Strategic Projects Coordinator to the CEO

2 days ago

Mt Rainier, United States American Psychiatric Association Full time
Job Summary

The Special Projects Advisor to the CEO is a critical role that oversees the day-to-day operations of the CEO's office at the American Psychiatric Association. This individual manages the workflow and priorities of the CEO/Medical Director, ensuring strategic scheduling, communication, and departmental budget development and management.

Key Responsibilities
  • Manage the workflow and priorities of the CEO/Medical Director, anticipating activities and responsibilities connected with the APA and external organizations.
  • Coordinate across the organization to ensure effective representation at engagements where the CEO and Medical Director have been requested to attend.
  • Track and report on organizational metrics, strategic projects, and programs.
  • Prepare the CEO/Medical Director for internal and external meetings through the development of presentations, talking points, speeches, and other backup and informational materials.
  • Collaborate with the Executive Assistant to the CEO to strategically schedule significant internal events and meetings.
  • Ensure the effective flow of CEO office communications, evaluating the importance and urgency of each message.
  • Coordinate follow-up actions with relevant personnel or draft responses for the CEO's review, ensuring that urgent issues are promptly addressed.
  • Support the CEO Office team in managing time-sensitive follow-up tasks stemming from internal and external APA meetings and correspondence requiring responses.
  • Attend meetings as necessary, manage action items, ensure the CEO adheres to the schedule, and handle unexpected situations effectively.
  • Stay informed of issues significant to APA and ensure that the CEO and Medical Director are promptly updated on relevant news and information.
  • Work closely with the APA Senior Leadership and communications team and liaise with counterparts in external organizations to coordinate the CEO/Medical Director's participation in meetings, speeches, and other official activities.
  • Lead special projects in support of the CEO office and work in coordination with the CEO office team to develop and manage the CEO office budget.
Competencies
  • SCOPE & IMPACT: Oversees projects within the CEO office, applies knowledge and experience to achieve the goals and objectives of the CEO office, coordinates project work, and ensures completion within the established time frame.
  • COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING: Exercises significant latitude in making decisions in the application of a body of policies, precedents, and guidelines.
  • RELATIONSHIP MANAGEMENT & AUTHORITY: Relationships span levels internally and externally, centering on the ability to build trust to further long-term working relationships.
  • ORGANIZATIONAL KNOWLEDGE: Demonstrates a detailed knowledge of the operations of the CEO's office, relationship management, and responsibilities.
Qualifications
  • BA/BS and at least 8-10 years of relevant experience and/or sufficient relevant work experience, Masters preferred.
  • Experience working at or directly with C-Suite level executives and senior leadership teams.
  • Demonstrated expertise in research in support of developing executive communications, summaries, and briefings.
  • Strong project or program management skills with a progressively high level of work experience in executive support or project support to an executive.
  • Budget development and management experience required.
  • Strong organizational skills with a strong focus on detail and accuracy of work and the ability to pivot from one assignment to the next with ease.
  • Excellent written and oral communication skills with the ability to effectively represent information in visual presentations.
  • Excellent interpersonal skills, tact, and diplomacy with the ability to work with all levels of management.
  • Ability to work under pressure, meet multiple deadlines, and troubleshoot and problem solve.
  • Ability to maintain confidentiality, exercise discretion, and sound judgment.
  • Proficient in Microsoft Office programs.

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