Rivet

Operations

• Maintain grant trackers covering applications, approvals, disbursements, and reporting deadlines
• Track required documentation, receipts, and impact updates from grantees
• Follow up with grantees to ensure timely and complete reporting
• Keep grant records accurate, organized, and partner-ready
• Support grant cycle launches and close-outs with clear timelines and checklists
• Maintain shared folders, trackers, and internal documentation for impact work
• Support the upkeep of SOPs, templates, and process documentation
• Ensure data, files, and materials are easy to find and consistently organized
• Flag risks, delays, or missing information early to leadership
• Support internal reporting and dashboard inputs as needed
• Prepare, format, and polish impact-related materials, including: Presentations and decks / Grant summaries and briefs / Partner- and funder-facing documents
• Support meeting logistics: Draft agendas and pre-reads / Take notes and track action items / Manage follow-ups and reminders
• Coordinate calendars, deadlines, and internal requests for the Impact team
• Reduce administrative load for the Chief Impact Officer and Impact Manager
• Support logistics for impact-related events, convenings, or travel (as needed)
• Serve as a reliable point of coordination across impact workflows
• Provide steady cross-functional coordination in a fast-moving environment, bringing structure, follow-through, and clarity to shared projects

Grants & Operations Coordinator

Administrative Assistant

• Support RIVET’s fundraising and brand building efforts (65%): Manage the full cycle for successful meetings with the CEO (40%): Logistics: schedule, track and prepare CEO and internal and external attendees for meetings.
• Manage ongoing supporter communications (20%): General supporter communications: draft and prepare monthly/quarterly communications to go out to RIVET’s community of supporters.
• Internal Team Support (5%): Tracking and note taking: attend RIVET’s fundraising team meetings, track notes and necessary deliverables from consultants.
• Support RIVET’s finance and operations team (25%): CRM updates and automations: day-to-day tracking of meetings.
• Special Projects (10%): Mix of internal and external-facing projects that will vary.

Marketing

• Assistant to the CMO (50%): Develop systems to streamline the CMOs workflow; Track and direct day-to-day tasks to maximize efficiency and ensure CMO is focused on key needs.
• Schedule meetings and ensure CMO and internal and external attendees are prepared.
• Liaise with external constituents on behalf of the CMO, building and strengthening relationships through positive and efficient engagements.
• Track meeting notes, follow-up tasks and attendee stewardship steps.
• Plan, schedule and manage trips to maximize opportunities for RIVET’s growth.
• Assist with posting job descriptions, scheduling interviews, and onboarding preparation for new marketing hires.
• Manage lists and logistics for IRL and virtual cultivation events targeted to senior-level marketers.
• Marketing Assistant (50%): Develop and Maintain marketing projects tracker and prepare weekly status summaries.
• Track creative and content deliverables across campaigns and support production timelines.
• Liaise with freelancers, agencies, and creators.
• Draft briefs on prospective partners, collaborators, or campaign-aligned opportunities when needed.
• Upload and organize final creative assets, decks, and reports, maintaining consistent folder structures and file naming across Gdrive.
• Maintain internal SOPs, shared templates, and system documentation.
• Ensure current tech stack licenses and passwords are organized and saved.