Executive Assistant and Grant Administrator
6 - 10 years
Carmel, IN
Full-time
Hybrid
1 month ago
About the role
Company Description
HATCH is a national nonprofit dedicated to closing the protein gap in the charitable food system. Through a market-based, shared-value model, HATCH partners with farmers, food banks, corporations, and government agencies to deliver nutrient-dense animal protein to families in need. Since its founding, HATCH has delivered hundreds of millions of protein-rich meals and is scaling toward its Vision 2028 goal of providing one million protein meals per day.
Position Overview:
HATCH for Hunger is seeking a highly organized and mission-driven Executive & Grants Administrator to support the CEO and coordinate the organization’s grants management processes. This role ensures efficient executive operations and supports the identification, preparation, submission, and tracking of grant opportunities. The ideal candidate is detail-oriented, collaborative, and passionate about advancing HATCH’s mission.
Key Responsibilities:
Executive Administration:
• Provide comprehensive administrative support to the CEO, including calendar management, scheduling, and travel coordination.
• Coordinate internal and external meetings, ensuring agendas, materials, and logistics are prepared in advance.
• Draft correspondence, reports, and presentations as directed.
• Track priorities, deadlines, and action items to ensure timely follow-through.
• Serve as a liaison between the CEO, staff, board members, and external stakeholders.
• Maintain confidential records, files, and organizational documents.
• Support logistical planning for executive engagements and organizational initiatives.
• Assist with expense reporting, contract routing, and administrative workflows.
Board & Governance Support:
• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, and material distribution via Boardable.
• Record and maintain accurate meeting minutes and governance documentation.
• Ensure compliance with organizational policies and board procedures.
• Maintain official records such as bylaws, resolutions, and committee charters.
Grants Administration
• Research and identify prospective grant opportunities from foundations, corporations, and government agencies.
• Coordinate the preparation and submission of grant applications under leadership direction.
• Maintain a comprehensive grants calendar to track deadlines, submissions, and reporting requirements.
• Collaborate with internal stakeholders to gather program data, budgets, and supporting documentation.
• Monitor and ensure compliance with grant guidelines and reporting standards.
• Prepare and submit timely grant reports and supporting materials.
• Maintain accurate and organized records of grant-related documentation.
• Track grant outcomes and funding history to support organizational planning.
• Assist in maintaining data within CRM and grant tracking systems.
Qualifications:
Required
• Associate’s or Bachelor’s degree in business administration, nonprofit management, communications, public administration, or a related field.
• 2–4 years of experience in executive administration, grants coordination, or nonprofit operations.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
Preferred : • Experience in grant research, writing, or administration within a nonprofit organization.
• Familiarity with corporate, foundation, and government funding processes.
• Experience supporting executive leadership or boards of directors.
• Proficiency with CRM platforms such as Salesforce and governance tools such as Boardable.
• Passion for addressing food insecurity and advancing nutrition equity.
Core Competencies:
• Administrative Excellence
• Grants Management and Compliance
• Organization and Attention to Detail
• Time Management and Prioritization
• Communication and Coordination
• Professionalism and Discretion
• Collaboration and Teamwork
• Mission Alignment and Integrity
Benefits:
• Competitive salary commensurate with experience
• Paid time off and holidays
• Health, dental, and vision benefits
• Retirement plan options
• Professional development opportunities
HATCH is a national nonprofit dedicated to closing the protein gap in the charitable food system. Through a market-based, shared-value model, HATCH partners with farmers, food banks, corporations, and government agencies to deliver nutrient-dense animal protein to families in need. Since its founding, HATCH has delivered hundreds of millions of protein-rich meals and is scaling toward its Vision 2028 goal of providing one million protein meals per day.
Position Overview:
HATCH for Hunger is seeking a highly organized and mission-driven Executive & Grants Administrator to support the CEO and coordinate the organization’s grants management processes. This role ensures efficient executive operations and supports the identification, preparation, submission, and tracking of grant opportunities. The ideal candidate is detail-oriented, collaborative, and passionate about advancing HATCH’s mission.
Key Responsibilities:
Executive Administration:
• Provide comprehensive administrative support to the CEO, including calendar management, scheduling, and travel coordination.
• Coordinate internal and external meetings, ensuring agendas, materials, and logistics are prepared in advance.
• Draft correspondence, reports, and presentations as directed.
• Track priorities, deadlines, and action items to ensure timely follow-through.
• Serve as a liaison between the CEO, staff, board members, and external stakeholders.
• Maintain confidential records, files, and organizational documents.
• Support logistical planning for executive engagements and organizational initiatives.
• Assist with expense reporting, contract routing, and administrative workflows.
Board & Governance Support:
• Coordinate Board of Directors and committee meetings, including scheduling, agenda preparation, and material distribution via Boardable.
• Record and maintain accurate meeting minutes and governance documentation.
• Ensure compliance with organizational policies and board procedures.
• Maintain official records such as bylaws, resolutions, and committee charters.
Grants Administration
• Research and identify prospective grant opportunities from foundations, corporations, and government agencies.
• Coordinate the preparation and submission of grant applications under leadership direction.
• Maintain a comprehensive grants calendar to track deadlines, submissions, and reporting requirements.
• Collaborate with internal stakeholders to gather program data, budgets, and supporting documentation.
• Monitor and ensure compliance with grant guidelines and reporting standards.
• Prepare and submit timely grant reports and supporting materials.
• Maintain accurate and organized records of grant-related documentation.
• Track grant outcomes and funding history to support organizational planning.
• Assist in maintaining data within CRM and grant tracking systems.
Qualifications:
Required
• Associate’s or Bachelor’s degree in business administration, nonprofit management, communications, public administration, or a related field.
• 2–4 years of experience in executive administration, grants coordination, or nonprofit operations.
• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent written and verbal communication abilities.
• Proficiency in Microsoft Office and Google Workspace.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of professionalism, discretion, and confidentiality.
Preferred : • Experience in grant research, writing, or administration within a nonprofit organization.
• Familiarity with corporate, foundation, and government funding processes.
• Experience supporting executive leadership or boards of directors.
• Proficiency with CRM platforms such as Salesforce and governance tools such as Boardable.
• Passion for addressing food insecurity and advancing nutrition equity.
Core Competencies:
• Administrative Excellence
• Grants Management and Compliance
• Organization and Attention to Detail
• Time Management and Prioritization
• Communication and Coordination
• Professionalism and Discretion
• Collaboration and Teamwork
• Mission Alignment and Integrity
Benefits:
• Competitive salary commensurate with experience
• Paid time off and holidays
• Health, dental, and vision benefits
• Retirement plan options
• Professional development opportunities
Skills
OtherNon-profit Organizations