Vice President of Human Resources and Administration

fdd; Washington (District of Columbia); Hybrid; USD 210,000 - 260,000; Full time

Benefits offered by this job

Healthcare coverage

Job summary

Foundation for Defense of Democracies in Washington, DC seeks a VP of Human Resources & Administration to lead HR, payroll, benefits, compliance, and office operations. This executive will design systems, partner with the COO, and build a lean, mission-driven people and operations function for ~120 staff, with on-site work and up to two remote days weekly.

The role demands 10+ years in HR/ops, multi-state compliance knowledge, and hands-on payroll/HRIS expertise, with a strong nonprofit mindset.

Qualifications

• 10+ years of progressive experience spanning HR and operations, with at least 3 years in a senior or leadership role owning multiple HR functions end-to-end.
• Experience supporting an organization of 50–200 people, including through a period of meaningful growth or organizational change.
• Demonstrated experience building or substantially improving HR and operations systems in a lean, mission-driven environment.
• Working knowledge of U.S. employment law, including multi-state compliance, FLSA classification, leave laws, EEO requirements, and pay transparency obligations.
• Hands-on experience with payroll, benefits, and an HRIS/ATS (e.g., Paylocity, Gusto, Rippling, BambooHR, Greenhouse, Lever).
• Practical experience managing office vendors, leases or landlord relationships, and physical workspace logistics.
• Exceptional written and verbal communication skills, with the judgment to navigate sensitive conversations across all levels of an organization.
• High ethical standards, discretion, and genuine comfort with confidential information.
• Demonstrated experience conducting or overseeing workplace investigations and advising on sensitive employee relations matters.
• Nonprofit, think tank, research institute, or policy-adjacent organization experience strongly preferred.
• Working knowledge of District of Columbia employment law, including DC FMLA, DC Paid Family Leave, the DC Wage Transparency Act, and the DC Human Rights Act, is a plus.
• SHRM-CP, SHRM-SCP, PHR, or SPHR certification is a plus.

Responsibilities

• Talent Acquisition, Onboarding & Offboarding: scope roles, write descriptions, build interview processes.
• Manage end-to-end recruiting: sourcing, screening, scheduling, references, offers.
• Lead onboarding to integrate new hires with mission, culture, and operations including IT setup.
• Own ATS, pipeline reporting, and employer-brand presence on platforms.
• Manage independent contractor and fellow engagements, including classification and lifecycle tracking.
• Coordinate work authorization and immigration support with outside counsel.
• Own offboarding including exit interviews and deprovisioning.
• Employee Relations & Culture: serve as senior contact for staff questions and conflicts.
• Conduct or oversee workplace investigations into harassment, discrimination, and misconduct.
• Coach managers on feedback, performance, conversations, and accommodations.
• Design engagement surveys and translate results into action plans with leadership.
• Compensation, Benefits & Payroll: ensure bi-weekly payroll and benefits administration.
• Maintain compensation philosophy and salary bands; lead market benchmarking and merit adjustments.
• Manage leave administration per federal and state laws.
• HR Compliance & Systems: ensure compliance across jurisdictions; update records and handbook.
• Optimize Paylocity and select ATS and performance tools with Finance.
• Deliver compliance training: anti-harassment, non-discrimination, safety.
• Performance & Development: run performance management, development planning, and growth.
• Office Administration & Facilities: oversee HQ operations and space planning.
• Supervise operations staff and manage lease relationships.
• Strategic Partnership: advise COO/CFO on organizational design and workforce strategy.
• Prepare People & Operations materials for Board and committees; assist with budgets.

Skills

HR & operations leadership

Payroll & benefits

HRIS/ATS experience

Vendor & facilities management

Legal compliance knowledge

Communication skills

Education

SHRM-CP / SHRM-SCP / PHR / SPHR certification (plus)

Tools

Paylocity

Gusto

Rippling

BambooHR

Greenhouse

Lever

Job description

VICE PRESIDENT OF HUMAN RESOURCES AND ADMINISTRATION

About the Foundation for Defense of Democracies

FDD is a nonpartisan 501(c)(3) research institute in Washington, DC, focused on national security and foreign policy. Since 2001, we've produced independent, non-partisan research and analysis to strengthen U.S. national security and support free societies. Behind that work is a professionally run organization that depends on strong operational, finance, and people-focused talent to keep it moving - and this role is central to that.

The VP of Human Resources and Administration will be FDD's senior leader for all people and operational functions. This executive will design, implement, and run the HR infrastructure and the administrative engine of a growing 120-person institute. This is a builder role and a working-manager role: the VP will personally execute core HR transactions while building the systems - and, over time, the team - to support them.

The ideal candidate is a proven HR and operations leader who has professionalized lean, mission-driven organizations before. They are equally comfortable as a strategic adviser to the COO and as a hands‑on executor. They bring sound legal judgment, operational discipline, and genuine enthusiasm for FDD's mission.

