Job Title: Administrative Business Manager
Department: Executive
Reports To: Chief Executive Officer
Work Environment: Remote/Hybrid Flex
Status: Exempt/Full-time
To apply: email [email protected]
Position Summary
The Administrative Business Manager serves as the central business administration anchor for the Chief Executive Officer and designated senior leadership. This role balances high-level executive support with advanced business management, administrative project tracking, and cross-departmental coordination to keep executive priorities, board governance, and critical organizational workflows moving seamlessly through the proper channels.
Acting as a key process driver, this position facilitates communication and coordination between executive leadership, the Board of Directors, internal departments, vendors, the CFO, and the external accounting firm. This is a pure business administration and process role designed to support executive workflow efficiency. As a project manager for documentation and logistics, this position ensures the right files get to the right stakeholders at the right time. Accordingly, all final financial decision-making, accounting entries, reconciliations, payroll approvals, and grant/tax compliance certifications are owned and executed exclusively by the CFO, CEO, external accounting firm, or designated financial professionals.
Key Responsibilities
Finance Documentation & Accounting Firm Coordination Support
Maintain organized finance-related administrative records and supporting documentation as directed, without responsibility for general ledger accuracy, accounting entries, reconciliations, or accounting system ownership.
Track and route accounts payable and accounts receivable documentation to the appropriate approver, finance lead, or external accounting firm.
Collect vendor documentation, including W-9 forms and ACH information, and route materials to authorized finance personnel or the external accounting firm for review, approval, and setup. This role does not approve vendors, authorize banking changes, or independently enter ACH information.
Track receipt submissions and supporting documentation for corporate credit card activity and route materials to the appropriate finance reviewer for reconciliation and approval.
Maintain organized finance-related administrative records and follow established internal control procedures as directed by authorized leadership, the CFO, or qualified finance professionals.
Assist with gathering bank, credit card, receipt, and supporting documentation requested by the CFO or external accounting firm for monthly reconciliation.
Payroll and Benefits Documentation Coordination
Coordinate payroll and benefits-related documentation by collecting, organizing, tracking, and routing employee updates, timesheets, benefit information, retirement plan information, and supporting materials to authorized payroll, HR, finance, or external provider contacts.
Track payroll-related deadlines, missing documentation, approval status, and follow-up items as directed.
This role does not independently process, approve, calculate, allocate, certify, or make compliance determinations related to payroll, benefits, retirement plans, or payroll taxes. These responsibilities remain with authorized leadership, HR, payroll providers, finance professionals, or the external accounting firm.
Financial Document Coordination and Budget Support
Assist with compiling approved financial reports, budget materials, and supporting documents prepared by the CFO, external accounting firm, or authorized finance lead for leadership or board review.
Assist with collecting and organizing documentation requested by the CFO or external accounting firm for journal entries, allocations, account reconciliations, general ledger review, and fixed asset records.
Provide administrative support for the annual budget process, including scheduling, document organization, version tracking, routing, and distribution of approved materials.
This role does not independently prepare financial statements, perform variance analyses, post journal entries, determine allocations, reconcile accounts, maintain the general ledger, manage the operating budget, update fixed asset schedules, or make accounting determinations.
Grant, Audit, and Compliance Documentation Support
Support administrative tracking and organization of grant-related financial documentation, backup materials, deadlines, and routing of information to the appropriate grant, finance, or accounting professionals.
Assist with gathering, organizing, tracking, and routing grant reimbursement backup documentation as directed by authorized leadership, grant administrators, the CFO, or the external accounting firm. This role does not determine allowable costs, prepare grant allocations, certify reimbursement requests, approve grant expenditures, or submit grant financial reports.
Assist with compiling supporting documentation for quarterly and annual grant financial reports prepared, reviewed, approved, and submitted by authorized finance or grant compliance professionals.
Coordinate administrative requests related to the annual audit and Form 990 process by gathering, organizing, and routing requested documentation to the CFO, external accounting firm, auditors, tax professionals, or authorized leadership. This role does not prepare, certify, approve, submit, or make representations related to audit responses, Form 990 materials, tax filings, or compliance matters.
Assist with collecting vendor documentation requested by the CFO or external accounting firm for annual tax reporting processes. Tax forms and related filings are prepared, reviewed, approved, and submitted by qualified finance, tax, or accounting professionals.
Cross-Functional Support
Coordinate with the Development team to route requests for approved financial reports and gather supporting documentation for grant applications as directed by leadership, the CFO, or qualified finance professionals.
Help route financial inquiries to the CFO, external accounting firm, or authorized finance lead, and assist with tracking responses and distributing approved information.
Perform additional administrative coordination and documentation support duties related to finance workflows, provided such duties do not include accounting, audit, tax, payroll, grant compliance, reconciliation, approval, certification, submission, or financial decision-making responsibilities.
Provide high-level executive administrative support to the CEO and Vice President of Marketing and Communications.
Serve as the primary administrative liaison for the Board of Directors and Executive Committee.
