Executive Planner

Excentia, PA; California (MO); On-site; USD 55,000 - 75,000; Full time

Job summary

A leading non-profit organization in California, Missouri is seeking an Executive Planner to support the Chief Executive Officer. The role involves managing the CEO's calendar, coordinating meetings, and liaising with the Board of Directors. Candidates should have over 2 years of experience in executive planning, excellent communication skills, and proficiency in Microsoft Office. The position requires maintaining confidentiality and supporting governance functions while fostering a positive work environment.

Qualifications

• Ability to read and interpret documents effectively.
• Exceptional ability to manage multiple priorities.
• Strong writing and editing skills.
• PA driver’s license.
• Ability to maintain confidentiality.
• Excellent written and verbal communication.
• Ability to manage multiple priorities.

Responsibilities

• Maintain the CEO’s calendar and schedule meetings.
• Track and oversee expenses for the CEO.
• Serve as a liaison between executives and board members.
• Liaise with leadership, boards, partners, and stakeholders.
• Monitor deadlines and follow up on action items.
• Handle confidential records with discretion.
• Support donor relations and fundraising activities as needed.

Skills

Communication skills

Attention to detail

Proficient in Microsoft Office

Confidentiality

Proactive problem solving

Relationship building

Relationship building

Deadline driven

Education

2+ years of experience as an Executive Planner

Knowledge of intellectual disabilities and mental health services

Familiarity with human services regulations

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

# Executive Planner1. Maintain the Chief Executive Officer’s calendar by planning and scheduling meetings, conferences, and visits with the Board of Directors, as well as the organization’s programs.2. Manage and coordinate executive calendars, including meetings, appointments, travel arrangements, and events.3. Track and oversee expenses for the Chief Executive Officer.4. Reconcile and track expenses and complete and submit the necessary documentation to the Finance Department.5. Draft, prepare, and revise reports, presentations, and correspondence for executives.6. Assist departmental directors with administrative tasks as needed, including but not limited to audit, quality assurance, and licensing purposes.7. Coordinate Board of Directors’ meetings, including scheduling, preparing agendas, compiling reports, distributing materials, and recording minutes.8. Serve as a liaison between executives, leadership teams, Boards of Directors, community partners, government agencies and organizations, internal and external stakeholders, and families.9. Enroll executives and the leadership team in external training sessions and seminars, including making any necessary travel arrangements.10. Prepare and submit all required documentation and payments for annual applications to external professional organizations.11. Notify C-Suite and relevant personnel of critical information, including awareness of specific due dates.12. Prepare and send greeting cards from the Chief Executive Officer and other leaders to staff, families, and individuals we support.13. Prepare the annual holiday gift request to an outside vendor for the organization, on behalf of its partners and supporters.14. Support donor relations and fundraising activities as needed.15. Respond quickly and positively to planned and unplanned project needs.16. Maintain confidential records and organizational documents.17. Assist with special projects and strategic initiatives.18. Track deadlines, follow up on action items, and ensure timely completion of tasks.19. Uphold confidentiality and handle sensitive information with professionalism and discretion.20. Provide suggestions and strategies to enhance work processes and procedures.21. Maintain open communication channels to promote a positive work environment.22. Stay current professionally and technically by participating in educational workshops.23. Demonstrate and exhibit the organization’s core values.24. Other duties as assigned.## Qualifications1. **COMMUNICATION**1. Ability to read and interpret documents;2. Ability to read, analyze, and interpret information;3. Ability to write reports and business correspondence;4. Communication must be consistent with the Core Values of the organization at all times.2. **SKILLS (Possess the following)**1. Strong dedication to the organization’s mission and values.2. Clear, professional, and compassionate communicator with strong writing and editing skills.3. Exceptional ability to manage multiple priorities, schedules, and attention to detail.4. Trusted to maintain confidentiality and integrity when handling sensitive information.5. Experience in supporting governance functions and collaborating with board members.6. Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and capable of typing a minimum of 50 WPM with 98-100% accuracy.7. Resourceful and proactive in solving challenges and improving processes.8. Collaborative, diplomatic, and skilled at building strong relationships across diverse teams.9. Ability to meet deadlines and adapt to changing priorities3. **EMPLOYMENT EXPERIENCE AND EDUCATION*** 2+ years of experience as an Executive Planner preferably in a non-profit or mission-driven organization, working with and supporting senior leadership and board governance.* Knowledge of services in the fields of intellectual disabilities and mental health.* Familiarity with regulatory and funding environments in human services..4. **CERTIFICATES/LICENSES/REGISTRATIONS*** Valid PA Driver’s License.***ACKNOWLEDGEMENT: I have reviewed and understand the requirements including the essential job functions and physical demands of my job description and I agree that I have the required skills and can perform these requirements with or without reasonable accommodation.***