Administrative Coordinator

Position

Description:

Administrative Coordinator

Location: Hybrid; based in Cleveland County, NC

Reports to: Executive Director

Status: Full-time, Exempt (32 hrs. per week)

The Catawba Nation Foundation is an independent 501(c)3 nonprofit dedicated to educational advancement, cultural preservation, environmental conservation, and economic development for the Catawba Nation, Cleveland County and the surrounding region, and Native American communities across North Carolina. Funded primarily by gaming revenues from Two Kings Casino, the Foundation invests in initiatives that address community needs, leverage opportunities, and create lasting impact.

To learn more, please visit catawbanationfoundation.org.

The Catawba Nation Foundation seeks a highly organized, proactive, and relationship-centered Administrative Coordinator to serve as a key partner to the Executive Director and a central point of coordination across the Foundation’s work.

This role is ideal for someone who thrives on creating structure, anticipates needs before they arise, and brings a strong customer-service mindset to external relationships and stewardship. The ideal candidate is detail-oriented and people-focused - someone who brings professionalism, discretion, and warmth to every interaction.

The Administrative Coordinator plays a critical role in creating capacity for the Executive Director by supporting external relationships while ensuring the Foundation operates with clarity, accountability, and excellence.

The Administrative Coordinator serves as the organizational hub for administrative support, community engagement, and operational follow-through. This role helps ensure alignment across leadership, staff, board members, and external partners, and supports the smooth execution of meetings, community events, grantmaking operations, and internal systems.

This position is well-suited for someone who is comfortable managing logistics, preparing materials, tracking details, and taking pride in helping others succeed while ensuring nothing falls through the cracks.

• Track key initiatives, deadlines, and deliverables using project management software () to promote accountability and follow-through.
• Support planning and execution of internal meetings and Foundation events.
• Maintain and improve internal systems, templates, and workflows to increase efficiency.
• Coordinate with consultants, vendors, and external partners as needed.
• Serve as the administrative owner of internal data systems, including Foundant and Mailchimp
  , ensuring consistent data entry and reliable contact management.
• Organize, segment, and update contact lists to support timely communications, accurate reporting, and coordinated outreach.
• Monitor data quality and identify opportunities to improve efficiency within existing tools.

• Coordinate logistics, scheduling, and documentation for meetings and engagements with external partners, grantees, and community stakeholders.
• Track external requests, communications, and follow-up to ensure timely responses and consistent information flow.
• Support planning and execution of community engagement activities, site visits, and convenings.
• Maintain accurate records of partner interactions, agreements, and engagement activities.
• Assist the Executive Director in managing external priorities by tracking timelines, deliverables, and next steps.
• Ensure external-facing processes and materials are organized, accurate, and aligned with Foundation standards and values.

• Support the administrative aspects of grantmaking, including application tracking, award documentation, reporting timelines, and recordkeeping.
• Maintain accurate and up-to-date records in the Foundation’s grants management and contact databases to support data integrity and reporting.
• Manage the Foundation’s marketing newsletter distribution list and related contact records to support outreach, stewardship, and engagement.
• Assist with scholarship and program-related administrative processes as assigned.
• Maintain organized…