Interim Director, Scheduling and Advance
About The Position
Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a passionate, high-energy Director, Scheduling and Advance to support the President through the Office of the President. The role reports to the Deputy Chief of Staff and is a cycle hire expected to run from October 2026 through December 2026. The Director owns the systems and frameworks that ensure the President’s time and engagements advance organizational priorities. The position designs and oversees scheduling intake, prioritization, briefing, and event preparation processes and serves as the principal authority on scheduling decisions. The role balances strategic foresight with precise execution to maximize the impact of the President’s schedule, strengthen partnerships, and reflect the federation’s mission and values. It leads scheduling operations, travel and trip logistics, briefing and communications workflows, and special projects. The Director also represents the Office of the President in relationships with internal teams and external stakeholders, providing real-time support in rapidly changing contexts. Domestic travel is approximately 25%.
Requirements
- Bachelor’s degree or equivalent years of experience.
- At least 10 years of relevant experience supporting C-suite executives.
- Ability to evaluate and align competing scheduling demands with organizational priorities and exercise discretion in high-stakes, sensitive contexts.
- Understanding of the sensitivity of information handled by the Office of the President and ability to safeguard confidentiality when accessing high-level policy or organizational data.
- Ability to make sound, timely decisions in high-pressure or rapidly evolving situations while maintaining composure, discretion, and professionalism.
- Excellent attention to detail with a strategic lens; strong organizational skills and precision in managing logistics, with the ability to connect details to broader organizational objectives.
- Ability to cultivate trust and collaboration across senior leaders, affiliates, and external partners.
- High proficiency in Google products.
- Flexibility and ability to adapt to quickly changing priorities and ambiguous situations.
- Commitment to PPFA’s mission and diversity, equity, and inclusion, particularly surrounding race equity.
- Deep commitment to Planned Parenthood’s mission of promoting sexual and reproductive health.
Responsibilities
- Originate and manage scheduling frameworks to evaluate, prioritize, and align meeting, travel, and event requests with strategic objectives.
- Lead the day-to-day scheduling intake process and assess incoming requests.
- Lead external scheduling requests for the President and related logistics in collaboration with the Deputy Chief of Staff and Special Assistant, prioritizing strategically and aligning with organizational priorities.
- Manage the shared Presidential Affairs team calendar for accuracy, timeliness, and transparency.
- Convene and lead trip-planning calls with internal and external stakeholders to gather information, clarify objectives, and advise on the Office of the President’s role.
- Lead travel and trip logistics associated with the President’s schedule.
- Oversee briefing and event preparation systems for accuracy, timeliness, and strategic alignment.
- Develop cross-divisional processes for delivering briefing memos, travel confirmations, and speech materials as part of daily packets.
- Ensure the President arrives at and departs from meetings on time and prepared with agendas, decks, and talking points; facilitate follow-up actions after engagements.
- Develop and implement workflow processes to ensure the President’s communications are timely and strategically aligned.
- Create proactive action lists, organize materials, and ensure timely delivery, consistent follow-up, and facilitation of next steps.
- Support the President and Special Assistant with trip logistics as needed.
- Own the President’s inbox prioritization framework, determine which issues are escalated to the President or routed elsewhere, and provide oversight and guidance to the Special Assistant.
- Back up the Special Assistant on day-to-day inbox execution, including monitoring Presidential Affairs team inboxes, drafting correspondence as needed, and routing or escalating messages appropriately.
- Provide real-time, on-demand support to the President in rapidly changing contexts.
- Lead special projects and emerging scheduling priorities requiring swift, high-quality decision-making and execution.
- Serve as a point of contact and liaison for scheduling priorities and conceptualize events and meetings that support organizational and divisional goals.
- Coordinate with responsible teams to ensure briefing materials, agendas, decks, and other materials are prepared and delivered in line with scheduling decisions.
- Partner across divisions to coordinate operational and strategic scheduling needs.
- Represent the Office of the President professionally and credibly to strengthen external relationships.
- Ensure staff traveling with the President are prepared with materials, event leads, and security information.
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What This Job Offers
Job Type
Full-time
Career Level
Director
