Administrative Assistant

Green Fin Studio is a mission-driven communications and engagement firm working at the intersection of environment, community, and policy. Our team manages multiple complex projects involving public agencies, nonprofits, and community partners across Virginia and the Chesapeake Bay region. We are a small, collaborative team with a big mission and many clients.

By handling essential internal tasks, the Administrative Assistant position will help ensure that our firm’s expertise, creativity, and leadership time are focused on project work and maintaining trusted client relationships.

The Administrative Assistant will provide reliable, behind-the-scenes support that keeps projects, people, and systems running smoothly. This role is focused on administrative execution and supporting our staff through streamlined organization and processes.

The ideal candidate is detail-oriented, organized, responsive, and takes pride in helping others succeed by keeping things on track.

This role acts as a support hub, ensuring nothing falls through the cracks and allowing project managers and leadership to focus on higher-value work.

• Project management for our team to help them focus on deliverables and client-focused support.
• Maintain project trackers, task lists, and shared folders based on direction from project managers.
• Track deadlines for internal administrative needs (timesheets, reports, invoices, contracts).
• Support logistics for select meetings, workshops, and events including managing calendar invites, venue logistics, registrations invitations and responses, catering, etc.
• Assist with registrations, travel planning, and expense coordination, as needed.
• Support invoicing and billing processes (tracking billable hours, preparing draft invoices).
• Track incoming contracts, amendments, and compliance-related documents.
• Assist with expense tracking and basic financial reconciliation.
• Coordinate with external bookkeepers or accountants as needed.

• Help create and maintain internal systems (file organization, templates, contact lists).
• Support onboarding and offboarding tasks (accounts, documents, checklists).
• Review and suggest improvement to internal processes and workflows.

• Assist with updating contact lists and databases
• Help update website content or event postings

• A minimum of five years of experience in administrative, office coordination, or support roles
• Strong organizational and time-management skills
• Excellent attention to detail and follow-through
• Clear, professional written and verbal communication
• Comfort juggling multiple small tasks across projects
• Proficiency with common tools (Google Workspace, project management software, spreadsheets)
• Interest in the mission of environmental restoration, conservation, communication, and community engagement.

Please send your resume and a cover letter to hello [at]  that includes your interest in working for Green Fin Studio, your experience in managing similar duties, and your salary expectations. Please ensure that your subject line is “Administrative Assistant”. Applications must be submitted by 5 pm on February 27, 2026.