Executive Assistant to President

Become a champion of hope.   

At Rosecrance, 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:

• Bachelor's degree preferred. Relevant experience may substitute.
• 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.
• Strong written communication skills.
• 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:

1. Manage the President's complex, high-volume calendar, including resolving conflicts and rearranging in real time when urgent priorities surface.
2. Schedule multi-stakeholder meetings across departments, leadership peers, board members, and external partners.
3. Anticipate prep time, travel time, and recovery time when building the schedule.
4. Triage incoming requests and decide what needs the President's attention versus what can be handled or redirected.
5. Coordinate meetings, projects, and initiatives across Legal, Compliance, Grants, Project Management, Data, Performance Improvement, and IT.
6. Schedule and support department leadership meetings, cross-functional working sessions, and standing committees.
7. Track project timelines, document action items, follow up on commitments, and escalate accountability issues to the President when needed.
8. Take meeting notes, distribute summaries, and track documents and decisions over time.
9. Manage Microsoft Teams channels for active projects and department workspaces, including uploading documents, organizing files, and keeping content current.
10. 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.
11. 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.
12. Set up meeting spaces with appropriate technology, food, and refreshments.
13. Serve as the primary point of contact between the President, their departments, leadership peers, board members, and external partners.
14. Draft and send professional communication on behalf of the President, including emails, meeting requests, follow-ups, and external outreach.
15. Coordinate with conference organizers and external parties to schedule executive participation.
16. Represent the President in a way that reflects well on the organization.
17. Handle office supply ordering for the President's office and supported departments.
18. Process expense reimbursements through Wells Fargo employee reimbursement system.
19. Manage and approve timecards.
20. Maintain organized digital and physical filing systems.
21. Work scheduled hours plus additional hours as needed to meet responsibilities.
22. Understand and comply with the Rosecrance Corporate Compliance Program and Code of Ethics.
23. Deliver excellent customer service to every internal and external customer.
24. Assume other related responsibilities as assigned by management.