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 precision execution, ensuring the President’s schedule maximizes impact, strengthens partnerships, and reflects the mission and values of the federation.
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.
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.
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.
Lead special projects and emerging scheduling priorities requiring swift, high-quality decision-making and execution.

Requirements

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

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

scheduling frameworkslogistics managementbriefing preparationevent planningworkflow processesdecision-makingstrategic alignmentconfidentiality managementtime managementorganizational prioritization

Soft Skills

strategic foresightattention to detailorganizational skillscollaborationdiscretionprofessionalismadaptabilitytrust cultivationcomposure under pressurecommunication

Certifications

Bachelor's Degree