Chief Administrative Officer Adoption-Share Inc. | Primarily Remote (95%), Some Travel Required (5%)
About Adoption Share Adoption-Share is a nonprofit organization that improves outcomes for children and families through technology, data-informed practice, and implementation support. Our Family-Match platform supports adoptive family recruitment and matching through partnerships with public agencies and other organizations.
About the role We are seeking a Chief Administrative Officer (CAO) to lead human resources and administrative operations and coordinate financial administration, contracts, and compliance. This role combines leadership with direct responsibility for daily work in a small, fully remote organization.
The CAO works closely with the CEO, fractional CFO, accounting and payroll personnel, and program and technology leaders. Exceptional attention to detail, strong organizational skills, and dependable follow-through are essential to success in this role.
This position is primarily remote, with monthly in-person meetings with the CEO at the corporate office located in Brunswick, Georgia. Candidates located within approximately a two-hour drive are preferred to facilitate these meetings. Candidates outside this area who can reliably attend are also welcome to apply.
Key responsibilities
Human resources
- Lead recruitment, onboarding, and offboarding; administer employee records, benefits, leave, and timekeeping; serve as the primary HR contact for employees and supervisors.
- Maintain the handbook and HR policies, coordinate compensation and performance reviews and professional development, and support employment compliance across multiple states.
Financial administration
- Coordinate payroll and expense processes, review vendor invoices, support payment controls and month-end close, and maintain accurate supporting documentation within established approval authority.
- Partner with the CFO on budgets, staffing costs, restricted funding, and management reporting; improve coordination among HR, donor records, billing, and accounting systems.
Contracts and grants
- Manage administrative requirements for customer contracts and federal subawards, including invoicing, supporting reports, renewals, deadlines, and communication with agencies and prime recipients.
- Review agreements and amendments with leadership and advisors; coordinate documentation for procurement, time allocation, expenses, budget changes, and audits with finance and program staff.
Operations and compliance
- Maintain corporate and charitable registrations, coordinate insurance, develop administrative policies, and support SOC 2 and other audit documentation.
- Manage administrative vendors and systems, including BambooHR and NetSuite; improve workflows, coordinate service transitions, and identify cost savings while preserving appropriate controls.
Essential qualifications
- Progressive experience managing HR and administrative operations, with the willingness and ability to perform detailed work directly in a small organization.
- Exceptional attention to detail and strong organizational skills, demonstrated through accurate records, careful review of documentation, and management of multiple deadlines through completion.
- Working knowledge of payroll, benefits, financial administration, internal controls, and contract management; ability to collaborate effectively with financial and program professionals.
- Sound judgment, discretion with confidential information, clear communication, and the ability to work independently and coordinate across a remote team.
- Proficiency with business systems, spreadsheets, and collaboration tools, with an ability to learn new systems and improve processes.
Preferred qualifications
Experience in a nonprofit organization, government contract administration, and familiarity with BambooHR, NetSuite, or comparable systems. Relevant education or equivalent professional experience in HR, business administration, finance, or a related field is valued.
Experience in organizational planning and process improvement, including mapping workflows, clarifying roles and responsibilities, and facilitating leadership planning sessions or retreats, is a plus.
