Virtual Scheduling Assistant Jobs in Washington (NOW HIRING)

Since 1984, Share Our Strength® has led the fight against hunger and poverty by inspiring and organizing individuals and businesses to share their strengths. Today, through the No Kid Hungry campaign, Share Our Strength is ending childhood hunger in America by ensuring all children get the healthy food they need. No child should go hungry in America – we’re on our way to making that a reality and we want you to join us. We’re bold, creative, always open to new ideas, and 100% dedicated to our mission. If that sounds like you, we’d like you to consider becoming part of our team.

The Finance Coordinator provides essential administrative, operational, and coordination support to the Finance Department, helping the team manage key deadlines, meetings, records, and department-wide processes. This role supports the CFO, Controller, and Finance team through scheduling, document management, meeting logistics, committee minutes, travel coordination, and maintenance of shared resources such as calendars, policies, procedures, and Finance content on StrengthNet. The Coordinator also provides function-specific administrative support to individual Finance teams. This position requires strong organization, attention to detail, sound judgment, and the ability to communicate effectively with staff at all levels, vendors, auditors, donors, and other external partners.

This position is based in Washington D.C. and is expected to work in the headquarters office Tuesday- Thursday with remote work optional on Mondays and Fridays. Occasional travel may be required for team events and organizational convenings. The position offers a salary range of $58k-$65k. Exact compensation within the stated salary range may vary based on skills, experience, and internal equity.

DUTIES AND RESPONSIBILITIES:

Scheduling:

• Assist CFO and Controller with calendar management and room reservations (e.g. scheduling 1:1s, project-based meetings, providing availability upon request)
• Schedule meetings with external parties (e.g. auditors, bankers, partner organizations)
• Maintain the Finance Department calendar and org-wide calendar with holidays, respite days, and key Finance deadlines/dates

Headquarters On-Site Support:

• Open and scan Finance mail (Accounting, Payroll, and Revenue Operations) and distribute to teams or save on Google Drive as appropriate
• Coordinate signatures, scanning, and mailing documents requiring wet-ink signatures and/or notarization; notary preferred for this position
• Securely shred deposited checks and supporting documentation stored on-site after 90 days
• Coordinate with Office Services to obtain Datawatch cards, reserve conference rooms/desks, and arrange secured storage for auditors
• Coordinate logistics for on-site meetings for Finance and their internal and external partners (e.g. arrange and set up catering, reset tables/chairs in 5th floor conference rooms in desired configuration, admit visitors, provide audiovisual support and troubleshoot issues for virtual attendees, take notes on action items/parking lot)
• Deliver all outgoing mail and packages to the designated location at headquarters for USPS/UPS/FedEx pickup (this role is not expected to drive to the office or provide off-site transportation for outgoing mail or packages)

General Administrative Tasks:

• Upload documents to auditor’s secure transfer portal
• Take minutes for Audit Committee and Finance Committee meetings
• Coordinate hotel and flight logistics for Finance team travel
• Maintain and archive documents on Finance Google Drive and OneDrive
• Maintain list of all Policies and Procedures owned by Finance, link to the most recent version of each document (on StrengthNet, Google Drive, or elsewhere), and note last updated date
• Manage Finance content on StrengthNet, including uploading and validating documents
• Provide information to support Executive Office staff responsible for completing annual charitable registrations and maintaining state registrations for tax exemption
• Compile topics for monthly Finance Bulletin
• Draft agendas for Finance Department Meeting, reach out to participants for status updates to include in meeting agenda, and share minutes/action items from meeting

Chart of Accounts Maintenance:

• Maintain Chart of Accounts document on StrengthNet and set up new values in systems
• Perform quality checks on active values in systems and Chart of Accounts to ensure current lists are accurate; close inactive values in all systems
• Notify staff responsible for maintaining reporting and budgeting templates to update values

Payroll Support:

• Send Outlook reminders for non-exempt staff and their supervisors to sign off on timecards (variable dates based on payroll schedule)
• Assist Payroll Senior Manager with maintenance of state registrations for payroll withholding and unemployment

Accounts Payable Support:

• Enter Finance invoices in Emburse/Chrome River
• Send reminders for staff and their supervisors to submit and approve expense reports and invoices in Emburse/Chrome River
• Support American Express corporate card administration (e.g. requests for new cards, limit increases, card replacements, deactivations)

Revenue Operations Support:

• Respond to donor phone calls to confirm payment information, confirm tax ID, provide W9, and/or provide copy of bank account verification letter
• Financial Planning & Analysis Support:
• Manage Asana tasks for donor reporting deadlines for gifts requiring an Appeal ID (restricted funds allocation meeting and journal entry will need to occur before these dates)
• Coordinate updates to content on the Planning & Budgeting Hub on StrengthNet

Other Duties as Assigned:

• Maintain procedures, training materials, and templates needed for completion of duties and responsibilities above
• Participate in Finance team priority projects as assigned
• Travel less than 15%.
• Other duties and responsibilities as assigned

QUALIFICATIONS:

• Bachelor’s degree preferred but not required, or equivalent professional and work experience.
• Two years of professional experience
• MS Office proficiency, including use of OneDrive. Asana experience highly preferred.
• Outstanding interpersonal and relationship management skills, including the ability to identify and work through challenges, underscored by strong judgment and emotional intelligence.
• Demonstrated ability to work independently on multi-step, detail-oriented projects in a fluid environment.
• Excellent written and oral communication skills, including the ability to adapt voice and tone rapidly across contexts
• Interest in anti-hunger and anti-poverty issues.
• Detail-oriented with strong organizational skills.
• Ability to work independently and efficiently.

COMPREHENSIVE BENEFIT PLAN:

We offer a comprehensive benefits plan which currently includes, but is not limited to, health insurance, dental insurance, vision insurance, retirement, wellness benefits, and paid time off (vacation leave, sick leave, personal leave, holiday, parental leave, bereavement leave, military leave, and jury duty leave).

EQUAL EMPLOYMENT OPPORTUNITY STATEMENT:

Share Our Strength is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, ancestry, disability, medical condition, pregnancy or pregnancy-related condition, marital status, sex, sexual orientation, gender expression, military status, age, or any other classification protected by law.