[Hiring] Center Coordinator @American Psychological Association

Role Description

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.
• 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.

Qualifications

• 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.

Requirements

• 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

Benefits

• Remote Work/Flexible Scheduling.
• 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.
• Employee Assistance Program (EAP).
• Short- and long-term disability insurance.
• And more.

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.