Interim Director, Scheduling and Advance

Job Description

Job Description

Planned Parenthood Federation of America (PPFA) is a 501(c)(3) charitable organization that supports the independently incorporated Planned Parenthood affiliates operating health centers across the U.S. Planned Parenthood Action Fund is an independent, nonpartisan, not-for-profit membership organization formed as the advocacy and political arm of Planned Parenthood Federation of America. The Action Fund engages in educational, advocacy, and electoral activity, including grassroots organizing, legislative advocacy, and voter education. Planned Parenthood values the experience of employees and our cultural ethos is “ In This Together” which aims to support a workplace culture that centers belonging, learning and individual recognition. 

Planned Parenthood Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a passionate and high-energy Director, Scheduling and Advance. This job reports to the Deputy Chief of Staff in the Office of the President (OOP) of PPFA. The OOP Team provides support to the President, working closely with colleagues and external stakeholders to ensure that the President and the work of this organization are set up for success. Our Team’s Superpower: The ability to pivot and get things done at the speed of light. 

Purpose:

This is a Cycle hire position expected to start in October 2026 and end in December 2026. The Director of Scheduling and Advance owns the systems and frameworks that ensure the President’s time and engagements advance organizational priorities. This role designs and oversees scheduling intake, prioritization, and briefing processes, serving as the principal authority on scheduling decisions. This role requires balancing strategic foresight with precise execution, ensuring the President’s schedule maximizes impact, strengthens partnerships, and reflects the mission and values of the federation. 

Delivery:

Operations & Administration 

• Originate and manage scheduling frameworks that evaluate, prioritize, and align meeting, travel, and event requests with strategic objectives.
• Lead the day-to-day “intake” process to assess incoming scheduling requests.
• Lead external scheduling requests for the President and related logistics in collaboration with the Deputy Chief of Staff and Special Assistant, Scheduling, prioritizing strategically and aligning with organizational priorities.
• Manage the shared Presidential Affairs team calendar to ensure accuracy, timeliness, and transparency across the organization.
• Convene and lead trip planning calls with internal and external stakeholders to gather information, clarify objectives, and advise on the OOP’s role.
• Lead on all travel and trip logistics associated with the President’s schedule. 
• Oversee briefing and event preparation systems to ensure accuracy, timeliness, and strategic alignment.
• Develop cross-divisional processes that deliver briefing memos, travel confirmations, and speech materials as part of daily packets.
• Ensure the President departs and arrives to meetings on time and fully prepared with agendas, decks, and talking points, and facilitate follow-up actions after engagements.
• Develop and implement workflow processes that ensure the President’s communications are timely and strategically aligned.
• Create proactive and comprehensive action lists ensuring accurate and timely materials are provided and organized with  consistent follow-up and facilitation of next steps 
• Support the President and Special Assistant on trip logistics as needed

Communications Management

• Serve as primary owner of the President’s inbox prioritization framework, determining which issues escalate to the President and which route elsewhere, while providing oversight and guidance to the Special Assistant.
  Act as backup to the Special Assistant on day-to-day inbox execution, including monitoring Presidential Affairs team inboxes, drafting correspondence as needed, and ensuring messages are routed or escalated appropriately.
• Provide real-time, “on-demand” support to the President in rapidly changing contexts.

Special Projects

• Lead special projects and emerging scheduling priorities requiring swift, high-quality decision-making and execution.

 

 

Engagement:

• Act as point of contact and liaison for scheduling priorities, conceptualizing events and meetings that support organizational and divisional goals.
• Partner with responsible teams to confirm materials (briefings, agendas, decks, etc.) are prepared and delivered in line with scheduling decisions.
• Partner across divisions to coordinate operational and strategic scheduling needs.
• Strengthen external relationships by representing the Office of the President with professionalism and credibility.
• Ensure staff traveling with the President are fully prepared with materials, event leads, and security information.

Knowledge, Skills and Abilities (KSAs):

• Bachelor's Degree or equivalent years of experience required
• Minimum of 10 years of relevant experience supporting C-Suite executives
• Demonstrated ability to evaluate and align competing scheduling demands with organizational priorities, exercising discretion in high-stakes and sensitive contexts.
• Deep understanding of the sensitivity of information handled by the Office of the President and a demonstrated 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, coupled with the ability to connect details to broader organizational objectives.
• Capacity to cultivate trust and collaboration across senior leaders, affiliates, and external partners, positioning scheduling decisions as strategic tools for impact.
• 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
• A deep commitment to Planned Parenthood’s mission of promoting Sexual and Reproductive Health

Travel : 25% domestic travel

Planned Parenthood Federation of America participates in the E-Verify program. Planned Parenthood Federation of America is an equal employment opportunity employer and is committed to maintaining a non-discriminatory work environment, and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law.  Planned Parenthood is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.