Director, Scheduling

Role Overview

• 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

Tech Stack

• Swift