Support day-to-day coordination, meeting preparation, board materials, minutes, communications, follow-up tracking, and administrative flow.
Work primarily remotely, with on-site support as needed for board meetings, leadership meetings, donor visits, campus tours, major events, and other pre-scheduled organizational needs.
Help move requests, documents, and follow-up items through the appropriate leadership, finance, accounting, or approval channels.
Support leadership and organizational follow-through without assuming executive, operational, legal, accounting, or financial decision-making authority.
Executive Office Support
Manage executive calendars, scheduling, and meeting requests; organize leadership priorities, deadlines, and administrative tasks.
Evaluate and streamline administrative approval workflows within the Executive Office to eliminate bottlenecks and improve turnaround times for business decisions.
Prepare agendas, business reports, presentations, correspondence, templates, and briefing materials. Support note-taking and action-item tracking.
Proactively track, follow up on, and ensure completion of administrative deliverables across senior leadership teams following executive and strategy
meetings.
Serve as a business liaison for internal and external stakeholders, assessing the urgency of incoming requests and resolving administrative issues before they require the CEO's direct intervention.
Provide high-level administrative support to the CEO and designated senior leadership.
Handle sensitive organizational communications and business information with absolute discretion.
Board Liaison & Governance Administration
Coordinate Board of Directors and Executive Committee meetings.
Prepare and organize board packets, agendas, reports, presentations, and supporting materials.
Record, draft, organize, and maintain board and committee meeting minutes.
Track board follow-up items, approvals, policy review materials, and governance documentation.
Maintain board records and materials in a confidential and organized manner.
Marketing, Communications & Development Support
Support the VP of Marketing and Communications with project coordination and administrative follow-through.
Assist with donor, partner, and stakeholder communications as directed.
Help coordinate newsletters, website content updates, social media planning materials, presentations, and recognition documents.
Support logistics and materials for donor visits, partner meetings, tours, and external engagement opportunities.
Day-to-Day Administrative Coordination
Coordinate internal meetings, external visits, campus tours, events, and leadership priorities.
Track deadlines, action items, documents, and requested follow-up.
Route requests to the appropriate executive, department lead, accounting firm, or outside advisor.
Bachelor’s degree in Business Administration, Nonprofit Management, Communications, Public Administration, Organizational Leadership, or a related field preferred; equivalent experience considered.
Five or more years of experience in executive administration, board support, nonprofit administration, project coordination, business administration, leadership support, or related administrative management experience.
Familiarity with nonprofit administrative operations, finance documentation workflows, and approval routing preferred.
Ability to use or navigate finance-related systems, including QuickBooks Online or similar platforms, for documentation tracking, report retrieval, record organization, or administrative coordination as assigned and authorized.
Experience supporting documentation tracking, administrative coordination, or backup material organization for grants preferred, including funding sources such as VA, DOL, state, county, or other public/private grants.
Advanced proficiency in Microsoft Office, Excel trackers, shared drives, calendar management, presentation preparation, and administrative reporting tools.
Exceptional attention to detail, strong organizational judgment, and the ability to track documentation, deadlines, approvals, and follow-up items accurately.
Highly organized with the ability to manage multiple priorities and deadlines.
Responsive, dependable, and capable of delivering accurate administrative work with quick turnaround.
Professional, polished written and verbal communication skills.
Strong interpersonal skills with the ability to collaborate across all levels of the organization.
Prior nonprofit administrative, executive office, board support, governance coordination, development support, or finance coordination experience strongly preferred.
This position does not independently prepare, approve, certify, submit, or authorize financial statements, bank reconciliations, credit card reconciliations, journal entries, general ledger adjustments, payroll, benefits administration, tax filings, Form 990 materials, 1099/1096 forms, grant financial reports, grant reimbursement certifications, budget approvals, expense approvals, vendor approvals, ACH authorizations, or accounting determinations.
These responsibilities remain with the CFO, CEO, COO, authorized leadership, external accounting firm, payroll provider, auditor, tax professional, or other qualified finance professional.
The Administrative Business Manager may assist with collecting, organizing, routing, and tracking finance-related documentation, but shall not be the final reviewer, approver, preparer, signer, certifier, or submitter for accounting, payroll, tax, audit, grant compliance, reimbursement, budget, or financial reporting matters.
All invoices, reimbursements, vendor setups, ACH changes, credit card documentation, payroll changes, grant reimbursement materials, budget materials, financial reports, tax documents, and audit-related materials must follow the organization’s established approval workflow.
The Administrative Business Manager may track, route, organize, and follow up on these items but does not approve, certify, submit, or make determinations regarding financial accuracy, allowability, accounting treatment, payroll compliance, grant compliance, or tax reporting.
Final approval, submission, certification, reconciliation, and accounting treatment remain with authorized leadership, the CFO, external accounting firm, payroll provider, auditor, tax professional, or other qualified finance professional.
Pay: $55,000.00 - $65,000.00 per year
Benefits:
- Dental insurance
- Retirement plan
Work Location: In person
