Executive Assistant/Board Liaison

Position Title:   Executive Assistant/Board Liaison           

Reports to:       Chief Executive Officer (CEO)

ORGANIZATION SUMMARY

The Depression and Bipolar Support Alliance (DBSA) is the leading peer-directed national organization focusing on the two most prevalent mental health conditions, depression and bipolar disorder, which affect more than 21 million Americans, account for 90% of the nation’s suicides every year, and cost $23 billion in lost workdays and other workplace losses.

DBSA’s peer-based, wellness-oriented, and empowering services and resources are available when people need them, where they need them, and how they need to receive them—online 24/7, in local support groups, in audio and videocasts, or in printed materials distributed by DBSA, our chapters, and mental health care facilities across America.

Through our extensive online and print resources and our more than 400 support groups, DBSA reaches millions of people each year with in-person and online peer support; current, readily understandable information about depression and bipolar disorder; nationally recognized peer support services training; and empowering tools focused on an integrated approach to wellness.

DBSA is led by and created for individuals living with a mood disorder, and that experience informs everything that we do.

OUR VALUES

1. Community—DBSA creates the opportunity for meaningful lives by compassionately engaging with individuals and providing peer-led support groups, educational materials, and wellness tools that focus on resiliency, achievement, creativity, and connection.

2. Inspiration—DBSA celebrates peers’ accomplishments, including those of the many talented, successful individuals recognized by the public for their contributions to the world.

3. Wisdom—DBSA advances learning through research and experience while promoting a transformative understanding of mental health through wide, timely dissemination of information about the latest treatments, wellness practices, and lived experiences.

4. Responsibility—DBSA advocates for the right of peers to choose their own paths to mental, emotional, and physical wellness while promoting structures and practices that advance whole health and accessible care for everyone.

Scope of Role

The Executive Assistant ensures a high-functioning executive office with experienced, diplomatic, and proactive support to the CEO. The Executive Assistant will be required to learn about and understand the structure of DBSA both internally and externally to provide senior-level assistance to the CEO to help DBSA make progress on organizational initiatives. This includes the coordination of activities and ensuring the timely flow of information to and from the executive office. This position will handle details of a highly confidential and critical nature and must function efficiently and effectively in a fast-paced professional environment. The Executive Assistant also serves as the liaison to the DBSA board of directors. This position requires excellent organizational and project management skills, computer software and database experience, and the ability to communicate with a diverse array of constituencies. This position is full-time, 37.5 hours/week, non-exempt, with excellent benefits.

Duties & Responsibilities

• Provide experienced C-suite administrative support and coordination to the CEO including calendar management, drafting correspondence, making travel arrangements, preparing expense reports, drafting reports, presentations, and background materials for the CEO
• Provide assistance in organizational initiatives including but not limited to the compilation and maintenance of reports such as for DBSA strategic plan, and key performance indicator dashboard.
• Anticipate the CEO’s needs and act accordingly by proactively bringing together appropriate people and resources to support in addressing issues
• Prepare, produce, and distribute background and briefing materials and itineraries related to CEO’s meetings, presentations, conferences, and travel; coordinate with DBSA management team and staff, when necessary

·      Work with Board of Directors and staff to prepare for all board and board committee meetings, including agenda & materials; logistics & communications; minutes preparation and other related assignments

·      Assist CEO with some personal contact with Board members, Scientific Advisory Board members, committee members, and other stakeholders on matters not requiring executive attention

• Attend and provide administrative assistance at all board and committee meetings
• Represent the CEO in a professional and congenial manner in person, telephone conversations and in written correspondence. Research, prioritize and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
• Serve as project manager on assigned initiatives, leading the design, planning, and execution of activities and tactics.
• Serve as a project team member on assigned projects.
• Manage assigned budget areas, including reviewing invoices, contracts, tracking expenditures, and preparing reports.
• Provide administrative support to other groups as requested.
• Perform other duties as assigned.

These describe the general nature and level of work performed and are not to be construed as an exhaustive list of all duties that may be performed by a person in this position. The requirements of this position are subject to change with or without prior notice.

Qualifications

• Bachelor’s degree required or related/related years of experience.
• Minimum of 5 years of experience, ideally in a high-performing environment with supervisory and/or project management experience.
• Strong analytical and quantitative skills and demonstrated critical thinking ability.
• Outstanding interpersonal and diplomatic skills and a high-energy approach to staff and volunteer management.
• Excellent written and oral communications skills, including assisting in the creation of presentation materials. Must be able to communicate and represent information for executive level consideration both internally and with board and volunteer leadership.
• Strong organizational and computer skills (MS Office Suite).
• Great attention to detail.
• Proven ability to develop and manage systems and processes, as well as organize and prioritize multiple complex projects and tasks.
• Experience managing budgets and goals.
• Must be able to perform responsibilities with composure under the stress of deadlines.
• Must be capable of exercising highest level of discretion on both internal and external confidential matters.
• Evening/weekend work may be required on occasion, along with the need for flexibility in arranging work schedule.

BENEFITS:

Salary Information: $58,000 - $62,000 annually

This is a non-exempt (hourly) full-time position with generous benefits including health, dental, vision, disability, 401K, and life insurance. The position will primarily work standard hours of 8:30 am – 5:00 pm, with flexible start/end times possible. Periodic evening or weekend hours may be required.

Currently, this position requires two (2) days (Monday & Wednesdays) in the office. The candidate may work the remaining days remotely. * 

DEDICATION TO AN EQUITABLE WORKPLACE 

DBSA is committed to equal employment opportunity for all employees, and to providing employees with a work environment free of any form of discrimination and harassment. DBSA is committed to achieving a diverse workforce through our equal opportunity and nondiscrimination policies in all aspects of employment including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training.

At DBSA, we make a point to celebrate our differences and respect each other's unique perspectives. In fact, it is core to the work we do. DBSA encourages our employees to bring their authentic selves to work, where they receive a wholehearted welcome.

CONDITION OF EMPLOYMENT

DBSA employees are required to provide digital proof of an updated COVID-19 vaccination status within 45 days of the acceptance of the employment offer unless the employee is granted accommodation in accordance with applicable laws.*

* This policy may be reviewed and revised.