Chief Administrative Officer _ Bilingual English and Japanese preferred

Industry: Business Consulting and Services

Employment Type: Full-time

Work Arrangement: Hybrid – Minimum 4 days per week in the office

Position Summary

The Chief Administrative Officer (CAO) serves as the operational leader of the firm and is responsible for overseeing human resources, finance administration, compliance administration, information technology, facilities, vendor management, and corporate operations.

The CAO develops and implements policies, processes, and systems that enable the firm to operate efficiently, maintain regulatory compliance, support employee success, and scale organizational growth.

The CAO partners closely with executive leadership to execute strategic initiatives, manage organizational risk, and drive operational excellence across all business functions.

Essential Responsibilities

Human Resources & Talent Management

• Lead all employee lifecycle activities, including recruiting, onboarding, benefits administration, performance management, and offboarding.
• Develop and maintain job descriptions, organizational policies, employee handbooks, and HR procedures.
• Coordinate performance reviews, compensation-related processes, employee engagement, and professional development initiatives.
• Manage employee relations matters and provide guidance to managers on policy and employment practices.
• Oversee immigration-related processes, including H-1B, OPT/STEM OPT, I-9 compliance, E-Verify requirements, and external immigration counsel coordination.
• Develop and manage internship programs, including recruiting, onboarding, mentoring, and performance feedback.

Compliance, Governance & Risk Management

• Maintain firm-wide compliance records, policies, and regulatory documentation.
• Support regulatory examinations, audits, due diligence requests, and compliance reviews.
• Coordinate regulatory filings, registrations, certifications, and annual reporting obligations.
• Maintain compliance ledgers, attestations, certifications, and internal controls.
• Assist with corporate governance matters, including corporate records, resolutions, and board documentation.
• Coordinate with outside legal counsel, compliance consultants, and auditors.

Broker-Dealer & Regulatory Operations

• Support regulatory initiatives involving FINRA registration, new member applications, licensing, and related governance requirements.
• Coordinate collection and maintenance of organizational, ownership, capitalization, and control documentation.
• Track regulatory deadlines and ensure timely completion of regulatory deliverables.
• Act as a liaison among management, legal counsel, compliance consultants, and external regulators.

Finance & Business Administration

• Oversee payroll administration and coordinate with external payroll providers.
• Manage employee benefit programs and vendor relationships.
• Support budgeting, expense management, reimbursement programs, and operational financial controls.
• Review monthly financial statements and follow up with external accounting providers on any questions or discrepancies. Financial statement preparation is performed by a third party.
• Review vendor contracts and monitor recurring operating expenses.
• Coordinate insurance policies, renewals, claims, and risk-management programs.

Information Technology & Cybersecurity

• Lead technology administration, including user onboarding, offboarding, hardware deployment, software licensing, and access management.
• Manage relationships with managed service providers, cybersecurity vendors, and technology consultants.
• Oversee implementation and maintenance of productivity platforms, collaboration tools, HR systems, and operational software.
• Develop and maintain IT policies, cybersecurity awareness programs, and technology governance practices.
• Evaluate and implement emerging technologies, including AI tools and workplace productivity solutions.

Business Operations & Facilities

• Oversee day-to-day office operations and facilities management.
• Manage office expansion, relocation, workplace design, and occupancy planning initiatives.
• Coordinate business continuity planning and operational readiness activities.
• Manage corporate vendors and service providers.
• Develop scalable operational procedures and process improvements.

Strategic Projects & Corporate Initiatives

• Partner with executive leadership and functional teams to implement global initiatives, coordinate cross-border projects, and support organizational integration between Japan and U.S. operations.
• Lead cross-functional initiatives supporting business growth and organizational effectiveness.
• Manage website, branding, communications, and corporate infrastructure projects.
• Develop reporting, dashboards, and workflow improvements to increase efficiency.
• Support mergers and acquisitions-related operational initiatives and integration activities as assigned.
• Serve as a trusted advisor to executive leadership on organizational strategy, operational risk, and workforce planning.

Supervisory Responsibilities

• Supervise Office Manager personnel.

Preferred Qualifications

• Bachelor's degree required; advanced degree or professional certification preferred.
• 8+ years of progressive experience in operations, HR, administration, compliance, or business management.
• Experience within professional services, financial services, investment banking, broker-dealer, or regulated environments preferred.
• Strong knowledge of employment practices, operational controls, compliance administration, and vendor management.
• Demonstrated project management and organizational leadership skills.
• Exceptional written and verbal communication skills.
• Ability to manage confidential information with the highest level of discretion.
• Japanese / English bilingual skills preferred.