• 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.

Desired Knowledge

• 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.

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.

• Bachelor’s degree in a relevant field preferred but not required; equivalent combination of education, experience, and demonstrated skills considered.
• Minimum of two to three years of professional experience in executive support, administrative management, development, or nonprofit operations.
• Experience supporting senior leadership, including calendar management, meeting preparation, and correspondence.
• Demonstrated experience in grant management, donor relations, or fundraising coordination, including database management, reporting, and donor communications.
• Strong organizational, administrative, and project management skills, with the ability to manage multiple priorities efficiently.
• Experience in the nonprofit sector preferred.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with CRM/donor database systems (Salesforce or comparable), including running queries and generating reports.
• Ability to handle confidential donor, funder, and organizational information with discretion and integrity.
• Exceptional responsiveness and professionalism in both verbal and written communication; writing samples may be requested.
• Warm, engaging, and collaborative interpersonal style, with the ability to work effectively with staff, Board members, donors, funders, and community partners.
• Flexibility to work occasional evenings and weekends to support Board meetings, donor events, or special projects.

Job Requirements

• 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.

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.