Chief Administrative Officer

Apex Workforce & Talent Foundation Job Description

Position Title: Chief Administrative Officer

Reports To: Chief Executive Officer (CEO)

Location: 100% Remote

Department: Administration

About the Organization

Apex Workforce & Talent Foundation is a 100% remote nonprofit organization focused on workforce development, talent solutions, and structured professional learning experiences. The Administrative function is essential to keeping operations organized, responsive, and moving with accuracy across departments.

Position Summary

The Chief Administrative Officer provides senior leadership over the Administrative department and ensures the organization’s administrative operations run with consistency, urgency, and high standards.

This role requires a strong leader who can direct a team with limited supervision, anticipate needs before they escalate, and keep people, processes, and deadlines aligned. The ideal candidate is proactive, highly organized, detail-oriented, and comfortable owning outcomes.

Key Responsibilities

Leadership & Team Oversight

• Lead the Administrative department with limited day-to-day supervision
• Set clear expectations for Administrative Officers, Supervisors, and support roles
• Hold the team accountable for deadlines, quality, communication, and follow-through
• Identify performance gaps quickly and address them directly
• Build a culture of ownership, urgency, and professional execution

Operational Execution

• Oversee core administrative workflows across the organization
• Ensure recruitment support packages, onboarding coordination, and operational handoffs move on time
• Monitor open items, bottlenecks, and delayed actions across assigned administrative functions
• Create structure where processes are unclear and improve weak workflows
• Ensure the department remains responsive during assigned session coverage hours

Cross-Department Coordination

• Serve as a central coordination point between Administration, HR, Program Leaders, and leadership
• Ensure Administrative Officers support their assigned departments effectively
• Confirm that meeting coordination, document routing, and follow-ups are completed accurately
• Support communication between teams so work does not stall

Process Ownership & Quality Control

• Review administrative work for accuracy, completeness, and professionalism
• Catch errors early and enforce higher quality standards
• Maintain organized tracking systems for assignments, applicants, onboarding support, and department needs
• Standardize recurring administrative processes where needed
• Ensure records, logs, and handoffs remain clean and audit-ready

Communication & Professional Standards

• Ensure timely responses through approved communication channels
• Reinforce professional phone, email, and internal communication standards
• Escalate risks, delays, or recurring breakdowns to the CEO promptly
• Provide clear leadership updates on department status, barriers, and priorities

Proactive Department Leadership

• Anticipate operational needs rather than waiting to be directed
• Identify coverage gaps, process risks, and workload issues early
• Recommend solutions, not just problems
• Keep administrative operations stable during growth, transitions, or high-volume periods

What Strong Performance Looks Like

• The Administrative team functions with limited need for executive intervention
• Deadlines are met consistently
• Issues are identified and addressed early
• Cross-department coordination is smooth and reliable
• Work quality is clean, organized, and professional
• Leadership receives clear updates without needing to chase information

Required Strengths

• Strong team leadership ability
• High initiative and proactive work style
• Ability to operate effectively with limited supervision
• Excellent organization and follow-through
• Strong written and verbal communication
• Comfort enforcing standards and accountability
• Ability to manage multiple priorities in a remote environment
• Quick decision-making and practical problem-solving

Qualifications

• Demonstrated leadership or supervisory experience in administration, operations, office coordination, or a related area
• Experience managing team workflows, deadlines, and quality standards
• Strong systems mindset and comfort using trackers, shared inboxes, and process tools
• Ability to lead through structure, communication, and accountability
• Experience in nonprofit, HR support, education, or remote operations is a plus

Success Profile

This role is best suited for someone who:

• Does not wait to be told what needs attention
• Can lead people and processes at the same time
• Stays calm under pressure
• Holds standards without lowering expectations
• Keeps operations moving even when details are complex

Apex Workforce & Talent Foundation is committed to operational excellence, professional standards, and strong leadership accountability.