Grant and Events Coordinator

HATCH; Carmel (IN); On-site; USD 48,000 - 52,000; Full time

Job summary

HATCH is seeking a Grant & Events Coordinator to support the day-to-day execution of grant-funded work and related events. This role helps keep grant activity organized, documentation complete, reporting inputs moving, deadlines visible, and events planned with care and professionalism.

This hands-on coordination role requires being highly organized, detail-oriented, deadline-driven, and comfortable working across internal teams and external partners.

Qualifications

• 2-4 years of experience in nonprofit operations, grant administration support, event coordination, program coordination, or a similar role.
• Experience maintaining trackers, calendars, documentation systems, meeting notes, and follow-up lists.
• Strong attention to detail and comfort managing multiple deadlines at once.
• Clear written and verbal communication skills.
• Experience coordinating meetings, events, vendors, partners, or cross-functional workstreams.
• Comfort working with confidential or sensitive information.

Responsibilities

• Maintain grant trackers, reporting calendars, action-item lists, contact lists, and documentation logs.
• Track deadlines, deliverables, owners, risks, and follow-up needs for federal grant-funded initiatives.
• Coordinate internal inputs from Operations, Finance, Marketing, Programs, and leadership.
• Prepare meeting agendas, notes, action items, and follow-up summaries.
• Support organization of grant files, reports, budgets, partner materials, evaluation inputs, and supporting documentation.
• Flag missing information, unclear ownership, or deadline risks early to the Chief of Staff.
• Gather program activity updates, partner information, evaluation inputs, financial documentation, and other materials needed for reporting.
• Help assemble draft reporting materials for review by the Chief of Staff and leadership.
• Maintain organized documentation that supports reporting, funder confidence, and audit readiness.
• Coordinate with Finance to ensure required backup documentation is collected and stored appropriately.
• Coordinate event timelines, vendor lists, invitation lists, run-of-show documents, registration details, and logistics trackers.
• Capture event outcomes, attendance, follow-up actions, and documentation needed for grant or stakeholder reporting.

Skills

Grant administration

Event coordination

Nonprofit operations

Reporting

Stakeholder coordination

Tools

Microsoft 365

Teams

SharePoint

Excel

Power BI

Salesforce

QuickBooks

Bill.com

Job description

About the Company

HATCH is a nutrition-focused nonprofit working to build a sustainable solution to the hunger crisis in America by connecting animal protein directly from farmers and producers to hunger relief organizations through an efficient, sustainable, and value-based model. Our work sits at the intersection of nutrition security, agriculture, food access, logistics, public-private partnership, and measurable community impact. We are growing quickly and building the systems, partnerships, and operating discipline needed to scale protein access for families across the country.

About the Role

The Grant & Events Coordinator will support the day-to-day execution of HATCH’s grant-funded work and related events. This role helps keep grant activity organized, documentation complete, reporting inputs moving, deadlines visible, and events planned with care and professionalism. This is a hands-on coordination role for someone who is highly organized, detail-oriented, deadline-driven, and comfortable working across internal teams and external partners. The role reports to HATCH’s Chief of Staff and will ultimately help run the day-to-day details of our grant and donor process and will support keeping the work and the mission moving forward. The right person will enjoy building order out of complexity — maintaining trackers, preparing meeting notes, coordinating follow-ups, organizing files, supporting reports, and helping mission-critical events run smoothly.

Responsibilities

Grant Coordination & Administration

• Maintain grant trackers, reporting calendars, action-item lists, contact lists, and documentation logs.
• Track deadlines, deliverables, owners, risks, and follow-up needs for federal grant-funded initiatives.
• Coordinate internal inputs from Operations, Finance, Marketing, Programs, and leadership.
• Prepare meeting agendas, notes, action items, and follow-up summaries.
• Support organization of grant files, reports, budgets, partner materials, evaluation inputs, and supporting documentation.
• Flag missing information, unclear ownership, or deadline risks early to the Chief of Staff.

Reporting & Documentation Support

• Gather program activity updates, partner information, evaluation inputs, financial documentation, and other materials needed for reporting.
• Help assemble draft reporting materials for review by the Chief of Staff and leadership.
• Maintain organized documentation that supports reporting, funder confidence, and audit readiness.
• Coordinate with Finance to ensure required backup documentation is collected and stored appropriately.

Event Coordination

• Support planning and execution of partner meetings, convenings, site visits, funder engagements, and grant-related events.
• Maintain event timelines, vendor lists, invitation lists, run-of-show documents, registration details, and logistics trackers.
• Coordinate event details including venue, catering, room setup, AV, materials, signage, transportation, and day‑of support.
• Partner with Marketing & Executive Communications on invitations, branded materials, talking points, and follow‑up communications.
• Capture event outcomes, attendance, follow‑up actions, and documentation needed for grant or stakeholder reporting.

Stakeholder & Team Coordination

• Help coordinate meetings and follow‑up with nonprofit partners, food banks, community partners, vendors, funders, and internal teams.
• Track partner commitments, open questions, documentation needs, and next steps.
• Support preparation for partner conversations by organizing background materials and agendas.
• Communicate clearly, professionally, and consistently with internal and external stakeholders.

Qualifications

• 2-4 years of experience in nonprofit operations, grant administration support, event coordination, program coordination, project coordination, or a similar role.
• Experience maintaining trackers, calendars, documentation systems, meeting notes, and follow‑up lists.
• Strong attention to detail and comfort managing multiple deadlines at once.
• Clear written and verbal communication skills.
• Experience coordinating meetings, events, vendors, partners, or cross‑functional workstreams.
• Comfort working with confidential or sensitive information.

Required Skills

• Experience supporting federal grants, government‑funded programs, nonprofit reporting, or compliance documentation.
• Experience with event logistics, partner convenings, donor/funder meetings, or community‑based programs.
• Experience in food access, nutrition security, agriculture, public health, nonprofit operations, or community impact work.
• Familiarity with Microsoft 365, Teams, SharePoint, Excel, Power BI, Salesforce, QuickBooks, Bill.com, or similar systems.

Preferred Skills

• Highly organized and deadline‑driven.
• Strong follow‑through and ownership of details.
• Comfortable maintaining trackers, timelines, and documentation systems.
• Able to communicate risks or missing information early and clearly.
• Calm under pressure and comfortable juggling multiple moving pieces.
• Service‑minded and professional with internal and external stakeholders.
• Able to bring structure to ambiguous or fast‑moving work.
• Mission‑aligned and energized by work that supports families and communities.

Pay range and compensation package

The base salary range for this role is $48,000-$52,000 annually, depending on experience. Final compensation will be based on relevant experience, demonstrated skills, and alignment with the scope of the role. HATCH offers a comprehensive benefits package that includes health, dental, and vision coverage; paid time off and paid holidays; retirement plan options; and opportunities for professional development.

Equal Opportunity Statement

HATCH is committed to building a team that reflects the communities and partners we serve. We encourage candidates with diverse backgrounds, experiences, and perspectives to apply.