Chief Operating Officer

American Payroll Institute Inc•San Antonio, TX

2d•Onsite

About The Position

The Chief Operating Officer (COO) serves as a key member of the executive leadership team and is responsible for driving organizational effectiveness, operational strategy, financial stewardship, and sustainable business operations across PayrollOrg (PAYO) and its affiliated entities. This role partners closely with the Executive Director and leadership team to translate organizational vision and strategic priorities into operational execution while fostering a collaborative, high-performing, and mission-driven culture. The COO provides executive leadership across core operational functions including finance, human resources, technology, legal/compliance coordination, organizational infrastructure, and enterprise operational planning while supporting cross-functional collaboration and organizational alignment. The ideal candidate is a strategic, forward-thinking operational leader who thrives in a dynamic environment and can balance innovation, operational excellence, financial sustainability, employee engagement, and organizational growth. This individual should bring a strong blend of executive leadership, business acumen, relationship management, and organizational alignment experience. The Chief Operating Officer works in a fast-paced, calendar-driven environment requiring adaptability, sound judgment, discretion, and strong cross-functional leadership.

Requirements

Strong executive leadership and organizational management capabilities.
Demonstrated business and financial acumen, including budgeting, forecasting, operational planning and resource management.
Understanding of operational strategy, organizational scaling, and continuous improvement methodologies.
Knowledge of GAAP and accrual-based accounting practices.
Experience leading cross-functional operational initiatives and organizational change efforts.
Understanding of employment practices, organizational compliance, and risk management principles.
Experience evaluating organizational performance through operational metrics, reporting, analytics, and forecasting.
Strong communication, relationship management, negotiation, and executive presentation skills.
Ability to navigate complex organizational priorities while maintaining a strategic focus on operational effectiveness.
Experience supporting technology modernization, business systems optimization, and operational infrastructure improvements.
Advanced proficiency in Microsoft Office applications and business systems platforms.
Bachelor’s degree in Business Administration, Management, Organizational Leadership, or related field is required; equivalent combination of advanced leadership experience and demonstrated operational expertise may be considered in lieu of formal education.
Minimum of 10 years of progressive executive leadership experience in operations, business management, finance, or related leadership roles required with prior experience serving in a Chief Operating Officer or similarly scoped executive leadership role strongly preferred.
Demonstrated experience overseeing multiple operational business functions within a complex organization.
Experience leading organizational strategy execution, operational planning, and cross-functional collaboration initiatives.
Experience supporting organizational growth, operational scalability, and enterprise-wide operational alignment.
Experience with budgeting, financial oversight, revenue development strategies, and organizational forecasting.
Experience with annual external financial audit procedures and organizational compliance initiatives.
Proven ability to lead teams, drive accountability, support organizational growth, and manage change effectively.
Demonstrated experience presenting to executive leadership, boards, or external stakeholders.

Nice To Haves

Master’s degree (MBA or related advanced degree) preferred.
Experience within nonprofit, association management, education, certification, research or professional services environments preferred.
Experience supporting domestic and/or global operational initiatives preferred.
Experience with organizational technology modernization and enterprise systems implementation preferred.
Experience working and leading teams within hybrid or remote workforce environments preferred.

Responsibilities

Serves as a strategic and collaborative thought partner to the Executive Director and executive leadership team, helping evaluate, refine, operationalize, and advance organizational priorities, strategic initiatives, and emerging business needs.
Helps establish and reinforce a collaborative, accountable, and high-performing organizational culture aligned with PAYO’s mission, vision, and values.
Leads operational execution and organizational alignment across departments to support sustainable growth, scalability, and overall organizational effectiveness.
Participates in strategic planning, organizational forecasting, and executive decision-making initiatives.
Designs and implements operational strategies, plans, and procedures that support organizational priorities and long-term objectives.
Evaluates organizational performance, operational trends, and business outcomes through data analysis, reporting, forecasting, and key performance indicators.
Participates in and oversees continuous improvement efforts focused on operational efficiency, organizational effectiveness, process optimization, and cost management.
Oversees the organization’s overall domestic and global business operations not limited to asset management, employee benefits, commercial insurance, treasury management, financial management, legal/compliance, risk management, payroll, and technology initiatives.
Partners with leadership to identify operational efficiencies, process improvements, and business initiatives that strengthen organizational performance, scalability, and long-term sustainability.
Provides executive oversight of organizational budgeting, financial planning, forecasting, expense management, and resource allocation in alignment with approved financial guidelines and strategic priorities.
Develops long-range financial plans that support operational sustainability and strategic growth.
Supports operational modernization initiatives including systems optimization, workflow improvements, technology enhancements, and business process improvements.
Assesses operational and organizational risks and collaborates with leadership to develop mitigation strategies and business continuity planning efforts.
Provides leadership, guidance, coaching, and accountability to operational and departmental leaders across the organization.
Promotes cross-functional collaboration, communication, and operational consistency among departments and leadership teams.
Supports organizational change management efforts, leadership development initiatives, and workforce planning strategies.
Participates in talent planning, succession planning, organizational development, and executive-level staffing initiatives.
Collaborates with the Board of Directors, Executive Committee, and Finance & Audit Committee on organizational strategy, strategic focus, financial stewardship, operational planning, and governance-related initiatives.
Serves as a staff liaison to designated Board committees and supports executive reporting and organizational presentations.
Maintains awareness of industry trends, operational best practices, nonprofit leadership trends, and emerging business strategies relevant to the organization.
Provides executive oversight and leadership across Accounting, Human Resources, Legal and Compliance, Technology, Publications, Education Services, Certification Operations, and other operational business functions.
Participates in executive hiring, succession planning, leadership development, and organizational structure planning efforts.
Participates in performance appraisal process for all direct reports.
Follows company’s performance improvement and corrective action process.