Special Projects Advisor to the CEO

at  American Psychiatric Association

POSITION SUMMARY

The Special Projects Advisor to CEO manages the day-to-day operations for the office of APAs CEO and Medical Director. This individualsets and oversees all processes for the CEOs 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.

ORGANIZATIONAL KNOWLEDGE

• Demonstrates a detailed knowledge of the operations of the CEOs office, relationship management, and responsibilities.

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

• 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 CEOs 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 Directors 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 CEOs office and its operations.