Managing Director, Finance & Administration

PEN America; New York (NY); On-site; USD 90,000 - 150,000; Full time

Job summary

An established nonprofit organization is seeking a strategic and experienced Managing Director of Finance and Administration. This pivotal role involves overseeing all financial and administrative activities, ensuring compliance, and providing strategic insights to the leadership team. The ideal candidate will possess strong interpersonal and communication skills, a hands-on management style, and the ability to navigate complex financial landscapes. Join a dynamic team focused on expanding its impact both nationally and internationally, contributing to the mission of promoting literature and human rights. If you're ready to make a difference in a fast-paced environment, this opportunity is for you.

Qualifications

• Proven experience in financial management and strategic planning.
• Ability to translate complex financial concepts into clear language.

Responsibilities

• Drive financial planning, budgeting, and forecasting aligned with the mission.
• Lead and supervise the finance team and manage a $20M budget.

Skills

Financial Management

Budgeting

Cash Management

Financial Reporting

Interpersonal Skills

Problem-Solving

Communication Skills

Education

Bachelor's Degree in Finance or Accounting

Master's Degree in Business Administration

Tools

Financial Software

Accounting Software

Job description

PEN America, a nonprofit organization working at the intersection of literature and human rights, is seeking to identify a Managing Director of Finance and Administration to join its senior team. This is an opportunity to help this non-profit organization continue to expand its work in the United States and internationally. The strategic and supportive work of the Managing Director will contribute to the organization’s growth and impact.

The Managing Director of Finance and Administration (MDFA) is a strategic, hardworking, and experienced financial manager. Reporting directly to the Chief Operating Officer, the MDFA will be responsible for all financial and administrative activities for the organization, including financial management and reporting, budget, cash management, general accounting, banking, payroll and investment, information technology and operational support, among other responsibilities. As a key member of the senior leadership team, the MDFA must be a detail-oriented, strategic leader who can manage the financial and administrative needs of the organization, be responsive to the leadership and the Board, work closely with the auditors, and collaborate constructively with PEN America’s program managers.

As an important part of the executive team, it is critical that the MDFA be capable of integrating smoothly into the senior management team, fitting into the organization’s fast-paced and ambitious culture. The MDFA will work with the interim Co-CEOs, the COO, the Finance Committee and the Board, departmental directors and other staff in a supportive and direct manner. The MDFA will have strong interpersonal skills, excellent written and oral communication skills, and a hands-on management style. It is critical that the MDFA be a problem-solver, ready to identify and analyze challenges as they arise, and to propose and implement solutions. In addition, the MDFA will be of the highest integrity and possess sound judgment as well as a collegial and collaborative working style.

Responsibilities:

Strategic Financial Planning & Communications

• Drive financial planning, forecasting, and budgeting to align with PEN America’s mission and strategic plans; Work closely with PEN America team leads to develop and manage department budgets
• Prepare and present financial reports, forecasts, and key insights to the board in a way that is clear, timely and actionable
• Provide strategic financial insights to the interim Co-CEOs, executive team, and Board of Trustees
• Advise the interim Co-CEOs and leadership team on financial strategy, risk, and opportunities
• Translate complex financial concepts into clear, accessible language for staff, board members, funders, and other stakeholders
• Serve as a member of senior staff, participating in the development and implementation of overall policies, long-range planning, and daily operational goals and objectives
• Serve as the primary staff liaison to the Finance, Audit, and Investment Committees of the Board of Trustees

Budget Planning & Grant Management

• Manage cash flow, investments, and financial risk to optimize financial health
• Oversee financial aspects of grant management, ensuring compliance with funder requirements; supervise a Senior Accountant focused on grant and budget management and ensure all grant and reporting requirements are met
• Work closely with the development team to align grant budgets with program needs and to develop new systems, policies and best practices for managing grant funds and allowable expenses
• Monitor grant spending and provide accurate financial reporting to funders and internal stakeholders
• Ensure proper tracking, documentation, and audit readiness for all grant-funded programs

Financial & Team Management

• Lead and supervise the PEN America Finance team and serve as the steward for PEN America’s $20M annual operating budget
• Manage the organization’s banking and fiduciary relationships, including investments, retirement funds and line of credit under the guidance of the Board Finance Committee
• Manage relationships with an external auditor and lead the annual audit to ensure timely and successful completion of audit and all other financial compliance documents
• Manage relationships with external investment advisors to ensure alignment with the organization’s investment objectives, adherence to investment and endowment policies, and optimization of financial performance
• In partnership with Interim Co-CEO’s and Deputy COO, develop new financial systems and best practices to guide improvements in cash flow management, forecasting and internal controls
• Provide oversight of payroll in partnership with HR and PEO

Compliance, Risk Management, & Administration

• Oversee financial reporting, audits, and risk management to ensure transparency and compliance
• Support the preparation and filing of required financial reports to government and foundation funders and major individual donors
• Develop and implement controls, systems and procedures for effective operations and timely monitoring and reporting, including processes to facilitate information flows between Finance and Institutional Development departments
• Manage the relationship with the PEO to ensure that human resource and administrative needs are being met