Executive Office Administrator

Job Description

Executive Office Administrator - Land Conservation Organization

Position Overview:

ProspectBlue is working with a mission-driven environmental land conservation organization based in Richmond Virginia that is seeking to hire a highly organized and detail-oriented Executive Office Administrator to support daily operations and help ensure the smooth functioning of administrative and organizational processes. This is a full-time/in-office position with a standard Monday through Friday schedule working directly with the management team.

Our client is dedicated to land conservation and environmental stewardship. They work closely with landowners conservation partners and stakeholders to support impactful environmental initiatives across Viginia and the surrounding region. Additionally our client runs a Conservation Exchange where they work with private landowners to manage financial benefits and process the sale of land preservation tax credits.

This Executive Office Administrator role includes managing administrative systems coordinating office operations assisting with financial and project documentation and helping ensure organizational efficiency. The ideal candidate is organized adaptable detail-oriented and comfortable managing multiple administrative responsibilities in a collaborative environment. The Executive Office Administrator will also support executive leadership and assist with the administration of Virginia conservation tax credit transactions.

Key Responsibilities:

• Assist in the administration and tracking of conservation and environmental tax credit transactions
• Coordinate tax credit transfer transactions from initiation through closing and monitor transaction proceeds and payment distributions
• Maintain transaction files due diligence documents and closing records
• Coordinate document collection related to conservation easements and land management projects
• Coordinate documentation requests from accountants auditors and financial partners
• Manage day-to-day office operations and administrative functions
• Maintain office organization supplies records and filing systems
• Coordinate business registrations subscriptions memberships and recurring administrative requirements
• Organize and maintain digital and physical filing systems and company records
• Assist with invoicing payment tracking and financial record organization
• Coordinate with bookkeeping and accounting partners on financial documentation and reporting
• Maintain conservation project tracking systems and coordinate documentation among internal and external stakeholders
• Support reporting requirements and data management for company projects and programs
• Coordinate meeting schedules prepare agendas and record meeting notes as needed

Qualifications:

• 3 years of executive administrative accounting finance or operations experience
• Bachelors degree
• Strong understanding of bookkeeping accounting principles and financial reporting
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office Google Workspace Dropbox and general office software programs
• Ability to handle confidential information with professionalism and discretion
• Detail-oriented with strong problem-solving skills and the ability to work independently

Preferred Experience:

• Familiarity with tax credit programs and transaction coordination
• Comfortable managing confidential financial and legal documentation
• Experience handling and reconciling significant financial transactions

How to Apply:

Interested candidate should submit a resume to to start the screening/interview process!