Administration Manager

Administration Manager – Project Equity

REPORTS TO: Chief of Staff and VP, Finance & Administration

ABOUT PROJECT EQUITY

Project Equity grows community wealth by creating more equitable communities and a resilient future through employee ownership transitions. Project Equity helps employees, especially those in low- to middle-wage jobs, become co-owners of the businesses where they work. We provide direct services to private businesses exploring and transition to employee ownership models.

YOUR ROLE

As the Administration Manager at Project Equity, you’ll help create the foundation that allows our mission to thrive. You will provide critical operational and administrative support across finance, compliance, and the executive office. You will bridge big-picture goals and everyday tasks and provide functional and executional support toward process improvement, record accuracy, and accountability. This role combines hands-on administrative support with meaningful ownership of financial, operational, and organizational systems.

WHAT YOU’LL DO

Financial Administration

• Support client billing and communicate directly with customers regarding invoices and collection.
• Assist with vendor invoice entry, approvals, and payments in BILL and QuickBooks.
• Assist with preparation of contracts using templates and assist with approvals and records management.
• Support analysis of financial or operational data to provide accurate and timely reports.

Executive Support

• Provide professional administrative support for up to three C-suite executives including scheduling, correspondence, travel, and expense management.
• Add capacity to the executive office through desk research, meeting preparation, and basic project management.

Compliance and Organizational Excellence

• Assist with drafting key business and operational policies and procedures and drive team adoption.
• Support user management and data integrity in various systems including but not limited to: Salesforce, Asana, BILL, Stripe, QuickBooks, Navan, and others.
• Oversee tracking and reporting of organization KPIs and annual goals on a quarterly basis to ensure organization is monitoring and pivoting timely to achieve long-term strategic goals
• Assist with taking meeting notes, lead coordination of any direct follow-up action items with timeliness and efficiency.
• Event support and other administrative tasks, as assigned.

HOW YOU WORK

• You’re a trusted partner. You engage confidently and professionally with staff, vendors, customers, the Board of Directors, and other internal and external stakeholders.
• You’re detail-oriented and thoughtful. You approach financial, operational, and administrative responsibilities with accuracy, sound judgment, and a high level of attention to detail.
• You’re a tactical thinker. You’re able to assess what needs to get done, provide clear direction and advice, and follow through to completion in a timely and effective manner.
• You handle sensitive information with discretion. You understand the importance of confidentiality and use sound judgment to build trust and confidence with executive leadership and colleagues.
• You thrive in a fast-paced environment. You’re comfortable managing multiple priorities, shifting between strategic and tactical needs, and keeping projects and responsibilities moving forward.
• You build strong relationships. You communicate clearly, negotiate thoughtfully, and create productive relationships with diverse audiences across the organization and beyond.

AREAS WHERE YOU SHINE

• You excel in operations and finance. You bring hands-on experience with financial and operational processes and can identify opportunities to strengthen systems, improve efficiency, and support organizational goals.
• You’re a strong project manager. You can organize complex work, manage competing priorities, coordinate stakeholders, and ensure projects are completed accurately and on time.
• You enjoy working with systems and technology. You’re proficient with spreadsheets, presentations, accounting systems, and CRM or relational database platforms, and you’re able to learn and improve systems as organizational needs evolve.

REQUIREMENTS

• 3+ years of experience in operations, finance, and/or administrative support in a fast-paced environment, preferably supporting executive-level management.
• Bachelor’s degree required; MBA is a plus.
• Demonstrable experience in operations, compliance, project management, accounting, and/or finance.
• Proficiency with Google Workspace and Microsoft Office 365, including spreadsheets and presentations.
• Experience with accounting systems such as QuickBooks Online and AR/AP systems.
• Experience with CRM or relational database platforms such as Salesforce or HubSpot

PAY RANGE: $70,000 - $85,000

• Medical (PPO, HSA, or HMO options where available), dental and vision coverage: employer covers 100% of employee premium and 30% for dependents
• Dependent Care FSA
• Basic Term Life, additional voluntary life for employees, spouse, and dependent children available
• Short- and long-term disability
• Voluntary Critical Illness, Accident, and Hospital Indemnity Insurance
• Retirement 401K: A dollar-for-dollar employer match of the employee's contribution, up to 3% of gross wages and 50 cents on the dollar match for the next 1% (3.5% total match)
• Employee Assistance Program
• Generous holiday, vacation and sick leave
  • Holidays: 15 days annually, which includes 2 floating holidays
  • Vacation: 15 days (years 1 - 4) & 20 days (year 5+)
  • Sick: 10 days annually