• 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 activitiesas 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 [email protected] 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.

• • 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.