JOB TITLE: Executive Operations & Grants Manager
Job Description Disclaimer: The statements in this job description are intended to describe the essential/non-essential nature and level of work performed by Endeleo staff/interns assigned to this job. They are not intended to be an exhaustive list of all duties and responsibilities, as other duties and responsibilities may be assigned.
Reporting Relationship:
Executive Director
Organization Unit:
Operations
Basic Function: Endeleo Institute is seeking a detail-oriented and highly organized Executive Operations and Grants Manager. The Executive Assistant and Grants Manager provides high-level administrative, operational, and strategic support to the Executive Director while ensuring the efficient day-to-day operation of the organization. The role manages executive scheduling, board support, grant administration, office operations, internal systems, communications, donor engagement, and organizational projects. This position serves as a central point of coordination, helping maintain compliance, streamline processes, and support the organization's mission through effective administration, communication, and operational leadership.
.Duties and Responsibilities
Executive & Strategic Support
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Provide Administrative Assistance to the Executive Director as assigned.
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Manage complex calendars, scheduling, and logistics for executive leadership, ensuring alignment with organizational priorities and strategic goals.
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Prepare high-quality reports, presentations, briefing documents, and correspondence on behalf of leadership.
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Support board-related activities including meeting coordination, materials preparation, and action item follow-up.
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Serve as a trusted liaison between leadership, Trinity United Church of Christ HR, staff, contractors (IT and other), donors, funders, and external facilities and stakeholders.
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Anticipate leadership needs and proactively resolve logistical or administrative challenges before they escalate.
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Provide administrative support for all audits and other compliance related matters.
Grants Administration & Compliance Support
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Provide leadership and administrative assistance in grant research and proposal development.
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Assist the Executive Director in developing staff assignments for proposal development and ensure timely submission of all grant proposals.
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Coordinate the administrative aspects of grant management, including uploading, organizing, and maintaining required documentation in grant portals and internal systems
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Track grant deadlines, deliverables, and reporting timelines to ensure full compliance with funder requirements
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Maintain accurate, audit-ready grant records accessible to leadership and program staff
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Assist in preparing narrative and supporting materials for grant proposal reports and new funding submissions
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Maintain standard grant proposal content for typical questions regarding Endeleo to streamline grant writing.
Communications & Donor Engagement
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Develop, design, and manage email campaigns and donor communications using Constant Contact or similar platforms
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Draft compelling appeal emails, newsletters, and outreach materials that advance fundraising goals and reflect the organization's voice and mission
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Maintain consistent, mission-aligned messaging across all communications channels
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Support outreach campaigns, fundraising events, and stewardship efforts with logistical and communications coordination
Office & Operations Management
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Assist with the development and management of electronic and physical filing systems.
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Oversee daily office operations to ensure a professional, efficient, and welcoming environment
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Manage office supply inventory, vendor relationships, service contracts, and purchasing within approved parameters
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Identify and implement improvements to administrative systems, workflows, and internal processes
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Serve as the primary point of contact for facilities, technology troubleshooting, and general operational needs
Project Coordination & Organizational Support
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Coordinate and provide hands-on support for internal projects, events, and cross-departmental initiatives
Other Duties
Perform other duties as assigned.
Requirements: This position serves as a strategic administrative partner to the Executive Director, coordinating executive operations, grants administration, board governance support, office management, and organizational communications, and requires a highly organized, proactive professional with strong discretion and operational excellence.
The candidate must hold a bachelor's degree (or equivalent experience) and at least five years of progressively responsible experience in executive administration, nonprofit operations, or grants administration, including experience supporting senior leadership, grant compliance/reporting, and Board support (meetings, agendas, minutes). Donor communications and fundraising experience are a plus.
Proficiency in Microsoft Office is required, along with experience in cloud-based document management and email marketing platforms (e.g., Constant Contact); familiarity with grant portals, CRMs, and project management tools is preferred.
The ideal candidate combines strong organizational and communication skills, sound judgment with sensitive information, independent time management, and interpersonal skills to build relationships with board members, donors, and community partners, paired with a genuine commitment to Endeleo’s mission.
Work Schedule: The Executive Operations & Grants Manager for the Endeleo Institute shall generally work forty (40) hours each week, some weekends and evenings, in accordance with the needs of the organization. This position is Onsite/Hybrid (as required by role duties).
Confidentiality: Confidentiality is a condition of employment. Discretion is a condition of employment. At all times, staff members are to respect the privacy of information about others. Violation of the Code of Confidentiality can result in immediate termination of employment.
Working Conditions: The Administrative Assistant & Audit Support for Endeleo will work in a clean and well-lighted area, with proper ventilation and air quality.
