Executive Assistant

Position Summary

The American Psychiatric Association is seeking an experienced Executive Assistant to provide executive level support our new CEO and Medical Director. This role provides schedule management, domestic and international travel management, drafting and management of executive correspondence, agenda development, meeting logistics and minutes, tracking of deliverables, and research to support APA initiatives. The goal of the Executive Assistant is to ensure the CEO and Medical Director has a seamless daily schedule and that both short and long-term projects are carried out to timely completion.

The individual selected for this role must have experience managing multiple projects and responsibilities, navigating complex issues, and working with minimal supervision. The ideal candidate will be exceptionally organized, detail oriented, possess strong technology skills, and proactive with a natural ability to thrive in a professional and team-oriented environment. Experience supporting c-suite executives, ability to act as a liaison between leadership, staff, members, and the public will be important. Exceptional interpersonal, oral and written communication skills, and the ability to diplomatically manage confidential and sensitive issues are crucial to be successful in this position.

Duties & Responsibilities

• Provides executive level administrative and logical support in the implementation of projects and responsibilities related to the APA and external organizations.
• Organizes all aspects of the CEO and Medical Director’s schedule, including in-house and local meetings, conference calls, out of town and international meetings, etc.
• Manages all travel logistics, both domestic and international travel, necessary visas and travel documents
• Prepares travel folders and related meeting materials, including briefing documents in time for review and comment prior to the meeting.
• Works closely with the Senior Director, Strategic Initiatives to coordinate day-to-day support for the CEO Office and support for APA Officers, as needed.
• Conducts research in support of APA initiatives for the CEO Office.
• Works closely with APA staff to ensure timely provision of back-up and informational materials relevant to CEO and Medical Director meetings, projects and initiatives.
• Works closely with counterparts of organizations on which the CEO and Medical Director is a Board member.
• Maintains certification and licensure documents and CME records for the CEO and Medical Director, as requested.
• Updates CEO and Medical Director’s Curriculum Vitae and biography, as needed.
• Drafts routine correspondence and responds to internal and external requests on behalf of the CEO.
• Disseminates written communication follows up with APA division chiefs and staff for appropriate follow-up.
• Schedules and provides logistical support to the CEO and Medical Director for in-house meetings. Works with appropriate APA staff to schedule external meeting sites.
• Drafts and distributes internal meeting agendas, takes minute notes, and tracks follow-up action items, as needed.
• Drafts PowerPoint presentations for internal and external meetings.
• Prepares meeting registrations for external meetings and processes registration material.
• Prepares Divvy expense reports, check requests, and reimbursement requests on behalf of the CEO and Medical Director following travel, meetings, etc.
• Maintains records of honorarium for end of year tax purposes.
• Processes and monitors allied organization memberships/dues.
• Processes subscriptions, book orders, etc.
• May service on cross-organizational committees.
• May plan small conferences.
• Performs other duties as assigned.
  
  

COMPETENCIES

The Senior Executive Assistant’s performance on these duties and responsibilities will be measured using the following competencies:

SCOPE & IMPACT

• Performs tasks that significantly impact the CEO Office and require the ability to gather, organize, verify, compose, and/or analyze established concepts, policies, and procedures to complete several multistep functions.
• Responsible for specific daily activities for a body of work or publication
• Demonstrates proficiency in the use of specialized skills and techniques.
• Success is frequently measured by completing a complex set of tasks and demonstrating complex and nuanced individual and group work environment behaviors.
  
  

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

• Exercises judgment to choose a work method/procedure and to schedule tasks appropriately to meet guidelines.
• Must demonstrate sound decision-making in a range of situations.
• Has authority to make decisions relevant to day-to-day operations.
• Identifies complex problems and issues. Designs and implements solutions with management approval.
• Recognizes out-of-scope problems and escalates them to the appropriate level.
  
  

RELATIONSHIP MANAGEMENT & AUTHORITY

• Relationships span levels internally and externally and center on collaborative work efforts.
• Has regular contact with outside partners and organizations.
• Has extensive contact with management, staff, and colleagues across departments to identify, learn, explain, and report on key issues, trends, and challenges.
• Uses diplomatic skills to obtain trust, cooperation, and understanding in order to resolve more complex problems.
• May represent the organization as a liaison to APA governance and other external coalitions and audiences with guidance from supervisor.
  
  

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a full understanding of the work or project team's relationships and responsibilities within the department.
• Demonstrates a thorough working knowledge of policies, procedures, and terminology of the related department.
• Demonstrates a working knowledge of the governance functions of APA.
  
  

Required Skills, Experience, And Qualifications

• BA/BS preferred with at least 5 years of relevant experience. APA accepts demonstrated relevant work experience as substitute for degree requirements.
• Experience in membership associations is preferred.
• Highly proficient in Microsoft Office Suite including Word, Excel, and PowerPoint.
• Highly organized with ability to prioritize, multitask and take initiative.
• Possess strong attention to detail and ability to follow through.
• Excellent written and oral communication skills.
• 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.
• Experience working with Boards of trustees.
  
  

EOE, including disability/vets

Salary-$76,100-$103,300