Associate, Fiscal Sponsorship & Operations

Associate, Fiscal Sponsorship & Operations Department: Fiscal Sponsorship Reports To: Vice President, Fiscal Sponsorship FLSA Status: Full-Time, Exempt Location: Remote - United States (excluding WA, CA, and NY) Position Summary The Associate, Fiscal Sponsorship & Operations plays a critical role in supporting and scaling EarthShare’s Fiscal Sponsorship Program and broader operations. This position combines project/account management, operational execution, and financial support to ensure strong service delivery, compliance, and sustainable program growth. With a rapidly expanding portfolio of fiscally sponsored projects this role is essential to maintaining responsiveness, strengthening operational support, and enhancing the overall partner experience. This position will serve as a key point of contact for projects and stakeholders while managing day-to-day administrative workflows, supporting project onboarding procedures, and assisting with operational and accounting processes. This role is ideal for a highly organized, detail-oriented professional who thrives in a fast-paced, mission-driven environment and enjoys balancing partner service with operational execution. Key Responsibilities 1. Fiscal Sponsorship Program Operations Support day-to-day management of the Fiscal Sponsorship portfolio, ensuring high-quality service and responsiveness Monitor and manage the Fiscal Sponsorship inbox, triaging and responding to partner inquiries Support Accounts Payable and contracting processes Assist with project onboarding, including documentation, compliance setup, and systems entry Assist with project offboarding, transferring assets, closing accounts, final reporting, and releasing projects that exit the program Support ongoing contractor and employee onboarding and management for fiscally sponsored projects Maintain accurate project records across platforms (e.g., Salesforce, Airtable, financial systems) Help ensure projects meet reporting and operational requirements 2. Partnerships & Account Management Support Serve as a frontline contact for fiscally sponsored projects, providing responsive, solutions-oriented support Assist in reviewing new project applications and conducting initial due diligence Support grantmaking and proposal review processes (both inbound and outbound) Help maintain strong relationships with project leaders and stakeholders through consistent communication Contribute to improving the overall client/service experience 3. Operations & Accounting Support Set up projects and their employees and contractors across multiple platforms and systems Assist in onboarding fiscal sponsorship employees and contractors into appropriate systems Provide backup support across finance, operations, and programs during peak periods or staff absences Handle ad hoc requests from leadership that fall outside defined workflows Receive, sort, and log incoming physical mail Monitor and triage shared voicemail, returning or routing calls as appropriate Support Accounts Payable processes, including invoice collection, expense coding, approvals, data entry, credit card processing, and reimbursement requests. Assist with bank reconciliations Support accuracy and coordination between fiscal sponsorship, operations and finance Assist with tracking project expenses, payments, and financial documentation Identify opportunities to improve financial workflows and internal controls Track and document funding activities and donor information Support annual audit (pulling documentation, reconciling schedules, coordinating with auditors) as it relates to the Fiscal Sponsorship programming. 4. Systems, Process Improvement & Capacity Building Support implementation and management of tools such as Airtable or other workflow/ticketing systems Identify and implement process improvements to increase efficiency and scalability Help document and standardize workflows for fiscal sponsorship operations Contribute to building a best-in-class fiscal sponsorship infrastructure Assist in evaluating technology solutions to support program growth 5. Data Management, Reporting & Compliance Maintain accurate and up-to-date data across systems, ensuring consistency and integrity Support tracking of portfolio metrics, workload, and program performance Assist in identifying risk areas and ensuring compliance with internal and external requirements Track legal agreements between EarthShare and vendors, contractors, and projects Prepare internal reports and summaries as needed 6. Cross-Functional Collaboration Work closely with Accounting/Finance and Operations teams Coordinate with leadership on priorities, workload management, and growth planning Contribute to organizational culture, transparency, and continuous improvement Required Skills & Abilities Strong organizational skills with exceptional attention to detail Ability to manage multiple priorities in a fast-paced, evolving environment Excellent customer service and relationship management skills Financial aptitude; experience with accounts payable and reconciliations preferred Strong written and verbal communication skills Proactive problem-solving mindset with a focus on efficiency and scalability High level of accountability and ability to work independently Technical Proficiency Experience with financial tools (e.g., Sage Intacct, Ramp, or similar) preferred Familiarity with Deel or contractor payment platforms a plus Experience with CRM systems (Salesforce preferred) Comfort learning and implementing new tools (e.g., Airtable) Proficiency in Microsoft Office Education & Experience Bachelor’s degree or equivalent experience 1-3 years of experience in nonprofit operations, partnerships, finance support, or program management Experience with fiscal sponsorship, grantmaking, or nonprofit finance/operations strongly preferred Compensation and Benefits This is a full-time, exempt, remote, and benefit-eligible position. Candidates must be based in the United States. EarthShare offers a competitive benefits package, including: Medical, dental, and vision coverage; 85% employer-paid for employees and 35% employer-paid for dependents Health Reimbursement Arrangement (HRA) and Flexible Spending Account (FSA) options 403(b) retirement plan with employer contributions of up to 10% of salary after one year of service, subject to plan terms with 100% vesting option after three years of service. 15 days of paid time off annually Employer-paid Short-Term and Long-Term Disability insurance Employer-paid Life and Accidental Death & Dismemberment (AD&D) coverage To Apply Applications will be reviewed on a rolling basis. Interested candidates should submit a resume and a letter of interest describing their qualifications, relevant accomplishments, and interest in EarthShare’s mission and growth. Applicants who require a reasonable accommodation to participate in the application or interview process should contact [email protected] to request accommodation. EarthShare is committed to providing reasonable accommodations. Equal Employment Opportunity EarthShare is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, related medical conditions, and lactation), national origin, age (40 or older), disability, genetic information, sexual orientation, gender identity or expression, natural hair or protective hairstyle, marital status, military or veteran status, or any other characteristic protected by applicable federal, state, or local law. EarthShare is committed to an inclusive workplace and welcomes applications from candidates of all backgrounds and lived experiences.