Executive Assistant to President

Rosecrance Behavioral Health•Rockford Township, IL

40d•Hybrid

About The Position

The Executive Assistant to the President provides primary administrative and operational support to the President and the Legal, Compliance, Grants, Project Management, Data, Performance Improvement, and IT functions. The role manages complex calendars, coordinates cross-department projects and meetings, plans strategic forums and retreats, and supports corporate functions that do not have dedicated coordinators. It requires moving between executive support and department-level coordination, anticipating needs, exercising judgment on shifting priorities, managing strategic meeting and event logistics end-to-end, and representing leadership in communications with internal teams and external partners. The position is based at Rosecrance in Rockford, Illinois. Remote work is possible for someone residing within 30 miles of Rockford, with onsite meeting support required. Occasional travel outside the Rockford area is expected, estimated at one to two days per month. The schedule is Monday through Friday, 8:30 a.m. to 5:00 p.m., with additional hours as needed. Starting salary is $65,000 per year ($31.25 per hour), with pay based on education, experience, and credentials.

Requirements

Bachelor's degree preferred; relevant experience may substitute.
At least 5 years of experience 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.
Strong written communication skills.
Experience planning and executing complex meetings, retreats, or events end-to-end.
Familiarity with expense management systems.
Extreme attention to detail and consistent follow-through.
Discretion and reliability when handling confidential information.
Belief in Rosecrance's mission and vision.
Ability to work Monday through Friday, 8:30 a.m. to 5:00 p.m., plus additional hours as needed.
Must reside within 30 miles of Rockford for onsite meeting support if working remotely.
Ability to travel outside the Rockford area occasionally, estimated at one to two days per month.

Nice To Haves

Familiarity with Power BI or other reporting tools.
Healthcare or behavioral health industry experience.
Experience supporting board-level activities or governance work.

Responsibilities

Manage the President's complex, high-volume calendar, resolving conflicts and adjusting in real time when urgent priorities arise.
Schedule meetings involving multiple stakeholders across departments, leadership peers, board members, and external partners.
Account for preparation, travel, and recovery time when building the President's schedule.
Triage incoming requests and determine what requires the President's attention and 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 escalate 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 agendas, content, speakers, invitations, RSVPs, travel, lodging, meals, gifts, and post-event surveys.
Coordinate logistics for recurring strategic meetings such as SOP review sessions, including calendar blocks, pre-reads, room materials, refreshments, virtual setup, notes, revisions, and final packets.
Set up meeting spaces with appropriate technology, food, and refreshments.
Serve as the primary point of contact among the President, supported departments, leadership peers, board members, and external partners.
Draft and send professional communications on behalf of the President, including emails, meeting requests, follow-ups, and external outreach.
Coordinate executive participation with conference organizers and external parties.
Represent the President in a manner that reflects well on the organization.
Order office supplies for the President's office and supported departments.
Process expense reimbursements through the 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 internal and external customers.
Assume other related responsibilities as assigned by management.