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Key Responsibilities and Required Skills for Chief Administrative Officer (CAO)

💰 $120,000 - $300,000

ExecutiveOperationsAdministration

🎯 Role Definition

The Chief Administrative Officer (CAO) is a senior executive who oversees the organization's day-to-day administrative and operational functions, aligns administrative systems with strategic objectives, drives process and cost efficiencies, ensures regulatory and policy compliance, and partners with the CEO and executive team to support growth, risk mitigation, and sustainable operations. The CAO serves as a key integrator across finance, human resources, facilities, procurement, IT enablement (administrative systems), and corporate governance.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Director of Operations / Senior Director of Administration
  • Vice President of Administration, Facilities, or Corporate Services
  • Chief of Staff or Head of Strategic Programs

Advancement To:

  • Chief Operating Officer (COO)
  • President / Chief Executive Officer (CEO)
  • Board-level leadership / Executive Chairman

Lateral Moves:

  • Vice President, Human Resources / Chief People Officer
  • Head of Global Facilities & Real Estate
  • Head of Procurement / Supply Chain

Core Responsibilities

Primary Functions

  • Lead and develop the administrative function by defining vision, structure, and priorities for centralized support services (facilities, procurement, corporate services, administrative systems) to deliver scalable, consistent, and cost-effective operations across the enterprise.
  • Partner with the CEO and executive leadership to translate strategic objectives into executable operational plans, establishing measurable KPIs and dashboards that continuously monitor performance against corporate goals.
  • Oversee enterprise-wide administrative budgeting and forecasting, including developing operating and capital budgets, tracking variances, and implementing corrective actions to meet financial targets and improve cost-efficiency.
  • Drive organization-wide policy, procedure, and governance frameworks for administrative services to ensure compliance with laws, regulations, contractual obligations, and internal controls across jurisdictions.
  • Manage risk and compliance for non-financial operational areas by developing risk registers, conducting internal assessments, coordinating audits, and implementing remediation plans with clear ownership and timelines.
  • Direct the procurement and vendor management function — creating sourcing strategies, negotiating master service agreements, reducing vendor spend, and implementing procurement policies that balance cost, quality, and risk.
  • Oversee facilities and real estate strategy, including workspace planning, lease negotiations, capital projects, maintenance programs, and workplace safety initiatives to optimize occupancy, utilization, and total cost of occupancy.
  • Lead human capital administration for non-HR operational functions: establishing workforce planning for administrative roles, building high-performing administrative teams, defining roles and career ladders, and overseeing performance management for support functions.
  • Implement and modernize administrative systems (ERP, workplace management, contract lifecycle management, travel & expense, procurement systems) to automate processes, improve data accuracy, and enable reporting and self-service.
  • Serve as the executive lead for corporate continuity, business continuity planning (BCP), crisis response, and emergency preparedness programs to protect people, assets, and operations.
  • Oversee corporate insurance, claims management, and loss-prevention programs to protect organizational assets and minimize exposure.
  • Champion customer-focused service delivery for internal stakeholders by implementing service level agreements (SLAs), intake and ticketing systems, and continuous improvement programs for administrative services.
  • Design and implement centralized expense control programs and travel policies to enforce compliance, reduce leakage, and improve transparency across employee-initiated spend.
  • Lead cross-functional transformation initiatives to streamline processes (e.g., onboarding, procure-to-pay, lease-to-dispose), capture operational synergies, and support scalability during periods of growth or M&A activity.
  • Manage legal and compliance administration activities in coordination with General Counsel, including contract administration, corporate recordkeeping, and regulatory filings that support smooth corporate governance.
  • Build and maintain strong relationships with external stakeholders, including landlords, vendors, government agencies, and industry partners, to support negotiations and favorable terms for the organization.
  • Recruit, mentor, and retain a diverse administrative leadership team; build succession plans and talent development programs to ensure continuity and bench strength in key support roles.
  • Monitor and report on operational metrics and SLA performance to the board and executive team; prepare executive summaries, board-ready presentations, and strategic recommendations.
  • Lead office culture and workplace experience programs — including hybrid work policies, employee services, wellness initiatives, and workplace design decisions — to improve employee productivity and retention.
  • Oversee corporate records, data governance for administrative data, and privacy practices to ensure accurate, protected, and auditable records for regulatory and business needs.
  • Manage delegated budgets for multiple administrative centers of excellence and allocate resources effectively to achieve both short-term efficiency and long-term strategic outcomes.
  • Provide leadership and oversight for environmental, health & safety (EHS) compliance, sustainability initiatives, and corporate social responsibility activities that intersect with administrative operations.

