Senior Accountant

Location: Remote (must be based in the United States)

Reports To: Head of Operations

Team: Operations

Salary Range: USD 120K to 145K depending on geography and experience

About Earth Species Project

Earth Species Project (ESP) is a non-profit using frontier AI to decode animal communication. We believe the exponential progress we’re seeing in AI offers new ways of looking at the world and expanding the ability of human beings to learn from other species. Our hope is that this will make a significant contribution to altering human perspective on how we relate to the rest of nature.

ESP partners with biologists and machine learning researchers at leading universities and institutions around the world, and we are honored to be supported by many forward-looking philanthropists and groups, including Reid Hoffman, Waverley Street Foundation, Allen Family Philanthropies, McGovern Foundation and the National Geographic Society. ESP’s work is scaling rapidly and we are seeking a detail-oriented, mission-driven accounting professional to join our team and help ensure the financial infrastructure that supports our research and growth is accurate, compliant, and built to scale.

Purpose of Role

Reporting to the Head of Operations, the Senior Accountant is responsible for the day-to-day accounting operations of the organization, ensuring timely and accurate financial reporting, compliance with accounting standards, grant requirements, and internal policies. This position manages the monthly close process, accounts payable, reconciliations, grant tracking, payroll accounting, and audit preparation while serving as a key partner to the Head of Operations and outsourced CFO team.

The Senior Accountant will help maintain strong internal controls and provide reliable financial information to support organizational decision-making, board reporting, and compliance requirements.

Key Responsibilities

General Accounting & Monthly Close

● Maintain the general ledger and accounting records in QuickBooks Online.

● Record and review journal entries, accruals, prepaids, and other adjustments.

● Perform monthly bank, investment, and balance sheet account reconciliations.

● Complete monthly and year-end closing processes.

● Ensure financial records are maintained in accordance with GAAP and nonprofit accounting standards.

● Prepare monthly financial statements and supporting schedules.

Accounts Payable & Cash Management

● Process vendor invoices and payment requests through BILL or similar software.

● Maintain vendor files, including W-9 documentation.

● Coordinate payment runs and electronic disbursements.

● Monitor cash balances and assist with cash flow planning.

● Prepare bank deposits and record receipts.

● Support maintenance of banking relationships and online banking activities.

Credit Card & Expense Management

● Review expense coding and supporting documentation.

● Follow up with employees regarding missing receipts or coding issues.

● Reconcile monthly credit card activity and import transactions into the accounting system.

Grant & Fund Accounting

● Maintain records for restricted grants and contributions.

● Track grant revenues and expenditures by funding source within the general ledger.

● Support program staff with grant budget monitoring and reporting needs.

Payroll Accounting

● Prepare and record payroll journal entries.

● Reconcile payroll-related accounts and benefit deductions.

International Accounting – ESP France (GMBA Liaison)

● Serve as the primary liaison with GMBA, ESP’s French accounting and HR services provider, for ongoing coordination and data exchange.

● Reconcile ESP France transactions and accounts against records maintained by GMBA.

● Consolidate ESP France financial results into the organization’s US-based books and reporting, including multi-currency (EUR/USD) translation.

● Note: French statutory and compliance matters (French GAAP, French payroll/HR, and local filings) remain with GMBA; this role does not have ownership of French statutory accounting.

Financial Reporting

● Prepare monthly financial reporting packages for management.

● Develop budget-to-actual and grant spending reports.

● Support preparation of board and finance committee financial materials.

● Analyze variances and prepare explanations for management review.

Audit & Compliance

● Prepare audit schedules and supporting documentation and coordinate requests from external auditors.

● Reconcile accounts and prepare year-end workpapers.

● Gather information for Form 990 and other regulatory filing support.

● Prepare and submit Form 1099s.

Budgeting & Planning Support

● Assist leadership and outsourced CFO advisors with annual budget development.

● Support preparation of forecasts and financial analyses, including financial and strategic scenario analysis.

● Gather financial information needed for strategic planning discussions.

● Maintain budget worksheets and monitoring reports.

Systems & Process Improvement

● Support implementation of technology and automation initiatives.

● Maintain accurate accounting records and organizational filing systems.

Qualifications & Skills

You are an experienced accounting professional with a passion for precision, strong internal controls, and mission-driven work. As a small organization that is growing rapidly, we value people able to operate at the highest levels of technical accuracy while also being hands-on across the full range of day-to-day accounting operations.

You will bring

● Bachelor's degree in Accounting, Finance, or related field; or equivalent experience.

● 2–5 years of progressive accounting experience.

● Proficiency with QuickBooks Online or comparable accounting software.

● Experience with BILL, Ramp or similar cloud-based finance applications.

● Strong Excel skills.

● Understanding of U.S. GAAP and nonprofit financial reporting.

● Strong attention to detail and organizational skills, with the ability to manage multiple priorities and deadlines.

● Excellent analytical and problem-solving abilities.

● Strong written and verbal communication skills.

● Ability to work independently while collaborating effectively with leadership and external advisors.

Preferred

● Nonprofit accounting experience.

● Experience with nonprofit revenue recognition.

● Experience with multi-entity and/or multi-currency accounting and consolidation.

Essential Qualities

● Precise and detail-oriented while also able to work at pace in a fast-growing organization.

● Good communicator and collaborator across leadership, program staff, and external advisors.

● Flexible, adaptable team player who enjoys collaboration and working with others.

● Openness to feedback, willingness to learn, and curiosity.

● Comfort with ambiguity, and a builder’s mindset toward improving systems and processes.

Benefits

● Equivalent of USD 120K to 145K depending on geography and experience

● Medical insurance, dental insurance, and vision insurance – ESP covers 100% of the premium

● 401k plan with match

● 2,000 USD home office stipend

● Unlimited paid time off, with a recommended minimum of three weeks per year

● Flexible working hours

● Regular team retreats around the world

This is a fully remote role, and candidates must be based in the United States. We offer flexible working hours, with expectations to occasionally participate in virtual meetings outside your typical working hours.

ESP is committed to equal employment opportunities regardless of race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, marital status, ancestry, national origin, genetics, disability, age, veteran status, and criminal history, consistent with legal requirements. We encourage folks of all backgrounds and perspectives to apply.

If you require any accommodations, please email us at jobs@earthspecies.org, and we’ll work with you to meet your accessibility needs.