Position Title: Vice President of Administration (Finance & Operations)

Company: Visit SLO CAL

Location: San Luis Obispo, CA

Functional Areas: Accounting, Human Resources, Information Technology, Operations

Reports To: President & CEO

Employment Type: Full-Time Regular, Exempt, In-person

Education Required: Bachelor’s Degree in business, finance or a related field. MBA preferred.

Experience Required: 10+ Years

Salary Range: $120,000 - $140,000 annual salary plus benefits, DOE

Organization Description:

Visit SLO CAL (VSC) is the non-profit countywide destination marketing and management organization (DMMO) for San Luis Obispo County. Our mission is to “Inspire travel and foster our unique experiences to create life-long ambassadors and economic growth for SLO CAL”. Our goal is to promote San Luis Obispo County through marketing, advertising, publications, group sales, promotions, events and sponsorship, branding the region as a choice destination for regional, national and international travelers alike. Visit SLO CAL works in partnership with tourism industry-related businesses including lodging properties, restaurants, wineries, breweries, activities, local community destination marketing organizations and the state tourism organization, Visit California, to create a unified marketing approach that promotes the culinary, coastal and cultural assets of the county. For more information, look at our website www.SLOCAL.com.

Position Description:

Are you a demonstrated leader with a high level of maturity?
Do you have impeccable judgment and the ability to make sound decisions in a fast-paced, dynamic setting?

Do you have high-level attention to detail that assures accuracy in your work?

Can you effectively communicate with leaders at all levels?

Do you have a strong financial acumen including reporting, analytics, processes, and procedures?

If you answered yes to these questions, you are a great candidate for the Vice President of Administration position at Visit SLO CAL.

Visit SLO CAL is looking for a qualified candidate with a strong administrative background. This in-person role, reporting to the President & CEO, is an integral member of the executive team. Direct reports include a contracted controller, director of human resources, and an office manager, who focuses on information technology, equipment and facilities. The Vice President of Administration is responsible for the successful delivery of Visit SLO CAL’s administrative work including, accounting, human resources, information technology, and operations, with a strong emphasis on financials and forecasting. The team member is responsible for the development of Visit SLO CAL’s financial management strategy contributing to the development and support of our strategic goals. The role includes overseeing and analyzing performance of administrative functions and advising the President & CEO and top executives on ways to streamline and improve efficiency and effectiveness. Experience in the non-profit sector is desired.

Core Responsibilities:

Finance

• Partner with the Controller to develop budgets and financial plans and to develop and manage appropriate tracking methods for revenue and expenses
• Oversee the management and processing of all accounting operations, including receivables, payables, payroll, general ledger, month and year-end financials, etc.
• Lead annual budget and mid-year reforecasting process with management team, guiding the senior leadership team with recommendations, and review monthly financial reporting with each department to ensure budget compliance
• Oversee the annual year-end audit process, including request for proposal (RFP) process, selection of an auditor, audit facilitation and delivery
• Oversee and manage the organization’s investment plan

• Prepare monthly, quarterly, and annual financial reports aimed at optimizing the business and oversee filing of tax-related reports
• Present finances to the leadership team, the Executive Committee, and the Board of Directors
• Ensure and maintain procedures and systems for the financial control of the organization, including accounting policies
• Provide accounting policy and oversee software orientation to new team members and board members
• Implement and maintain a system of internal control ensuring Visit SLO CAL assets are adequately safeguarded, and all financial reporting is prepared in compliance with our financial policies and Generally Accepted Accounting Principles (GAAP)
• Oversee cash flow management and the collections of public assessment and private funds, including delinquencies and annual reporting

Contracts, Compliance, and Governance

• Ensure the organization complies with federal, state, and local laws and regulations including Visit SLO CAL’s Management District Plan (MDP) with the County of San Luis Obispo
• Oversee the language, annual updates, contract process, organizational management and compliance of all Visit SLO CAL vendor/partner contracts/agreements
• Administrate the organization’s 401k and 457b plans

• Manage insurance for the organization, including risk management and compliance
• Ensure that Bylaws and Board of Director’s Guidelines are maintained and followed and that all scheduled governance related projects are completed according to the Management District Plan (MDP)

