Position Overview
The Director of Administration is a critical leadership role responsible for overseeing the administrative and operational functions of the organization. This position ensures efficient and effective management of day-to-day operations in a virtual, international environment with team members located across multiple time zones and countries. The ideal candidate is a generalist with broad knowledge and experience, capable of managing diverse responsibilities in finance, HR, technology, governance, and operations.
Key Responsibilities
- Operations Management
- Ensure smooth day-to-day operations in a fully remote, international environment.
- Provide vendor management for outsourced services, including payroll, IT, HR, etc.
- Oversee information technology support, including break-fix issues and cybersecurity.
- Oversee procurement services for the organization.
- Serve as primary contact for all insurance policies and issues.
- Manage onboarding processes for new hires.
- Support team building and foster a collaborative virtual workplace culture.
- Finance and Accounting
- Provide budgeting support and maintenance for organizational financial planning.
- Produce and review monthly financials for internal and board reporting.
- Manage grants administration, including tracking, reporting, and compliance with funder requirements.
- Oversee compliance with 501(c)(3) regulations and nonprofit financial reporting standards.
- Human Resources
- Oversee human resource administration, including benefits administration and compliance with employment laws.
- Serve as an HR resource for interpersonal employee issues, promoting a positive and inclusive work environment.
- Collaborate with outsourced HR providers to manage payroll and benefits.
- Support employee onboarding and development initiatives.
- Information Technology
- Oversee technology infrastructure, ensuring secure and effective virtual platforms for communication and collaboration.
- Manage organizational data systems, cybersecurity, and IT support needs in coordination with external providers.
- Governance and Compliance
- Serve as a legal liaison, working with legal counsel to manage contracts and agreements.
- Support board stewardship and governance activities, including preparing materials and assisting with meetings.
- Develop and refine organizational policies and procedures to align with best practices and regulatory requirements.
- Administrative Support
- Supervise administrative functions such as scheduling, document management, and internal communications support.
- Ensure smooth communication and coordination between departments and with external stakeholders.
Qualifications
Required Experience:
- Minimum of 7–10 years of experience in nonprofit administration, operations management, or a similar leadership role.
- Proven experience managing international operations and compliance in multiple jurisdictions.
- Strong understanding of nonprofit financial management, including budgeting, monthly reporting, and compliance.
- Broad, generalist knowledge across finance, HR, operations, and IT, with the ability to adapt and manage a variety of tasks.
- Experience with remote team management and virtual collaboration tools (e.g., Slack, Zoom, Microsoft Teams).
Preferred Experience:
- Knowledge of nonprofit regulations, including 501(c)(3) requirements in the US or equivalent.
- Experience coordinating with outsourced HR and IT service providers.
- Background in risk management and implementing operational best practices for virtual organizations.
Skills and Competencies:
- Proactive problem-solver who quickly identifies and implements effective solutions.
- Highly organized and adept at managing multiple, competing priorities with efficiency and focus.
- Flexible and agile, capable of seamlessly switching between diverse functional responsibilities.
- Self-motivated and dependable, requiring minimal supervision to produce high-quality results.