Washington, DC (on-site, up to two remote days per week) | Full-time, exempt | Reports to the COO

Salary: $210,000–$260,000 annually, commensurate with experience. This position is eligible for employer-sponsored medical, dental, and vision coverage.

ROLES AND RESPONSIBILITIES:

Talent Acquisition, Onboarding & Offboarding

Partner with hiring managers to scope roles, write job descriptions, and build structured interview processes.

Manage end-to-end recruiting, including sourcing, screening, scheduling, reference checks, and offers.

Lead a substantive onboarding experience that integrates new hires into the organization's mission, culture, and operations - including IT setup, workspace assignment, and a first-week schedule.

Select, implement, and own an ATS, recruiting pipeline reporting, and employer‑brand presence on relevant platforms.

Manage independent contractor and fellow engagements, including classification review and lifecycle tracking.

Coordinate work authorization and immigration support in partnership with outside counsel.

Own offboarding, including exit interviews, COBRA notices, unemployment claims, and systems deprovisioning.

Employee Relations & Culture

Serve as the senior point of contact for staff questions, concerns, and conflicts; handle sensitive matters with confidentiality and sound judgment.

Conduct or oversee workplace investigations into complaints of harassment, discrimination, retaliation, and misconduct.

Coach managers on feedback, performance concerns, difficult conversations, and accommodations.

Champion and embed FDD's guiding principles as the lived culture of the organization.

Design and administer engagement or pulse surveys and translate results into action plans with senior leadership.

Compensation, Benefits & Payroll

Ensure accurate and timely bi-weekly payroll processing.

Own benefits administration - medical, dental, vision, 403(b), FSA/HSA, life, disability, parental leave, commuter, and wellness programs.

Maintain and apply the organization's compensation philosophy and salary band structure; lead annual market benchmarking and merit adjustment cycles.

Manage leave administration (federal FMLA, DC FMLA, DC Paid Family Leave, and applicable laws in other states of employment).

HR Compliance & Systems

Ensure full compliance with federal, state, and local employment laws across all jurisdictions in which staff work.

Maintain personnel files, I-9s, EEO reporting, OSHA logs, and all required recordkeeping.

Maintain and regularly update the employee handbook, HR policies, and standard operating procedures.

Partner with Finance to optimize the existing HRIS (Paylocity) and to select and implement an ATS and performance management tools.

Deliver required compliance training, including anti‑harassment, non‑discrimination, and workplace safety.

Performance & Development

Build and run a meaningful performance management process, including goal setting, check-ins, annual reviews, and career development.

Identify professional development needs and curate learning opportunities across the organization.

Partner with the Executive Leadership Team on workforce planning, organizational design, and succession planning.

Office Administration & Facilities

Oversee day-to-day operation of headquarters office, ensuring it functions well for staff, fellows, board members, and visitors.

Supervise the Office Operations staff and any future operations support staff.

Own the office lease relationship and serve as the on-site point of contact for the landlord and property manager.

Lead space planning as headcount grows, including seating, conference rooms, and any build‑outs or renovations.

Manage facilities vendors and develop emergency preparedness and business continuity plans.

Strategic Partnership

Serve as a trusted adviser to the COO, CFO, and senior leadership on organizational design, headcount planning, real estate strategy, and workforce matters.

Prepare People & Operations materials for the Board of Directors and relevant committees.

Contribute to grant budgets and proposals with accurate personnel and operational cost projections in partnership with Finance and Development.

QUALIFICATIONS AND QUALITIES:

10+ years of progressive experience spanning HR and operations, with at least 3 years in a senior or leadership role owning multiple HR functions end-to-end.

Experience supporting an organization of 50–200 people, including through a period of meaningful growth or organizational change.

Demonstrated experience building or substantially improving HR and operations systems in a lean, mission‑driven environment.

Working knowledge of U.S. employment law, including multi‑state compliance, FLSA classification, leave laws, EEO requirements, and pay transparency obligations.

Hands‑on experience with payroll, benefits, and an HRIS/ATS (e.g., Paylocity, Gusto, Rippling, BambooHR, Greenhouse, Lever).

Practical experience managing office vendors, leases or landlord relationships, and physical workspace logistics.

Exceptional written and verbal communication skills, with the judgment to navigate sensitive conversations across all levels of an organization.

High ethical standards, discretion, and genuine comfort with confidential information.

Demonstrated experience conducting or overseeing workplace investigations and advising on sensitive employee relations matters.

Nonprofit, think tank, research institute, or policy‑adjacent organization experience strongly preferred.

Working knowledge of District of Columbia employment law, including DC FMLA, DC Paid Family Leave, the DC Wage Transparency Act, and the DC Human Rights Act, is a plus.

SHRM-CP, SHRM-SCP, PHR, or SPHR certification is a plus.

A candidate based in the Washington, DC area is required; must be available to work on-site at FDD's headquarters with up to two remote days per week.

This role has a projected salary band of $210,000–$260,000 per year, based on the candidate's experience and qualifications. Additional benefits are available, including healthcare coverage based on eligibility.