Executive Assistant to President

Rosecrance, Inc.; Rockford (IL); On-site; USD 59,000 - 72,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) with employer match

Paid time off and sick time

Daily pay

Job summary

Rosecrance, Inc. is seeking an Executive Assistant to the President in Rockford, IL. This role provides primary administrative and operational support for the President, coordinating calendars, meetings, and strategic forums across Legal, Compliance, Grants, PM, Data, and IT.

The position demands discretion, reliability with confidential information, and strong communication skills. Responsibilities include planning leadership forums and retreats, managing time-sensitive requests, and serving as

Qualifications

• 5+ years supporting senior executives in a multi-department environment.
• Ability to exercise judgment and work independently for an executive.
• Advanced proficiency with Microsoft 365 (Outlook/Teams/Word/Excel/PowerPoint).
• Experience with project management tools and cross-functional coordination.
• Experience planning and executing complex meetings or events end-to-end.

Responsibilities

• Manage the President's complex, high-volume calendar and resolve conflicts in real time.
• Schedule multi-stakeholder meetings across departments, leadership peers, board members, and external partners.
• Plan prep, travel time, and recovery time for meetings and events.
• Coordinate meetings, projects, and initiatives across Legal, Compliance, Grants, PM, Data, and IT.
• Draft and send professional communications on behalf of the President.
• Triage requests and determine what requires the President's attention.
• Maintain notes, distribute summaries, and track decisions and action items.

Skills

MS 365 proficiency

Independent worker

Calendar & scheduling

Project coordination

Communication & diplomacy

Tools

Power BI

Microsoft 365

Job description

Rosecrance Mulford Office
Rockford, IL 61107, USA

Description

Become a champion of hope.

AtRosecrance, we've been leading the way in behavioral health services for over a century. Our team empowers individuals and families to overcome substance use and mental health challenges through compassionate care and evidence-based therapies. If you're ready to make a meaningful impact, we're ready to welcome you! We are looking for dedicated individuals to join our team and help deliver on our mission of hope and recovery.

Position Summary

The Executive Assistant to the President is the primary administrative and operational support for the President, including Legal, Compliance, Grants, Project Management, Data, Performance Improvement, and IT. This role will manage complex calendars, coordinate cross-department projects and meetings, plan strategic forums and retreats, and serve as the connective tissue across a broad portfolio of back-end corporate functions. The Executive Assistant to the President anticipates needs, makes judgment calls on shifting priorities, owns logistics end-to-end for strategic meetings and events, and represents leadership in communications across the organization and with external partners. Because the supported departments do not have their own dedicated coordinators, this person must move fluidly between executive support and department-level coordination.

Qualifications:

• 5+ years supporting senior executives, ideally in a multi-department or matrixed environment.
• Demonstrated ability to work independently and exercise judgment on behalf of an executive.
• Advanced proficiency in Microsoft 365, including Outlook, Teams, Word, Excel, and PowerPoint.
• Experience managing project management tools and platforms.
• Experience planning and executing complex meetings, retreats, or events end-to-end.
• Familiarity with expense management systems.
• Familiarity with Power BI or other reporting tools preferred.
• Healthcare or behavioral health industry experience preferred.
• Experience supporting board-level activities or governance work preferred.
• Extreme attention to detail and consistent follow-through.
• Discretion and reliability handling confidential information.
• Belief in the mission and vision of Rosecrance.

Responsibilities:

• Manage the President's complex, high-volume calendar, including resolving conflicts and rearranging in real time when urgent priorities surface.
• Schedule multi-stakeholder meetings across departments, leadership peers, board members, and external partners.
• Anticipate prep time, travel time, and recovery time when building the schedule.
• Triage incoming requests and decide what needs the President's attention versus what can be handled or redirected.
• Coordinate meetings, projects, and initiatives across Legal, Compliance, Grants, Project Management, Data, Performance Improvement, and IT.
• Schedule and support department leadership meetings, cross-functional working sessions, and standing committees.
• Track project timelines, document action items, follow up on commitments, and elevate accountability issues to the President when needed.
• Take meeting notes, distribute summaries, and track documents and decisions over time.Manage Microsoft Teams channels for active projects and department workspaces, including uploading documents, organizing files, and keeping content current.
• Plan and execute leadership forums, strategic retreats, and committee meetings end-to-end,including agenda development, content planning, speaker coordination, invites, RSVPs, travel, lodging, meals, gifts, and post-event surveys.
• Run logistics for recurring strategic meetings such as SOP review sessions, including blocking calendars, distributing pre-reads, setting up the room with materials at each seat, ordering refreshments, managing virtual meeting setup, taking notes, drafting revised documents based on discussion, and circulating final packets.
• Set up meeting spaces with appropriate technology, food, and refreshments.
• Serve as the primary point of contact between the President, their departments, leadership peers, board members, and external partners.
• Draft and send professional communication on behalf of the President, including emails, meeting requests, follow-ups, and external outreach.
• Coordinate with conference organizers and external parties to schedule executive participation.
• Represent the President in a way that reflects well on the organization.
• Handle office supply ordering for the President's office and supported departments.
• Process expense reimbursements through Wells Fargo employee reimbursement system.
• Manage and approve timecards.
• Maintain organized digital and physical filing systems.
• Work scheduled hours plus additional hours as needed to meet responsibilities.
• Understand and comply with the Rosecrance Corporate Compliance Program and Code of Ethics.
• Deliver excellent customer service to every internal and external customer.
• Assume other related responsibilities as assigned by management.

Schedule:

• Monday - Friday: 8:30am-5:00pm

Pay: Based on education, experience, and credentials

• Starting salary $65,000/year - $31.25/hour

Work Location:Rosecrance Rockford, IL

• Remote: Must reside within 30 miles of Rockford for onsite meeting support

Rosecrance values its employees and offers a comprehensive benefits package for you and your family:

• Medical, dental, and vision insurance (multiple plan options to meet your needs)
• 401(k) with employer match & discretionary contribution
• Group Life Insurance, LTD and AD&D
• Tuition assistance & licensure/certification reimbursement
• Paid Time Off, sick time, bereavement leave
• Referral program earning up to $1,000 per hire!
• Wellness program, including an on-site gym at select facilities
• Discounts at participating retailers
• Daily payavailable through UKG Wallet for financial flexibility

Who We Are

Rosecrance has been at the forefront of providing behavioral health services for over a century. Our mission is to empower individuals and families to overcome substance abuse and mental health challenges through evidence-based therapies and compassionate care. Join us in our mission to foster lasting recovery and transform lives.

We are committed to providing careers that make a difference in the lives of the people we serve and the people we employ. We do this through the work we do, our core mission and values, our employee resources, and especially through our purpose-driven community of opportunity and hope.

Our Health and Safety Commitment

We maintain a zero-tolerance drug-free environment, including marijuana, to prioritize safety for staff and clients. All candidates must pass an occupational health screening, ensuring a secure and healthy workplace.

Rosecrance is an equal opportunity employer and values diversity in the workplace. We do not discriminate based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, marital status, veteran status, or any other legally protected status. Our hiring decisions are based solely on qualifications, skills, and experience relevant to the requirements of the position.

Our Partnerships

• AARP Employer Pledge Program
• MSEP (Military Spouse Employment Partnership).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.