Executive Assistant, Apaf - Washington, United States - American Psychiatric Association

American Psychiatric Association
American Psychiatric Association
Verified Company
Washington, United States

3 weeks ago

Mark Lane

Posted by:

Mark Lane

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Description
***The Executive Assistant to the Office of the Executive Director will provide complete administrative support for the Executive Director and will also provide administrative support to the Managing Director, APA Foundation Programs, Fundraising, and Board of Directors.


DUTIES & RESPONSIBILITIES
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Provide administrative assistance to the Office of the Executive Director

  • Manage, organize, and maintain Executive Director's schedule including travel logistics
  • Research and prepare materials in advance for the APAF leadership'sinternal and external meetings
  • Serves as a point of contact between internal administration, APA members and external partners.
  • Manages Executive Director's expenses including APA Foundation credit card statement and travel reimbursement
  • Take minutes during all regular internal and/or external meetings for the Executive Director and APAF leadership; refine and summarize all minutes in readiness for distribution
  • Set up schedule and coordinate numerous meetings and conference calls; prepare and distribute agenda
  • Support coordination and assembly of APA Foundation reports and presentations for review by Office of Executive Director
  • Supports Executive Director for various APA Governance Meetings including Board of Trustees, Assembly and Components meetings.
  • Draft correspondence to internal and external parties on behalf of Executive Director
  • Prepare PowerPoint presentations and other presentation materials for Executive Director and Foundation team. Perform typing or word processing as needed
- **APAF Board of Directors Support*
  • Schedule all APA Foundation board meetings
  • Support the coordination of Board meeting materials including preparation and distribution to Board members and participants
  • Support logistics of Board meetings including lodging, travel, AV needs, and catering
  • Assist Executive Director in Board, Member and APA Division communications

- **Program Support*
  • Support APAF sponsored annual meetings sessions (logistics, payment, etc)
  • Provide administrative support to APA Foundation Programs and development activities.
  • Assist with preparation of documents and logistics for Corporate Advisory Council meetings and other key Foundation meetings
  • Assist with annual meeting coordination and activities, including scheduling corporate meetings, researching companies, and preparing materials
  • Maintain Foundation files
  • Assist with processing of State Charitable Registrations
  • Provides financial support with the processing of all invoices for programs and initiatives
  • Perform other duties as assigned

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

SCOPE & IMPACT

  • Performs more complex administrative or operational processes for APA Foundation
  • Contributes knowledge and skills to the daytoday activities of APA Foundation
  • Provides suggestions and recommendations that improve processes and increase efficiency
  • Demonstrates proficiency in the use of specialized skills and techniques
  • Success is frequently measured by completing a small to medium set of tasks and demonstrating defined individual and group work environment behaviors

COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING

  • Work is primarily routine as methods and procedures are welldefined, but offers opportunity for minor planning and/or limited choice of work method within established guidelines
  • May propose plans to manage direct responsibilities and assist with other aspects of the program or department more effectively
  • Develops shortterm plans/priorities for meeting individual goals
  • Identifies problems and issues. Implements known solutions with management approval
  • Recognizes outofscope problems and escalates them to the appropriate level

RELATIONSHIP MANAGEMENT & AUTHORITY

  • Relationships primarily center on collaborative work efforts
  • Relationships may include significant facetoface interactions with members, customers, and vendors
  • Accurately differentiates and prioritizes information and/or issues and determines who needs to be consulted or kept informed
  • Uses tact and discretion to obtain cooperation and understanding on routine and nonroutine matters

ORGANIZATIONAL KNOWLEDGE

  • Demonstrates a general understanding of the work or project team's relationships and responsibilities within the department
  • Demonstrates general knowledge of policies, procedures, and terminology of the related department/field

SUPERVISION

  • No direct management or supervisor duties

REQUIRED SKILLS, EXPERIENCE, AND QUALIFICATIONS

  • BA/BS or least 12 years of relevant job experience
  • Proficiency in Microsoft Word, Excel, and PowerPoint
  • Typing speed 50 wpm with 95% accuracy
  • Highly organized with ability to prioritize, multitask and take initiative
  • Possess strong attention to detail and ability to follow through
  • Excellent written and oral
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