Key Responsibilities and Required Skills for Executive Planner

🎯 Role Definition

As an Executive Planner, you are the strategic right hand and operational backbone to a senior executive. You are more than an assistant; you are a thought partner, a project driver, and a force multiplier. Your primary objective is to create capacity for the executive by managing their strategic priorities, orchestrating key business rhythms, and ensuring seamless execution of critical initiatives. You will operate with a high degree of autonomy, foresight, and integrity, acting as a trusted advisor and a central point of contact between the executive office and the rest of the organization.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Executive Assistant / Executive Business Partner
Project or Program Manager
Management Consultant
Business Operations Manager

Advancement To:

Chief of Staff
Director of Strategic Initiatives
Head of Operations
Business Unit Leader

Lateral Moves:

Senior Project Manager
Corporate Strategy Manager
Operations Director

Core Responsibilities

Primary Functions

Act as a strategic advisor and thought partner to the executive, providing counsel and insights on business priorities, team dynamics, and operational challenges.
Drive the annual, quarterly, and monthly strategic planning process, ensuring alignment with company objectives and facilitating key review meetings.
Manage the executive’s calendar and schedule with a forward-thinking, strategic mindset, prioritizing engagements and safeguarding time for deep work and planning.
Prepare and orchestrate high-stakes meetings, including executive leadership team sessions, board meetings, and offsites, by setting agendas, compiling pre-read materials, and tracking follow-up on action items.
Lead and manage cross-functional special projects and strategic initiatives from conception through to completion, ensuring they are delivered on time, within scope, and on budget.
Serve as a primary point of contact and liaison between the executive's office and key internal and external stakeholders, including board members, investors, and major partners.
Draft, proofread, and manage critical communications on behalf of the executive, including internal announcements, keynote presentations, and external correspondence.
Conduct in-depth research and synthesize complex information on diverse topics to prepare comprehensive briefings and decision-making support materials for the executive.
Manage the operational rhythm of the business for the executive's department, including all-hands meetings, performance review cycles, and team-building events.
Oversee the budget for the executive office and related strategic projects, including tracking expenditures, forecasting needs, and ensuring fiscal accountability.
Proactively identify, anticipate, and solve potential problems before they escalate, creating a seamless and efficient operational environment for the executive.
Develop, implement, and maintain robust systems and processes to enhance the effectiveness and efficiency of the executive office and leadership team.
Act as a gatekeeper and information filter, triaging incoming requests and information to protect the executive’s time and maintain focus on top priorities.
Build and nurture strong, collaborative relationships across all levels of the organization to facilitate smooth communication and effective project execution.
Track progress against key performance indicators (KPIs) and objectives and key results (OKRs), providing regular, insightful status updates to leadership.
Represent the executive in designated meetings, capturing key takeaways, and ensuring decisions and action items are cascaded to the appropriate teams.
Handle highly sensitive and confidential information with the utmost discretion, professionalism, and integrity.
Partner closely with HR and the executive on key organizational and people-related initiatives, including talent planning, team engagement, and fostering a positive team culture.
Facilitate complex decision-making processes by framing issues clearly, surfacing different perspectives, and driving the group toward a resolution and clear path forward.
Manage complex domestic and international travel logistics, creating detailed itineraries and contingency plans to ensure a seamless experience.

Secondary Functions

Support the planning and execution of company-wide events and conferences as a representative of the executive office.
Assist in the onboarding process for new senior leaders within the executive’s organization.
Contribute to the development of internal communications strategies and content.
Mentor and guide other administrative professionals within the organization, sharing best practices and promoting excellence.

Required Skills & Competencies

Hard Skills (Technical)

Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word, Outlook) and Google Workspace.
Expertise in project and program management tools (e.g., Asana, Jira, Monday.com, Trello).
Strong data analysis and visualization skills to create insightful reports and dashboards.
Experience with budget management, financial tracking, and resource planning.
Mastery of presentation design and the ability to craft compelling, executive-level narratives.

Soft Skills

Unwavering discretion and a proven ability to handle confidential information with integrity.
Exceptional emotional intelligence and superior interpersonal skills to navigate complex relationships.
World-class organizational and time management skills, with an ability to manage multiple competing priorities flawlessly.
Strategic thinking and outstanding problem-solving abilities; able to see the big picture and connect the dots.
Impeccable written and verbal communication skills, with a high degree of professional polish.
High level of professional maturity, executive presence, and sound judgment.
Proactive, forward-thinking mindset with a strong bias for action and an ability to anticipate needs.
The ability to influence and lead without direct authority, driving consensus and collaboration.
Remarkable resilience, adaptability, and poise under pressure in a fast-paced, dynamic environment.

Education & Experience

Educational Background

Minimum Education:

Bachelor's Degree

Preferred Education:

Master of Business Administration (MBA) or related advanced degree

Relevant Fields of Study:

Business Administration
Finance
Communications
Project Management

Experience Requirements

Typical Experience Range:

8-15+ years of progressive experience in an executive support, operations, consulting, or project management capacity.

Preferred:

Direct experience in a role such as Chief of Staff, Executive Business Partner, or Senior Executive Planner within a fast-paced, high-growth technology or corporate environment is highly desirable. A background in management consulting or strategic operations is a significant advantage.