Special Projects Advisor to the CEO
American Psychiatric Association - washington, DC
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Job Details Job Location American Psychiatric Association HQ - Washington, DC Position Type Full-Time Description POSITION SUMMARY The Special Projects Advisor to CEO manages the day-to-day operations for the office of APA's CEO and Medical Director. This individual sets and oversees all processes for the CEO's office, ensures strategic CEO scheduling, communication from the office of the CEO, departmental budget development and management. This individual ensures accurate metrics and strategic project tracking, manages special projects, and works collaboratively with the CEO office team. DUTIES & RESPONSIBILITIES Manages the workflow and priorities of the CEO/Medical Director by proactively anticipating activities and responsibilities connected with the APA and external organizations through the Office of the CEO/Medical Director. Coordinates across the organization to ensure APA is effectively represented at engagements where the CEO and Medical Director have been requested to attend. Manages tracking and status reporting on organizational metrics, strategic projects, and programs. Prepares the CEO/Medical Director for internal and external meetings through the development of presentations, talking points, speeches and other back up and informational materials while ensuring timely and thorough follow up on discussed items Collaborates with Executive Assistant to the CEO to strategically schedule significant internal events and meetings. Ensures the effective flow of CEO office communications, evaluating the importance and urgency of each message. Coordinates follow-up actions with relevant personnel or drafts responses for the CEO's review, ensuring that urgent issues are promptly addressed. Ensures the CEO/Medical Director is prepared for internal and external meetings and follow-up items are complete: Oversees communications on behalf of the CEO and Medical Director. Drafts and edits presentations and talking points for the CEO and Medical Director, in collaboration with the Communications team and other relevant staff. Works closely with APA staff to ensure the timely provision of backup and informational materials necessary for meetings and decisions. Supports the CEO Office team in managing time-sensitive follow-up tasks stemming from internal and external APA meetings and correspondence requiring responses. Attends meetings as necessary, manages action items, ensures the CEO adheres to the schedule, and handles unexpected situations effectively. Stays informed of issues significant to APA and ensures that the CEO and Medical Director is promptly updated on relevant news and information. Works closely with the APA Senior Leadership and communications team and liaises with counterparts in external organizations to coordinate the CEO/Medical Director's participation in meetings, speeches, and other official activities. Leads special projects in support of the CEO office. Works in coordination with CEO office team to develop and manage CEO office budget. Maintains records of honorarium for end of year tax purposes. Processes and monitors allied organization memberships/dues. Develops and implements CEO office policies, operating procedures, standards, and communication guidelines. Actively builds and maintains positive relationships with APA staff at various organizational levels. Performs other duties as assigned to support the CEO's office and its operations. COMPETENCIES The Special Projects Advisor to CEO performance on these duties and responsibilities will be measured using the following 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. Participates in the strategic planning for the CEO office and association. Demonstrates mastery of skills and techniques utilized in the CEO office. Success is frequently measured by metrics associated with completing department or program projects or initiatives and demonstrating highly complex and nuanced organizational work environment behaviors. COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING Exercises significant latitude in making decisions in the application of a body of policies, precedents, and guidelines. Consults with senior leadership for decisions involving major policy or budgetary issues. May be responsible for developing and monitoring income and expense budgets for assigned area. Identifies novel and complex problems and issues. Problem analyses include reviewing alternative solutions with likely outcomes. Independent judgements are made within defined practices of the Association. Management approval is required for solution designs outside of APA's defined practices. RELATIONSHIP MANAGEMENT & AUTHORITY Relationships span levels internally and externally and center on the ability to build trust to further long-term working relationships. Strong diplomatic skills and innovation are used to influence others, resolve problems, manage projects, or achieve appropriate solutions. Significant and frequent contact with outside organizations, consultants, vendors, and other organizational partners. ORGANIZATIONAL KNOWLEDGE Demonstrates a detailed knowledge of the operations of the CEO's office, relationship management, and responsibilities. SUPERVISION May mentor and/or manage the work of the Executive Assistant to the CEO. Qualifications REQUIRED SKILLS, EXPERIENCE, AND 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 of 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 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 EOE, including disability/vets Salary-$108,200-$136,000
Created: 2024-10-01