5-7 years of experience in administrative or operational leadership roles
Strong background in managing vendor relationships and SLAs
Experience in contract governance and compliance within a regulatory framework
Financial acumen including budgeting and audit processes
Demonstrated leadership and coaching abilities
Familiarity with risk management and facilities oversight
Knowledge of IT compliance and data privacy regulations.
Responsibilities
Serve as primary relationship manager for outsourced vendor partners
Supervise and support the internal administrative team
Oversee state contracts and ensure compliance with human services standards
Coordinate with external accounting for budget and financial analysis
Manage facilities and ensure workplace safety protocols
Collaborate with IT providers for data compliance and technical support.
Benefits
Opportunity to lead a modern, outsourced administrative model
Collaborative and supportive work culture
Focus on strategic rather than tactical operations
Professional development opportunities for internal team leadership
Engagement with cutting-edge data privacy practices.
Full Job Description
We are seeking a strategic, collaborative, and operations-minded Chief Administrative Officer (CAO) to lead our administrative engine, ensure high-performing vendor partnerships, and empower our internal support team.
Unlike traditional internal operational roles, the CAO at House of Possibilities oversees a modern, outsourced administration model. Rather than managing large in-house departments, you will drive strategy, service level agreement (SLA) performance, and compliance across our external service providers in Finance/Accounting, Human Resources, and IT.
You will also directly manage and mentor our high-performing internal team, including a Contracts Specialist, HR Coordinator, and Administrative Support staff, ensuring our day-to-day infrastructure runs seamlessly in support of our mission.
Key Responsibilities
Vendor & SLA Management: Serve as the primary relationship manager for outsourced partners across Finance, HR, and IT. Oversee contract performance, enforce SLAs, evaluate service quality, and drive cost-efficiencies.
Team Leadership & Coaching: Directly supervise, coach, and support the internal administrative team (Contracts Specialist, HR Coordinator, and Administrative Support), fostering a supportive, high-accountability culture.
Contract & Grant Governance: Oversee state contracts, billing schedules, vendor agreements, and regulatory reporting in compliance with Massachusetts human services standards.
Financial & Budgetary Coordination: Partner closely with our external accounting firm to facilitate annual budgeting, financial analysis, audit preparations, and tax filings.
Facilities & Risk Management: Manage physical facilities, lease agreements, space planning, vendor maintenance contracts, and workplace safety protocols.
IT & Data Compliance: Collaborate with our outsourced IT provider to maintain secure systems, robust technical support, and strict compliance with data privacy standards (e.g., HIPAA).
