Associate, Fiscal Sponsorship & Operations

EarthShare • Washington, DC

3d • Remote

About The Position

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.

Requirements

• 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
• 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
• 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

Responsibilities

• 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
• 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
• 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.
• 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
• 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
• 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

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree