Operations and Impact Coordinator

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The Surgeon General has declared mental health a public health crisis, disproportionately impacting communities of color. Limited access to care and persistent stigma create significant barriers to adopting new behaviors related to mental health, contributing to rising suicide rates among Black youth. From 2007 to 2020, suicide rates among Black adolescents aged 10 to 17 rose by 144% (Congressional Black Caucus, 2024), underscoring the urgent need for accessible, culturally relevant mental health solutions.

Founded by the Thomas family after the tragic loss of their daughter, The Defensive Line aims to shift the narrative around mental health from crisis response to prevention. By equipping Black and Brown communities with the tools to address mental health openly, TDL uses evidence-based strategies to break down stigma, foster resilience, and promote holistic solutions.

Position Summary

The Defensive Line is seeking a grounded, detail-oriented, and mission-aligned Operations & Impact Coordinator to serve as the central force behind our daily operations and executive workflows. This person will work closely with our co-founders to ensure the maximum utilization of their time and skill sets, as well as with the Chief of Staff, to ensure the day-to-day operations of the organization run smoothly while upholding our values of care, equity, and trauma-informed practice.

The right candidate is both a doer and a steward, someone who thrives in execution, supports executive vision with clarity and efficiency, and brings emotional intelligence to this trauma-centered work. You’ll be responsible for everything from managing calendars and tracking budgets to holding space for grief, coordinating logistics for sensitive events, and making sure no detail falls through the cracks.

Key Responsibilities

Executive Support & Calendar Management

• Serve as a trusted partner to the co-founders by managing calendars, scheduling, travel logistics, and email correspondence
• Anticipate needs and prep materials for meetings, speaking engagements, or convenings
• Build in time for reflection, focus, and rest amidst a high-output schedule
• Coordinate communications and follow-up in a clear, emotionally intelligent manner

Operations & Finance Administration

• Partner with external vendors (e.g. accountants, fractional CFO) to ensure compliance and smooth workflows
• Support grant administration by helping track deliverables, budget spend, and reports
• Ensure compliance with funder requirements, fiscal sponsorship reporting (if applicable), and nonprofit regulatory obligations (e.g., 990s)

Program Development & Project Coordination

• Assist with the building of new training through project management
• Support cross-functional work across communications, programs, and fundraising
• Maintain operational dashboards and checklists to ensure timely follow-through
• Assist with logistics for trainings, convenings, or events, particularly those involving loss or public storytelling
• Interact with families, survivors, and community partners with discretion, empathy, and care
• Serve as a grounding presence in emotionally intense moments, both internally and externally
• Help shape internal rhythms of wellness and reflection to avoid burning out in high-impact work

Ideal Candidate

• 3–6 years of experience in nonprofit operations, executive assistance, or mission-aligned administration
• Exceptional project management skills; ability to juggle multiple urgent tasks, tight timelines, and challenging people with grace
• Calm, thoughtful, proactive, and obsessed with getting the details right
• Familiarity with trauma-informed and culturally responsive communications practices
• Proficiency in systems like Google Suite, Outlook, Teams,
• Comfortable navigating CRMs (e.g., Bloomerang, or similar donor databases)
• Experience with bookkeeping or budget tracking in Quick Books Online (or similar accounting software)
• Skilled in creating and managing project timelines, shared checklists, and deliverable tracking
• Ability to run basic reports and maintain clean, updated data
• Skilled at creating and maintaining SOPs (Standard Operating…