Operations and Administration

• Oversee facility, including 11,500 square foot office facility
• Establish new policies and procedures to ensure efficiency and consistency in operations and ensure organization has all necessary standard operating procedures
• Evaluate the effectiveness of current business practices streamline organizational processes and improve efficiency

• Office management – ensure the smooth running of the office on behalf of the organization
• Perform annual inventory of all company asset
• Ensure technology systems, hardware, software, and platforms meet accepted IT standards and manage data security, vulnerabilities, and licenses
• Build external relationships, representing the organization particularly in banking, audit, and lease negotiations
• Establishing safety and wellness laws in compliance with OSHA

Human Resources

Provide support to the newly developed human resources department that is currently focused on:

• Creating a documented recruiting and hiring process for leaders to follow
• Developing a streamlined onboarding process
• Optimizing functions in BambooHR software
• Improving company culture and the way we go to work together by focusing on goal achievement
• Developing leaders through training modules and best practices
• Revamping the performance management process
• Streamlining the shared accountability bonus program
• Costing and updating compensation and benefits plans each fiscal year
• Building a foundation of employment law, policies, and practices

CEO/President

• Maintain continuous lines of open and proactive communication, keeping the President & CEO informed of all critical issues
• Contribute to the development, delivery and overall management of strategic goals and objectives and key results (OKRs) for the organization and your department

• Provide feedback on business policies and accounting practices, ensuring alignment with industry best practices

Perform related duties as assigned. Team member must be flexible to changing policies, procedures, and practices as well as varying deadlines.

Required Skills/Experience:

• Bachelor’s Degree in business, finance, or related field
• Minimum 10 years of progressive experience in senior management role as Director and/or Vice President of Administration/Finance/Operations, ideally in a growing organization
• Proficiency in non-profit and corporate management
• Detail-oriented, methodical and extremely organized work style, coupled with the ability to see the big picture
• Ability to hold strict confidentiality and respond to sensitive inquires or complaints from clients, regulatory agencies, or team
• Talent for tracking, multitasking and the ability to pivot in a growing environment
• Creative problem-solving skills to assess current practices and determine which are fully developed, need to be revised, or developed from scratch and proactively propose and direct successful solutions
• Ability to work autonomously, yet collaborate with others as needed
• Prioritizes the best interests of the organization
• Excellent judgment, negotiation and conflict resolution skills
• Solid management skills with strong mentoring and coaching experience to a team with diverse levels of expertise
• Professional, positive, confident, entrepreneurial, results-oriented team player
• A flexible team leader who can positively and productively impact strategic and tactical administrative initiatives
• Exceptional written, verbal, interpersonal and presentation skills, as well as the ability to effectively interface with senior management, Board of Directors and VSC team
• Ability to read, analyze, and interpret business and professional publications, financial reports, and budget and legal documents and write reports, business correspondences, and procedures manuals

Desired Traits/Abilities:

• MBA preferred
• Experience either as an employee or board member of a nonprofit organization; familiar with nonprofit regulations
• Knowledge of Budgyt, Concur, QuickBooks, payroll software, Microsoft Office, and Adobe Acrobat
• Proven track record of success facilitating progressive organizational change and development
• Confidently and effectively present information and respond to questions from top management, clients, Board of Directors, and the general public
• Passion for Visit SLO CAL’s mission

Visit SLO CAL, an equal opportunity employer, has an organizational commitment to the principles of diversity and inclusion. In that spirit, we welcome all qualified individuals without regard to race, religion, color, sex, ancestry, gender, gender identity, sexual orientation, age, marital status, disability, national origin, medical condition, U.S. veteran/military status, pregnancy or reasonable accommodation.

Visit SLO CAL offers an exciting opportunity for qualified, career-motivated professionals, and provides a full compensation package, including employer paid health benefits, life insurance, 401(k) contributions, performance bonus, paid time off, 10 holidays, and cell phone stipend, as well as the chance to work with talented people.

As part of the background process, this position requires a post-offer criminal, DMV, and credit report check be conducted.