The Finance & Administration Associate supports the Finance & Administration Director and the Executive Director and other departments with accounting, financial reports; organizing board and other meetings; supporting communications and correspondence; maintaining documentation; coordinating office maintenance, supplies, and equipment; entering data; and supporting fundraising and volunteer events. This position provides an opportunity to learn about many aspects of nonprofit finance and administration through support of different departments. 

Essential responsibilities include:

Finance and accounting support.

o      Review contract bookkeeper’s work in accounts payable and payroll

o      Prepare finance reports, worksheets, and reconcilements

o      Coordinate meetings and events for the Executive Director including Board and staff meetings.

o      Maintain electronic documents and assist with correspondence and expense reimbursements.

o      Take minutes and coordinate governance documents.

o      Maintain Board and Advisory Board rosters and communication.

o      Coordinate facility needs including maintenance requests and safety inspections.

o      Facilitate general mail and voicemail as well as supplies, equipment, and travel purchases.
Human resources coordination.

o      Maintain employee change forms, annual notices and onboarding materials.

o      Assist with benefits enrollments and training schedules to ensure full participation.

o      Support employee recruiting by posting job advertisements and scheduling interviews.

o      Support community, fundraising, and volunteer events by assisting on the day of the event.

●      At least 2 years of experience with coordinating multiple projects and communicating with multiple stakeholders in a fast-paced, professional environment; preference for experience in a nonprofit role. Experience may include coordinating financial transactions, HR activity, calendars, correspondence, meetings and events, projects, and/or office management.

●      Excellent written and verbal communications.

●      Ability and interest in working with numbers.

●      Experience using Microsoft Word, Excel, PowerPoint, and Google Business Suite including email, chat, and calendars.

●      Attention to detail, a proven ability to stay organized, and an enjoyment of continuous improvement and close collaboration with team members to move projects forward. 

●      Willingness to take on a wide variety of tasks in a small nonprofit environment. 

●      Strong track record of attendance, punctuality, and meeting deadlines.

●      Experience and proven discretion maintaining confidential information. 

●      Willingness and ability to practice organizational values of passion, integrity, results, and respect.

●      Willingness and ability to travel to and support events around the greater Bay Area, transport event supplies, and work occasional extended hours for events on evenings and weekends.

●      Passion for the mission and working with nonprofit organizations.

 

Work Location (Bay Area, hybrid) 

The Finance & Administration Associate is a hybrid work position. The employee must live in the Bay Area and be available to work regularly in the Baykeeper office for facilities, meeting, and other administrative coordination– approximately 1 to 2 times per week, or more as needed. The position may also be required to work after hours to support meetings and travel to events, with an opportunity to flex the schedule or partake in overtime to accommodate obligations after hours. While working remotely, employees must be online and focused on job duties during regular work hours, typically Monday-Friday 9am to 5pm, including availability for messages, phone calls, and online meetings throughout the day. Baykeeper’s office is located in downtown Oakland, convenient to 19th Street BART station and other public transit.

The physical demands of this position include utilizing computer equipment; communicating online, via phone, and in-person with colleagues and partners; carrying up to 20 pounds of furniture, supplies, equipment, or other items; and access to transportation to attend meetings and events. These demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to participate in the application process or to perform the essential functions.

Baykeeper does not discriminate in employment opportunities and adheres to equal employment laws and best practices.  We are committed to an inclusive workplace where we learn and work together to protect the Bay and Bay Area communities through engagement and understanding of all perspectives. 

This is an hourly, non-exempt position. The salary range for this position is $31.25 to $34.62 per hour, depending on experience, with an expectation to work 40 hours per week (typically, Monday through Friday 9-5pm with occasional evenings and weekends) for approximate annual earnings of $65,000 to $72,000.

 

·       Generous paid time off every year:

        o   17 vacation days per year, which accrue up to a maximum cap of 25 days

        o   12 sick days to care for yourself, family members or pets, may be used as mental health days

        o   12 holidays with flexibility for diverse religious/cultural observances 

        o   2 days for volunteerism or social justice activism

        o   Birthday holiday for employee, and 

        o   Extra time off during winter holidays, typically the days between Christmas and New Year’s

·       Fully paid medical, dental, and vision insurance premiums for employees

·       As a 501(c)(3) nonprofit organization, Baykeeper is currently a qualifying employer under the federal Public Service Student Loan Forgiveness program.

·       401(k) plan with employer contribution (as the budget allows) following one year of employment

·       Access to flexible spending accounts for medical, transit, and dependent care costs for employee contributions 

·       Paid basic life insurance policy for employees

·       Full access to Employee Assistance Program

If you are interested in joining our team, please send a cover letter and resumé in PDF format to jobs@baykeeper.org, subject line “YOUR LAST NAME, Finance & Administration Associate.” Applications will be reviewed on a rolling basis and interviews will be scheduled starting the week of October 20, 2025.

 

Please note:Your cover letter is critical to the application process because it helps our hiring team assess your writing skills and your genuine interest in the position. In your 1-page cover letter, please briefly describe: 1) Why are you interested in working for Baykeeper? and 2) What experiences make you a good fit to serve as Baykeeper’s Finance & Administration Associate?