Job description
Note: APA operates on a 37.5-hour work week with one-hour lunch breaks each day. APA sets salaries based on several considerations, including years of relevant experience, level of education, and previous staff and/or governance experience at APA.
The Center for Behavioral Science and AI (CBSAI) is a new APA entity built to shape how AI systems affect the people who use them, starting with its first priority area, Youth Safety & Wellbeing. The Center Coordinator keeps the Center's people, partners, and calendar organized and moving: handling administrative tasks for the Center's team members — travel, meetings, and bookings — managing the pipelines that prompt Center leaders to engage with partners and funders, coordinating convenings and external meetings, owning the Center's annual calendar, and tracking every external deadline the Center faces across policy, funding, and speaking opportunities.
This is, at its core, a highly capable executive assistant and operations role for someone who loves being organized, anticipates what's needed, and enjoys the pace of a small, fast-moving start-up team.
Education and Experience Required:
Bachelor's degree or equivalent professional experience.
2–5 years of experience in an administrative, coordination, or executive-support role (internships and relevant student leadership experience count); experience in a nonprofit, start-up, or research environment a plus.
Some experience managing calendars, travel, or event logistics for one or more people preferred, but not required — we'll train the right person.
Some experience tracking deadlines or pipelines across multiple stakeholders (e.g., a CRM, grants tracker, or similar) a plus.
Knowledge & Skills Required:
Highly organized and detail-oriented; able to juggle multiple people's priorities and deadlines at once without dropping anything.
Comfortable operating at start-up speed in a newly formed, founding-phase organization with evolving processes and limited infrastructure.
Strong written and verbal communication skills; polished and professional in correspondence with senior academics, funders, and partners.
Sound judgment and discretion handling sensitive scheduling, travel, and partner/funder information.
Comfortable with calendar, travel, and productivity tools (e.g., Outlook or Google Calendar, MS Office 365, travel-booking platforms) and quick to pick up new project- or pipeline-tracking tools.
Genuinely energized by making other people's work succeed — coordinating the people, logistics, and details behind a project.
Responsibilities:
Administrative & Executive Support
Handle administrative tasks for Center team members — starting with the Executive Director and Scientific Director — including travel, meetings, and bookings.
Anticipate scheduling conflicts and competing priorities across leaders' calendars and resolve them proactively.
Partner & Funder Pipeline Management
Manage the pipelines for all Center partners — funders, AI-company and industry supporters, and scientific/advisory contacts.
Proactively prompt the appropriate Center leader to engage across those pipelines so relationships and opportunities grow.
Convenings & External Meeting Coordination
Coordinate logistics for convenings the Center hosts and external meetings Center leaders attend — venue, catering, printed and physical materials, run-of-show, and attendee coordination.
Coordinate travel logistics for Center leaders, speakers, advisory members, and guests attending these convenings and meetings.
Center Calendar
Own and maintain the Center's annual calendar of activities, meetings, and deadlines.
Speaking Opportunities
Manage speaking opportunities related to the Center: track opportunities, ensure pitches and applications go in on time, and coordinate logistics for confirmed engagements.
External Deadline Tracking
Maintain a master tracker of external deadlines across policy submissions, funding/grant opportunities, and speaking opportunities.
Flag upcoming deadlines to the Executive Director and Scientific Director with enough lead time for the Center to act.
Special Projects & Meeting Coordination
Take on special projects as assigned by the Executive Director
Coordinate meetings and logistics needed to support those special projects across the Center.
Travel
Some travel possible to provide on-site support for Center-hosted convenings and external meetings.
Other Duties as Assigned
About APA:
The American Psychological Association (APA) represents 146,000 psychologists, students, and affiliates, primarily in the U.S. and Canada but also in other countries around the world. APA is a scientific and professional organization with about 500 employees and is categorized as a 501(c)(3) along with its 501(c)(6) companion organization, APA Services, Inc.
APA offers a generous employee benefits program, including Remote Work/Flexible Scheduling; a 401(k) option with employer match of up to 4%; medical, dental, and vision insurance options and an outpatient mental health benefit; paid personal/vacation time plus 12 paid holidays; Family/Medical Leave; tuition assistance; an Employee Assistance Program (EAP); short- and long-term disability insurance; and more.
Job Location: Remote: APA jobs may be considered for remote work eligibility as defined in APA’s Flexible Work Policy and are subject to approval. Remote work employees may not work from the following states or U.S. territories: Alaska, California, Colorado, Guam, Hawaii, Iowa, Louisiana, Montana, Nebraska, New York, North Dakota, Ohio, Puerto Rico, Rhode Island, U.S. Virgin Islands, Washington, Wyoming.
Application Instructions:
Qualified candidates must apply online through APA’s applicant system and attach a resume and cover letter specifying your salary expectations. Applications that are submitted without both documents are considered incomplete and will not be reviewed for consideration. Once your application is submitted, you will receive a confirmation email. Please make sure to check your Spam folder if you do not receive an email from us.
The American Psychological Association is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity or expression, marital status, personal appearance, familial status, family responsibilities, matriculation, political affiliation, genetic information, protected veteran status, or any other characteristic protected under applicable federal, state, or local law. #LIremote
Originally posted on Himalayas
Who can apply
Eligible countries: United States. Accepted UTC offsets: UTC-10, UTC-9, UTC-8, UTC-7, UTC-6, UTC-5, UTC+14. Review the full description for employer-specific work authorization, residency and schedule requirements.