Associate, Operations & Accounting

EarthShare

Associate, Operations & Accounting

Department: Operations
Reports To: Senior Director, Operations
FLSA Status: Full-Time, Non-exempt
Location: Remote, United States (excluding CA, NY, CO, AK and WA)
Salary Range: $50,000

About EarthShare

EarthShare is a U.S. based nonprofit organization working to accelerate environmental philanthropy and mobilize resources for a healthy, just, and sustainable planet. For more than three decades, EarthShare has helped individuals, employers, foundations, nonprofit organizations, and other mission-aligned organizations direct meaningful support to environmental causes. Building on its legacy in workplace giving, EarthShare has expanded its role as a philanthropic infrastructure organization at a time when the environmental movement urgently needs more flexible, trusted, and values-aligned vehicles for giving.

Position Summary

The Associate, Operations & Accounting plays an essential role in supporting EarthShare's day-to-day operational and financial activities. This position serves as a key administrative and operational partner across finance, departmental programs, human resources, and organizational operations.

Reporting to the Sr. Director, Operations, the Associate supports accounts payable processes, reconciliations, employee and contractor onboarding activities, operational compliance tracking, data management, documentation, and cross-functional projects. The position regularly interacts with organizational partners, vendors, sponsored projects, staff, and contractors while ensuring accuracy, responsiveness, and exceptional service.

This role is ideal for an early-career professional who enjoys both administrative and financial work, has strong attention to detail, and wants to build expertise in nonprofit operations, accounting, and organizational systems.

Key Responsibilities

Operations Administration & HR Support

• Support employee, contractor, and consultant onboarding and offboarding activities across HRIS systems, including benefits enrollment support, I-9 completion and retention, state payroll tax registration.
• Maintain organizational records, contracts, agreements, licenses, and compliance documentation across vendors and consultants.
• Track vendor, project, consultant, and fiscal sponsorship agreements to ensure records remain current and complete.
• Monitor and route shared organizational communications, including mail, voicemail, and operational inquiries.
• Assist with maintaining internal procedures, templates, and standard operating documentation.
• Coordinate operational projects and follow-up activities across departments.
• Support organizational reporting and prepare operational summaries and dashboards as requested.
• Help identify process improvements that increase efficiency, accuracy, and scalability.
• Provide backup support to operations, accounting, and program teams during peak periods and staff absences.
• Maintain multi-state charitable registrations, tracking renewal deadlines and assembling filings.
• Keep certificates of insurance current, support policy renewals, and gather claim documentation.

Accounting & Finance Support

• Support accounts payable activities, including invoice receipt, coding, approval workflow coordination, and payment preparation.
• Process employee and contractor expense reimbursements and assist with corporate card administration.
• Maintain vendor records, facilitate vendor onboarding, collect W-9 forms, and support annual 1099 reporting
• Respond to vendor and internal payment inquiries and help resolve invoice discrepancies. Maintain organized financial records and audit-ready documentation in accordance with internal controls and record retention policies.
• Support monthly bank and balance sheet reconciliations.
• Assist with tracking donor, grant, fiscal sponsorship, and project-related financial activity.
• Verify accuracy and completeness, and appropriate authorization of financial documentation before processing.
• Support annual audit preparation by gathering and organizing requested materials.
• Engage in cross-departmental coordination between operations, finance, fiscal sponsorship, and development teams.

Systems, Data Management & Compliance

• Maintain accurate data across organizational systems including Salesforce, Sage Intacct, Ramp, SharePoint, and related platforms.
• Perform data entry, updates, audits, and quality-control reviews.
• Assist with system implementations, process improvements, and technology adoption activities.
• Support organizational compliance activities, record retention practices, and internal control procedures.
• Help monitor and document operational risks and compliance obligations.
• Ensure confidentiality and secure handling of sensitive employee, donor, financial, and organizational information.
• Assist in creating and maintaining AI-assisted workflows.

Departmental Support

• Provide administrative and financial support to teams across EarthShare.
• Maintain project records, agreements, insurance certificates, and compliance documentation.
• Track expenditures, payment requests, reporting deadlines, and operational requirements.
• Serve as a responsive point of contact for administrative and financial inquiries.

Cross-Functional Collaboration

• Build effective relationships across departments and external partners.
• Participate in team meetings, planning activities, and special projects.
• Contribute to a culture of accountability, collaboration, continuous improvement, and exceptional customer service.
• Perform other duties and projects, as assigned.

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, Temelio, Gusto, etc.)
• Interest in supporting system transitions and technology adoption.
• Proficiency in Microsoft Office

Education & Experience

• Bachelor’s degree or equivalent experience
• 2-3 years of experience in nonprofit operations, partnerships, finance support, or program management
• Experience with nonprofit finance/operations strongly preferred

Required Qualifications

• Bachelor's degree or equivalent combination of education and relevant professional experience.
• Minimum of 2 years of experience in operations, administration, accounting support, nonprofit administration, project coordination, or a related field.
• Experience managing multiple priorities in a fast-paced environment.
• Strong organizational skills and exceptional attention to detail.
• Excellent verbal, written, and interpersonal communication skills.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong customer service orientation and commitment to responsiveness.
• Ability to work independently while collaborating effectively within a remote team environment.
• Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and Teams.

Preferred Qualifications

• Experience with nonprofit organizations.
• Experience with accounts payable, bookkeeping, reconciliations, or financial operations.
• Familiarity with Sage Intacct, Salesforce, Ramp, Bill.com, ADP, BambooHR, Asana, or similar systems.
• Experience supporting grants, fiscal sponsorship, donor-advised funds, or nonprofit finance operations.
• Experience documenting processes and implementing workflow improvements.

Core Competencies

Successful candidates will demonstrate:

• Accountability and reliability
• Attention to detail and accuracy
• Customer service excellence
• Initiative and continuous improvement
• Adaptability and learning agility
• Strong organizational and project management skills
• Collaboration and relationship management
• Problem-solving and critical thinking

Compensation & Benefits

This is a full-time, non-exempt, remote, and benefits-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 for vacation (excluding sick-leave and paid holidays)
• 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 to this job posting.

Applicants who require a reasonable accommodation to participate in the application or interview process should contact masoom@earthshare.org 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, 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.