Vice President of Administration (VP Admin)

The Vice President of Administration is a senior executive responsible for building, scaling, and operating the company’s administrative backbone across all locations. This role ensures that people, offices, vendors, internal services, and administrative operations function seamlessly—so the business can scale fast without friction.

The VP Admin owns administrative excellence, operational hygiene, and internal service quality, enabling leadership and teams to focus on strategy, product, and execution.

This role reports directly to the Chief Operating Officer (COO) and acts as the single point of accountability for global administrative functions.

Key Responsibilities:

Global Administrative Leadership

• Own and evolve the global administrative function across all countries and offices.
• Design scalable administrative structures, policies, and service models.
• Ensure consistent standards while allowing for local compliance and practices.
• Act as the executive escalation point for administrative issues company-wide.

Workplace& Facilities Management

• Oversee offices, labs, warehouses, and other physical infrastructure.
• Ensure workplaces support engineering, production, security, and growth needs.
• Lead office expansions, relocations, and new site launches.
• Partner with Security, IT, and Operations on access, safety, and continuity.

AdministrativeOperations & Services

• Own core administrative services: Office management, Travel & logistics coordination, Internal services & requests, Vendor and contract administration (non-legal).
• Establish SLAs, service catalogs, and clear ownership models.
• Drive automation of administrative workflows using modern tools.

Vendor& Procurement Oversight (Administrative Scope)

• Manage administrative procurement and vendor relationships.
• Optimize costs while maintaining quality and reliability.
• Implement vendor governance, approval flows, and performance reviews.
• Coordinate with Finance and Legal on contracts and payments.

Policy,Compliance & Risk Support

• Own administrative policies, handbooks, and internal standards.
• Ensure alignment with local labor, safety, and operational regulations (in coordination with Legal & HR).
• Support audits, inspections, and compliance checks related to administration.
• Proactively identify administrative risks and mitigation actions.

TeamLeadership & Capability Building

• Build and lead global administrative teams (Office Managers, Admin Ops, Workplace Experience, etc.).
• Define clear roles, responsibilities, and career paths.
• Introduce performance metrics, rituals, and accountability standards.
• Act as a culture carrier for operational discipline and service mindset.

Cross-FunctionalCollaboration

Partner closely with:

• COO — operational scale and governance
• People & Culture — employee lifecycle & workplace experience
• Finance — budgeting, cost control, vendor payments
• IT & Security — access, infrastructure, business continuity
• Enable smooth cross-team execution without becoming a bottleneck.

Required Experience & Skills

Experience:

• 10+ years in administrative, operations, or corporate services leadership roles.
• Proven experience scaling administrative functions in fast-growing, international organizations.
• Experience working closely with COO / executive leadership.
• Exposure to multi-country operations and regulatory environments.

Skills & Competencies:

• Strong operational and systems thinking.
• Ability to build structure in ambiguous, fast-moving environments.
• High ownership mindset and executive-level accountability.
• Excellent stakeholder management and communication skills.
• Data-driven approach to cost control and service quality.

Leadership Traits

• Service-oriented but firm on standards.
• Calm, structured, and resilient under growth pressure.
• Trust-builder across cultures and functions.
• Bias for action with long-term scalability in mind.