Executive Operations Coordinator (Part-time, Contract)

Executive Operations Coordinator (Part-Time, Contract)

A Giving Heart Project, Inc. Charlotte, NC (Hybrid/Flexible)

About A Giving Heart Project

A Giving Heart Project, Inc. is a community-based nonprofit committed to providing sustainable and equitable solutions that eliminate barriers for individuals and families in need. Through case management support, trauma-informed prevention workshops, and community outreach initiatives, we work to strengthen resilience and promote long-term stability in the communities we serve.

We are in a growth phase and seeking a systems-minded professional to help stabilize and strengthen our operational infrastructure.

Position Overview

The Administrative Operations Coordinator is a part-time contracted role responsible for strengthening the organization’s internal systems, administrative workflows, and compliance tracking processes.

This position is ideal for a highly organized and proactive professional who thrives in growing nonprofit environments and can independently build and manage operational systems.

During the first six months, the primary focus will be stabilizing internal operations and creating scalable infrastructure to support future growth.

Key Responsibilities

Executive Operations Support & Systems Development

• Establish and maintain a centralized master operations calendar
• Design and implement grant tracking systems and reporting dashboards
• Organize and standardize digital filing systems (Google Drive)
• Develop and document standard operating procedures (SOPs)
• Create templates for recurring reports, board materials, and internal documents
• Support the Executive Director in improving operational workflows for efficiency and accountability
• General Operations Support, including finance and budget management
• Work closely with the Executive Director with other duties as assigned
• Support the Executive Director in ensuring compliance with grant requirements

Administrative Coordination

• Manage shared organizational calendars and email accounts
• Manage executive calendars
• Support correspondence needs of the organization
• Coordinate board meeting logistics and documentation
• Support the maintenance and organization of internal records
• Support various tracking/inventory needs of the organization
• Support preparation of reports and documentation for funders as needed
• Manage phone system and incoming calls to the organization

Program & Event Support

• Coordinate logistics for workshops and community events
• Maintain participant tracking systems
• Develop event planning checklists and workflows
• Assist with volunteer coordination systems

Funding & Growth Support (As Systems Stabilize)

• Maintain grant calendar and submission tracking
• Research funding opportunities
• Assist with proposal preparation and documentation
• Support development of funder database tracking

Qualifications

• 3+ years of experience in nonprofit administration, operations, or program coordination
• Demonstrated ability to build and organize systems
• Strong project management and time management skills
• Experience with grant tracking or compliance processes preferred
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar)
• Excellent written and verbal communication skills
• Ability to work independently and take initiative
• High level of professionalism and discretion

Ideal Candidate Profile

• Systems-oriented thinker
• Detail-focused and highly organized
• Proactive and solution-driven
• Comfortable creating structure in growing environments
• Committed to community impact and equity
• Interested in contributing to long-term organizational growth

Position Details

• Part-time contract position (1099)
• Approximately 20 hours per week (flexible schedule)
• Hybrid role; some in-person coordination required for events
• Hourly rate range: $17–$22 per hour (based on experience)
• Position is contingent on availability of funding support.

Initial Focus (First 6 Months)

The primary objective during the first six months is to stabilize and strengthen internal systems, improve operational organization, and build scalable infrastructure that supports revenue growth and program expansion.

Evaluation & Advancement Opportunity

This position includes:

• A 90-day introductory probationary period
• A formal performance review at six months

Following the six-month review, and contingent upon demonstrated impact, operational improvements, and revenue growth, this role may transition into an Operations & Administration Manager position with expanded responsibilities and compensation adjustment.

Continuation of the contract is dependent upon satisfactory performance, organizational needs, and availability of funding.

How to Apply

Submit resume and brief cover letter outlining your experience building systems within nonprofit or mission-driven organizations via job posting site, and send via email to admin@agivingheartproject.org

Job Type: Contract

Pay: $17.00 - $22.00 per hour

Expected hours: No more than 20 per week

Work Location: Hybrid remote in Charlotte, NC 28206