Business Manager

Position Summary

The Business Manager serves as the primary administrative and financial coordinator for the organization, ensuring efficient internal operations, accurate financial tracking, and regulatory compliance. This role replaces the former Executive Director position with a more focused scope, emphasizing business administration, coordination with external advisors, and organizational support.

The Business Manager is a trusted, long-term position requiring a high degree of confidentiality, reliability, and professionalism. The role works closely with shareholders, pilots, and external service providers while supporting the overall operational stability of the organization.

Key Responsibilities

Financial Coordination & Administration

• Oversee and coordinate all bookkeeping activities in partnership with external accounting professionals
• Manage invoicing, billing, and financial recordkeeping
• Coordinate payroll processing with third-party providers
• Track revenues, expenses, and financial performance metrics
• Ensure accuracy and organization of financial documentation

Compliance & Record Management

• Maintain regulatory compliance records and organizational documentation
• Coordinate with legal, accounting, and payroll advisors to ensure adherence to applicable regulations
• Manage contracts, agreements, and confidentiality documentation (including NDAs)
• Ensure proper filing, retention, and security of sensitive information

Operational Support

• Prepare meeting agendas, materials, and documentation for shareholder and organizational meetings
• Record and distribute meeting minutes and follow-ups
• Support internal communication and coordination among shareholders and pilots
• Maintain organized administrative systems and office processes

External Coordination

• Serve as the primary liaison with external professionals, including:
  • Accountants
  • Payroll providers
  • Legal counsel
• Coordinate required reporting and documentation with government or regulatory agencies as needed

Scope of Role

• This position focuses on internal business operations and administration, not external representation
• Shareholders and pilots are expected to take a more active role in attending external meetings and representing the organization
• The Business Manager coordinates processes but does not independently perform all specialized professional functions

Reporting & Structure

• Reports to the shareholders/board
• Works in coordination with the President and operational stakeholders
• Collaborates with external accounting, payroll, and legal professional

Transition Considerations

• Opportunity for onboarding and knowledge transfer from the current Executive Director during a transition period

Confidentiality Requirement

• This position requires strict adherence to confidentiality standards
• Execution of non-disclosure agreements (NDAs) is required

Qualifications Required

• Strong experience in business administration, accounting, or financial coordination
• Demonstrated ability to manage bookkeeping, invoicing, and payroll processes
• High level of integrity, discretion, and ability to handle confidential information
• Strong organizational and communication skills
• Ability to work independently while coordinating with multiple stakeholders

Preferred

• Background in accounting, finance, or business management
• Familiarity with regulatory compliance and financial reporting
• Maritime industry knowledge or experience
• Experience working with government or regulatory agencies
• Background such as military or U.S. Coast Guard service with administrative experience