JOB SUMMARY

Reporting to the CEO, the VP, Chief Administrative Officer (CAO) will oversee and optimize the organization's administrative functions, globally, leading and collaborating with direct reports in the areas of Human Resources, Office Services and Payroll. The CAO will be a strategic leader with proven expertise in managing administrative operations, driving organizational efficiency, and fostering a culture of excellence. They will play a pivotal role in shaping the administrative landscape of our company and contributing to its overall success by employing advanced analytical techniques to drive strategic decision-making.

HIRING RANGE

$225,000.00 - $250,000.00

Bonus eligible position

Individual pay may vary from the target hiring range and is determined by a number of factors including experience, location, internal pay equity, and other relevant business considerations.

ESSENTIAL JOB FUNCTIONS/DUTIES

• Serve as a member of the administrative committee and the compensation committee, presenting required information, coordinating meetings and related action items

• Prepare and deliver presentations for board meetings and SLT meetings, conveying key information, updates and insights effectively

• Generate, analyze, and present statistical reports, metrics and analytics to support data-driven decision-making and strategic initiatives

• Conduct complex calculations and analyses to support various business functions and decision-making processes (annual 401k true up calculations, AIP and LTIP payments, bi-annual HCE payment calculations and other related calculations)

• Utilize advanced analytical techniques to interpret data, identify trends, and provide actionable insights

• Generate high-quality reports, dashboards, and visualizations to communicate findings and recommendations to stakeholders

• Continuously assess and enhance analytical methodologies and tools to improve accuracy, efficiency, and scalability

• Contribute to strategic planning and decision-making by providing insights derived from in-depth analysis of data

HUMAN RESOURCES – domestic and international

• Collaborate with HR leadership to align HR strategies and initiatives with the overall organizational goals and objectives, and ensure efficient functioning of HR operations in the organization

• Collaborate with HR to identify and implement technology solutions to streamline HR processes and enhance efficiency

• Oversee HR's administration of employee benefits programs, including health insurance, retirement plans, and other employee perks, ensuring competitiveness and compliance

• Establish and monitor key performance indicators (KPIs) and metrics to assess the effectiveness of HR programs and initiatives, driving continuous improvement and supporting the organization’s goals

• Collaborate with HR to streamline, optimize and simplify intricate benefit and retirement schemes, not limited to Defined Contribution Plan (DCP) and Supplemental Executive Retirement Plan (SERP).

PAYROLL – domestic and international

• Collaborate with Payroll leadership, overseeing payroll operations, ensuring compliance with regulations and optimizing processes; ensure operations are efficient, accurate, compliant, and supportive of the organization's overall objectives and employee satisfaction

• Align payroll operations with the organization's strategic goals and objectives, ensuring that payroll processes support broader business objectives

• Identify opportunities to streamline payroll processes, reduce manual tasks, and implement automation solutions to improve efficiency and accuracy

• Generate payroll reports and analyze payroll data to identify trends, monitor costs, and support decision-making by senior management

• Foster a culture of continuous improvement within the Payroll Department, encouraging innovation, collaboration, and feedback to drive ongoing enhancements to payroll processes and services

OFFICE SERVICES

• Collaborate with Office Services leadership to optimize administrative functions that support the organization's operations and employee experience, ensuring cost effectiveness

• Oversee facilities management activities, including office space planning, leases, maintenance, security, and safety, and space allocations, to provide a productive and safe work environment for all employees

• Collaborate with the Office Services team to coordinate meeting room bookings, setup, catering, and audiovisual support for meetings, conferences, and events

• Develop and maintain disaster preparedness plans and procedures to ensure business continuity in the event of emergencies or disruptions.

• Foster a culture of continuous improvement within the Office Services team, encouraging innovation, efficiency, and excellence in service delivery

• Oversee Communications for the Company including social media, press releases, website management, and other communication modes

KEY DIMENSIONS

• Ability to manage and lead teams, as well as roll up sleeves to get projects completed

• Ability to conduct complex calculations and analyses to support various business functions and decision-making processes

• Must be able to multi-task in widely different functions – HR, Payroll and Office Services

KEY RELATIONSHIPS & LEADERSHIP

• Effectively interact with all levels of management and employees, confidentially and professionally

• Primary relationships with heads of HR, OS, and Payroll

QUALIFICATIONS

• Bachelor's degree in business administration, management, or a related field; Master's degree preferred

• International benefits and/or payroll experience is preferred

• Proven experience in a senior leadership role, with a minimum of 10 years of experience

• Strong strategic planning and decision-making skills

• Experience with payroll, HR practices, and office management operations

• Excellent organizational and project management abilities, with a keen attention to detail

• Exceptional interpersonal and communication skills, with the ability to collaborate effectively across all levels of the organization

• Accounting or Finance background with deep analytical skills

• Excellent executive presence, interpersonal, presentation and communication skills

• Demonstrated ability to lead and inspire teams, fostering a culture of accountability and continuous improvement

• Strong analytical and problem-solving abilities, with a focus on data-driven decision-making

• Articulate communicator with proven ability in fostering internal/external relationships

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

• Office Environment

• Ability to use computer & software programs daily

ENVIRONMENT

Mostly working indoors sitting at a desk. Some travel may be required from time to time.

Aviation Capital Group (ACG)

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VP, Chief Administrative Officer