Chief Administrative Officer | Job Description

Position Overview

The Chief Administrative Officer (CAO) is a senior leadership position responsible for overseeing the administrative infrastructure, systems, and support functions necessary for the organization to operate effectively. The CAO ensures that administrative operations are efficient, well organized, compliant, and capable of supporting the organization’s programs and continued growth.

The CAO works closely with executive leadership and department leaders to develop effective administrative systems, strengthen organizational processes, manage operational risks, and ensure that staff have the resources and support needed to perform their work effectively.

Supervisory Responsibilities

• Directly supervises designated administrative and support staff.

• Establishes priorities, assigns responsibilities, and monitors performance of assigned staff.

• Conducts performance evaluations and provides coaching, feedback, and professional development.

• Promotes accountability, collaboration, and effective administrative practices across the organization.

Duties and Responsibilities

• Administrative Operations and Systems

  • Oversee the organization’s administrative operations and support functions.

  • Develop, implement, and maintain administrative policies, procedures, systems, and workflows.

  • Identify administrative inefficiencies, operational barriers, and organizational risks and implement practical solutions.

  • Establish systems that support consistent documentation, communication, recordkeeping, and organizational accountability.

  • Monitor the effectiveness of administrative functions and recommend improvements as the organization grows.

• Human Resources Administration

  • Oversee administrative processes related to employee onboarding, personnel records, benefits administration, required documentation, and other HR support functions.

  • Ensure personnel processes and records are maintained consistently and confidentially.

  • Coordinate with organizational leadership and outside professionals regarding employment, benefits, workers’ compensation, and other HR-related matters as appropriate.

  • Support managers in implementing organizational policies and administrative procedures.

• Compliance and Risk Management

  • Coordinate organizational compliance with applicable administrative, licensing, insurance, health, safety, building, and regulatory requirements.

  • Maintain systems for tracking required licenses, certifications, renewals, inspections, and organizational records.

  • Coordinate with legal counsel, insurance professionals, government agencies, and other outside professionals when appropriate.

  • Identify administrative or operational risks and elevate significant concerns to executive leadership.

• Facilities, Vendors, and Organizational Resources

  • Oversee administrative aspects of organizational facilities, equipment, technology, supplies, and other shared resources.

  • Develop and manage relationships with vendors, contractors, and service providers.

  • Review administrative contracts and service arrangements and coordinate approvals as required.

  • Ensure organizational resources are maintained and deployed effectively.

• Policies, Information, and Reporting

  • Maintain the organization’s administrative policies and procedures.

  • Establish and maintain systems for organizational records, management information, and administrative data.

  • Prepare reports, analyses, and other administrative information for executive leadership, the Board of Directors, funders, regulators, or other stakeholders as required.

  • Maintain appropriate confidentiality and security of organizational information.

• Leadership and Organizational Support

  • Serve as a member of the organization’s senior leadership team and contribute to organizational planning and decision-making.

  • Partner with department leaders to ensure administrative systems effectively support programmatic and organizational needs.

  • Support organizational growth and change by developing scalable administrative processes and infrastructure.

  • Carry out other executive-level administrative responsibilities assigned by the President or CEO.

Required Skills and Abilities

• Strong leadership, supervisory, and organizational management skills.

• Demonstrated ability to develop and improve administrative systems and processes.

• Strong judgment and ability to manage confidential and sensitive information.

• Excellent written and verbal communication skills.

• Strong problem-solving and decision-making abilities.

• Ability to manage multiple priorities and complex projects while maintaining attention to detail.

• Ability to work effectively across departments and with employees at different levels of the organization.

• Working knowledge of administrative compliance, personnel administration, vendor management, and organizational risk management.

• Proficiency with common office, productivity, and administrative technology.

• Ability to adapt systems and processes as organizational needs change.

Education and Experience

• Bachelor’s degree in business administration, nonprofit management, public administration, organizational leadership, or a related field preferred; equivalent relevant experience may be considered.

• Five or more years of progressively responsible experience in administration, operations, organizational management, or a related field.

• Prior experience supervising staff and managing administrative functions required.

• Senior-level administrative or operations leadership experience strongly preferred.

• Nonprofit or social-impact organization experience preferred.

Physical and Scheduling Requirements

• Prolonged periods of sitting and working at a computer.

• Ability to move throughout organizational facilities and work locations.

• Ability to lift and carry up to 15 pounds occasionally.

• Occasional early-morning, evening, weekend, travel, or extended-hours work may be required for organizational events, meetings, or operational needs.