Manager, Scheduling and Advance
- Planned Parenthood Federation of America
- New York, NY
- Full Time
- 12 days ago
Salary
$85K - $90K / Year
Advertisement
Job Description
Planned Parenthood is the nation’s leading provider and advocate of high-quality, affordable sexual and reproductive health care for all people, as well as the nation’s largest provider of sex education. With more than 600 health centers across the country, Planned Parenthood organizations serve all patients with care and compassion, with respect, and without judgment, striving to create equitable access to health care. Through health centers, programs in schools and communities, and online resources, Planned Parenthood is a trusted source of reliable education and information that allows people to make informed health decisions. We do all this because we care passionately about helping people lead healthier lives.
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 Federation of America (PPFA) and Planned Parenthood Action Fund (PPAF) seek a Manager of Scheduling and Advance in the Office of the President. This job reports to the Deputy Chief of Staff and works closely with the Manager of OOP and members of the team. The OOP develops, monitors, and supports all organizational priorities and cross-cutting strategies on behalf of the National Office and the Federation. 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.
This role is an Election Cycle position to support Planned Parenthood Action Funds and Planned Parenthood Votes. This role will also provide general support to PPFA.
Purpose:
The Manager of Scheduling and Advance will provide scheduling and administrative support for the Office of the President and the President and CEO of PPFA. This person will coordinate with the DCOS and Manager of OOP and other relevant stakeholders for information sharing and to move projects forward They will act independently while knowing when to ask for guidance or direction and will require a high degree of multitasking, often within the context of urgent deadlines - therefore, diplomacy, tenacity, and a positive attitude are essential.
Successful candidates will be able to execute assignments while paying attention to detail across a high volume of requests. The candidate must be able to work through the election with the ability to travel and work nights and weekends. This is a time-bound role related to the election cycle and is expected to end 6 months from the start date.
Delivery:
Partnership with the Deputy Chief of Staff and Manager, Office of the President
- Partner with the DCOS and Manager, Office of the President to fully understand and advance the priorities and goals of PPFA and the President through the strategic use of the President’s time, relationships, and engagements.
- In partnership with DCOS and Manager, Office of the President, work closely with leaders across the organization to maintain awareness of priority projects and initiatives
Scheduling & Advance
- Support the DCOS to convene national office leaders to set scheduling priorities and conceptualize meetings/events that support and align with organizational and divisional goals.
- Coordinate planning calls with internal/external stakeholders to gather information and support DCOS in providing feedback on the OOP’s role in events and meetings.
- Work in partnership with DCOS to ensure the President gets the most out of everything on the calendar
- Maximize opportunities on the ground when traveling
- Work with the speechwriter to ensure our messaging is appropriate for the audience at speaking engagements
- Provide executive support when accompanying the President in meetings, events, and travel
- Ensure appropriate stakeholders are informed of scheduling requests
- Suggest a surrogate, for any invitations not accepted
- In partnership with the Manager, Office of the President, assist DCOS with planning and directing the response, attendance, and advance for all accepted invitations for the President. Determine the appropriate and respectful response and, at times provide strategic oversight and management of the Office of the President
- Liaise with the PPFA security team so they are aware of the President’s travel and movements and work with the Manager of OOP to ensure coordination of any necessary actions.
- When traveling with the president have all materials, contact information for event leads, security contact information
- Work collaboratively with campaign staff, and build relationships with coalitions to foster networking opportunities
Executive Support
- Create and manage cross-divisional processes to ensure briefing memos and speech materials are accurate, timely, and are incorporated in daily materials provided to the President.
- Support the DCOS in tracking the President’s touchpoints with key stakeholders and ensure follow-through on recommendations and decisions made by OOP leadership for future touchpoints to support relationship management
- In partnership with the Manager, Office of the President, ensure the “Daily Wrap” document is maintained and updated daily and manage follow-up on items as needed.
OOP Leadership
- Support the DCOS in creating a highly functioning executive office environment that is especially sensitive and responsive to the needs of the President and the varied constituencies who interact with her.
- Manage, track, and coordinate the “intake” process of all scheduling requests for OOP to review and ensure all incoming event requests, meetings, and travel have been assessed by DCOS.
- Ensure the President has support at all times, maintaining an on-call list for the Office of the President team for nights/weekend work.
Engagement:
Demonstrate a keen ability to collaborate and build relationships with leaders across divisions and other key stakeholders, including affiliate leaders. It will be important for this person to be a trusted source when it comes to managing the President’s schedule and ensuring the President is attending important events that will help drive PPFA’s mission.
Knowledge, Skills, and Abilities (KSAs):
- Bachelor's Degree or equivalent years of experience required
- 5+ years of experience directly related to project coordination and/or administrative support and relevant experience supporting C-Suite executives
- Experience in political campaigns, electoral management, organizing and/or fundraising
- Experience working with high-level stakeholders, such as candidates, donors, board members, campaign staff, party committees, partner organizations, and cross-team colleagues
- The ability to navigate challenging situations and personalities with diplomacy
- Excellent communication (written & verbal) skills.
- Proven track record of meeting deadlines and deliverables with quick turnarounds.
- Thrives in a campaign-style environment with "rapid-fire" deadlines and responses.
- Excellent attention to detail
- A collaborative team player that can work well with cross-divisional teams and stakeholders
- Understanding and competing demands works well in a fast-paced environment while providing exemplary customer service
- Ability to communicate clearly with diverse stakeholders
- Strong verbal and written communication
- Highly organized with the ability to handle multiple and simultaneous tasks and projects
- Strong problem-solving skills
- Excellent time management skills
- High emotional intelligence
- Flexibility and ability to adapt to quickly changing priorities and ambiguous situations
Travel: 25-30%
$85,000 - $90,000 a year
Total offer package to include generous vacation + sick leave + paid holidays, individual/family provided medical, dental and vision benefits effective day 1, life insurance, short/long term disability, paid family leave and 401k. We also offer voluntary opt-in for Flexible Spending Account (FSA) and Transportation/Commuter accounts.
We value a truly diverse workforce and a culture of inclusivity and belonging. Our goal is to attract qualified candidates and encourage applications from all individuals without regard to race, color, religion, sex, national origin, age, disability, veteran status, marital status, sexual orientation, gender identity, or any other characteristic protected by applicable law. We're committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation.
PPFA participates in the E-Verify program and is an Equal Opportunity Employer.
#LI-SY1
- PDN-HR
Roles that are denoted as NYC, DC, or both will work a hybrid schedule, requiring 2-3 days per week in the office unless the role is denoted as onsite, which requires working onsite full time or 5 days per week.
Jobs of Interest
Recent Stories
ॐ श्रीं ह्रीं क्लीं श्रीं क्लीं वित्तेश्वराय नमः॥