Quincy Institute seeks an operations associate to support the organization’s financial and administrative operations by processing accounts payable and receivable, maintaining accurate financial records, and preparing journal entries. This associate reports to the director of operations and collaborates closely with staff and vendors to verify invoices, track payments, ensure documentation is complete, and meet internal deadlines. This associate will update budgets and expense transactions, assist with payroll and tax-related filings, support the preparation of budgets and financial statements, and partner with leadership to streamline reimbursement and vendor payment processes. Solid character and work ethic references are required.
Responsibilities
- Processing accounts receivables, accounts payables
- Maintain records and keep the records organized
- Prepare journal entries
- Liaise with contributors to verify the accuracy of invoices, track missing invoices, payments, respond to requests, etc.
- Liaise with staff about deadlines for receipt uploads and check the chart of accounts for accuracy
- Liaise with vendors to be sure all documentation is received and all contact information is provided on invoice
- Update budget amounts, staff expense cards, and transaction uploads in the organizations Spend and Expense account
- Assist in preparing 1099s, sales tax returns, etc. as with the preparation of budgets and financial statements
- Assist with tax filings and payroll processing
- Support director in streamlining and implementing processes for vendor payments, reimbursements, and budget set ups in the organization’s Spend and Expense account
Requirements
- At least 1-3 years of relevant experience
- Bachelor's or Associate's degree preferred but not required
- Manage multiple priorities efficiently and communicate effectively
- Strong work ethic and attention to detail
To Apply, candidates must submit:
A cover letter with relevant experience, along with three professional references (at least two managers) validating strong communication, work ethic, and attention to detail. Please include all in your application to be considered for this position.
Candidates should submit their application by COB on February 5th, 2026. This position will close by February 6th, and we will then begin reaching out to the most qualified candidates via email.
At this time, we are only accepting US based applicants. Candidates may work from the DC office if local, otherwise the position will be remote. Candidates must be able to work East Coast based hours, 9:00am-5:30pm.
About the Quincy Institute
The Quincy Institute is a public policy think tank in Washington, DC, founded in 2019 whose mission is to promote ideas that move US foreign policy away from endless war and toward vigorous diplomacy and forward-looking economic engagement, based on the grand strategy of Restraint. It envisions a world where peace is the norm, war the exception, and the United States a leading source of healthy ideas and influence. The Institute operates independently of any political party.
The Quincy Institute is an equal opportunity employer and considers applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation or any other legally protected status.
Travel Expectations <25%
Although remote, this role will require some light travel, about three to four times per year. This includes the All Staff retreat, training, and an occasional office trip.
