provide event coordination and administrative support for clinical department meetings, events, and special initiatives .
• Liaison to Board and Stakeholders Preparation for all Board and Board Committee meetings, including scheduling, meeting notices, meeting materials, Zoom links, minutes, and other related logistical support.
• Regularly update all forms used for Board recruitment, organization letterhead and general information.
• Coordinate the onboarding process of all incoming new Board members.
• Coordinate and manage all Maple gatherings involving Board members, including both meetings and social events.
• Assist Board members for any Maple-related work as requested.
• Responding to alumni@tmcc.org and other organizational email addresses as needed.
• Special Project Coordination Assist in organizing meetings, events, and training sessions related to special projects.
• Assist with Maple’s CEU event coordination as well as Volunteer event coordination.
• Collaborate with program staff to gather necessary information and data for grant proposals.
• Draft and send acknowledgment letters to funders upon receiving grant awards, ensuring that each letter is personalized and meets funder requirements.
• Prepare thank-you letters and recognition materials to maintain positive relationships with donors and grantors.
• Prepare weekly income log for all deposits.
• Desired Knowledge Excellent written and verbal communication skills for drafting emails, reports, and proposals.
• Strong organizational skills and attention to detail, with the ability to handle multiple projects simultaneously.
• Ability to work collaboratively in a high-energy, team-oriented environment.
• Must work well with diverse populations of employees, vendors, auditors, donors and other stakeholders.
• A warm, engaging, and collaborative personality.
• Ability to take initiative and get things done with eagerness to go above and beyond and do whatever it takes to get the job done.
• Excellent problem-solving and communication skills.
• Experience coordinating special projects, including developing timelines, tracking progress, and reporting outcomes.
• Proactive approach in taking on responsibility.
• Excellent anticipatory skills with ability to think and plan.
• Commitment to personal and professional development.
• Capable of thinking strategically.
• Ability to reliably import and extract data.
• Possess a high level of integrity, judgement and discretion with sensitive information.
• Be efficient, meticulous and detail oriented.
• Capabilities & Values 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.
• Minimum Qualifications B.A. degree in a relevant field is preferred but not required.
• Minimum of two years of experience as an executive assistant, administrative assistant or customer service position.
• Strong organizational and overall administrative skills required.
• Nonprofit experience Any combination of skills and experience that demonstrates the ability to perform this job effectively.
• Comprehensive knowledge of Microsoft Office.
• Ability to handle confidential donor / constituency information with sensitivity and integrity.
• Experience working with Salesforce or comparable donor database; including the ability to run database queries and reports.
• Strong organizational and overall administrative skills.
• Exceptional responsiveness, both by phone and email.
• Exemplary verbal / written communication skills are required (writing samples will be requested).
• A warm, engaging, and collaborative personality.
• Ability to multi-task and manage multiple projects simultaneously and efficiently.
• Availability for occasional nights and weekends Job Requirements Work independently and as a team member.
• Complete a Live Scan and / or Employment background check.
• Maintain a valid driver’s license with access to reliable transportation.
• Adapt to a fast-paced working environment with multiple deadlines.
• Maintain and improve professional skills and knowledge.
• Establish and maintain cooperative working relationships with agencies and individuals contacted during performance of job duties.
• Be flexible and receptive to suggestions, input and change.
• Operate modern office equipment, including computer, phone, fax, copier, and etc.
• Understand and carry out both oral and written instructions in an independent manner.
• Communicate effectively and tactfully in both oral and written forms.
• Maintain orderly work environment and perform tasks in a prescribed and safe manner.
• Full Covid-19 vaccination required.
• Physical Requirements Candidate must be able to lift up to 30 pounds.
• 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.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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