Secondary Functions

  • Support ad-hoc cross-functional projects such as integrations after mergers and acquisitions, organizational redesigns, and large capital programs that require administrative coordination and governance.
  • Act as an operational liaison between IT and business units for administrative system requirements, change management, and deployment of productivity tools used by administrative teams.
  • Coordinate internal vendor performance reviews and supplier scorecards to drive continuous improvement and cost savings.
  • Facilitate board and executive meetings from an administrative perspective, including logistics, materials management, and follow-up on actions and resolutions.
  • Provide mentorship and coaching to mid-level administrative managers, supporting career development and leadership readiness across the support organization.
  • Conduct regular process audits and operational health checks, implementing remediation plans to close gaps and elevate service delivery standards.
  • Support strategic workforce planning by analyzing administrative workforce capacity, skill gaps, and outsourcing opportunities to create a balanced delivery model.
  • Participate in the development of the organization’s corporate sustainability and workplace wellness policies as they relate to facilities and administrative operations.

Required Skills & Competencies

Hard Skills (Technical)

  • Strategic operational planning and organizational design expertise with experience building centralized service models and shared services.
  • Financial planning and budget management, including P&L oversight, capital planning, forecasting, variance analysis, and cost-control programs.
  • Contract negotiation and vendor/supplier management, including RFP development, SOWs, SLA negotiation, and vendor performance management.
  • Compliance, governance, and risk management knowledge, including developing internal controls, regulatory filings, and remediation frameworks.
  • Facilities and real estate management, including lease negotiation, space optimization, workplace strategy, and capital project oversight.
  • Procurement systems and procure-to-pay process expertise, with experience implementing or managing ERPs, procurement platforms, and automation tools.
  • Project and program management proficiency, including Agile and waterfall methodologies, enterprise transformation programs, and cross-functional governance.
  • Business continuity planning, crisis management, EHS (environmental, health & safety) protocols, and emergency response coordination.
  • Data-driven decision-making with experience using operational metrics, dashboards, and analytics tools to drive process improvements.
  • Contract lifecycle management and corporate recordkeeping best practices, including experience with CLM tools and compliance filing systems.
  • Mergers & acquisitions administrative integration experience (post-merger integration of facilities, vendors, administrative systems).

Soft Skills

  • Executive leadership and people development — proven ability to build, inspire, and retain high-performing administrative teams.
  • Strong stakeholder management and influencing skills, able to partner with C-suite, board members, and external partners to align operational priorities.
  • Exceptional written and verbal communication skills; experience preparing board materials, executive briefings, and cross-functional updates.
  • Change leadership and organizational influence; ability to drive adoption of new ways of working and manage resistance.
  • Strategic thinker with strong problem-solving, prioritization, and decision-making skills under ambiguity and competing deadlines.
  • High emotional intelligence, diplomacy, and ability to maintain confidentiality and professional judgment in sensitive situations.
  • Customer-service orientation and continuous improvement mindset focused on internal client satisfaction and operational excellence.
  • Negotiation and conflict-resolution skills to resolve complex vendor, landlord, or internal disputes successfully.
  • Time management and multitasking skills to oversee multiple projects and operational priorities simultaneously.
  • Cultural sensitivity and ability to operate in multi-site, multinational environments with diverse regulatory landscapes.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor’s degree in Business Administration, Public Administration, Finance, Operations Management, or related field.

Preferred Education:

  • Master’s degree (MBA, MPA, or related), or advanced executive education in operations, finance, or organizational leadership.

Relevant Fields of Study:

  • Business Administration
  • Finance / Accounting
  • Operations Management
  • Public Administration
  • Human Resources / Organizational Development

Experience Requirements

Typical Experience Range: 12–20+ years of progressive experience in operations, administration, corporate services, or related executive roles.

Preferred:

  • 5+ years in a senior leadership role (VP, Head of Administration, CAO, or similar) with enterprise-wide scope.
  • Experience leading multi-site administrative operations, large budgets, and complex vendor ecosystems.
  • Demonstrated track record of driving cost optimization, process transformation, and building centralized service models.
  • Experience working with boards of directors, preparing executive-level materials, and presenting operational performance to senior stakeholders.
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