Scheduler to the President

[christop...@ppfa.org]

PLANNED PARENTHOOD FEDERATION OF AMERICA

Scheduler to the President

New York City, NY

For nearly a century, Planned Parenthood has fought for a world where every woman has immediate and unfettered access to the basic reproductive care and knowledge that is her human right.  With its 59 affiliates managing nearly 700 health centers nationwide, Planned Parenthood provides family planning and reproductive health care services, education, and information to millions of women, men, and young people each year.  Now, as the leading reproductive rights advocate, health care provider, and sex educator for women, Planned Parenthood looks to its next 100 years. 

The Office of the President has an opportunity for a Scheduler to the President.  Reporting to the Manager, OOP of the Office of the President Division, the Scheduler will be responsible for:

• Facilitating cross-divisional communication and cooperation to ensure the President’s time is strategically allocated to further organizational and departmental goals
• Fostering and growing relationships with both internal and external stakeholders through special projects and while collaborating on the building and execution of the President’s schedule
• Executing the planning and related advance & travel logistics for the schedule of the President
• Serving as a point of contact for all internal/external scheduling requests for the President
• Improving scheduling templates as needed and scheduling call formats

DUTIES & RESPONSIBILITES

• Execute and help plan the schedule of the President, in conjunction with the Manager of the OOP.  Ensure that the schedule meets the priorities and goals of the OOP Strategy and partner with the Manager of OOP in the overall vision of the schedule
• Manage all internal and external scheduling requests of the President.  Collect and maintain ongoing scheduling requests ensuring all calendar requests are documented and appropriate review occurs
• Oversees all traveling and advance logistics related to the schedule of the President.  Organize trip planning calls with internal/external stakeholders, develop written, detailed schedules, and manage all related travel in conjunction with the schedule and from time to time for the President’s traveling party.  Manage and maintain logistics related to the schedule including agenda scope and briefing materials
• Manage cross-divisionally to ensure that all materials related to the schedule including briefing memos, travel confirmations and speech materials are accurate, timely and are incorporated in the daily briefing binder
• Partner with the Manager to create the President’s call and action lists and assists the President in executing said lists
• Develop and improve templates and formats related to the scheduling process.  Such materials include scheduling template, scheduling request template, event memo template and final product, and trip call agenda
• Complete special projects as required
• Travel domestically as required
• Provide backup support to Administrative Manager as needed
• Cross-train in all Administrative responsibilities

EDUCATON

• Bachelor’s degree along with two (2) to six (6) years of related, progressively responsible work experience, including scheduling & travel management experience.  Statewide or national campaign, political or not-for-profit management experience strongly preferred.

PERSONAL ATTRIBUTES

• Team player with strong interpersonal skills
• Ability to work closely (one on one) with President and senior staff in a professional and casual manner
• Self-starter with a high level of creative initiative and problem solving skills
• Unflappable in face of crisis or high stress situations
• Extremely detail oriented with excellent project management skills, ability to handle multiple projects and tasks, often in a fast paced environment
• Passionate about the mission of Planned Parenthood and the role of health provision and advocacy
• Sense of humor
• Ability to see and understand the big picture and translate into a strategic schedule
• Knowledge of diverse groups, working with a multicultural workforce, and sensitivity and appreciation to cultural differences is essential
• This position will need to respond to the needs of a fast-paced operation which requires after-hours availability

TECHNICAL EXPERTISE

• Working knowledge of Google Apps, especially Calendar, Gmail and Drive
• Excellent written and verbal communication skills
• Excellent travel logistic/management skills
• Excellent time management skills

TRAVEL

• 0-25% travel

DIVERSE CANDIDATES ARE ENCOURAGED TO APPLY

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.

Please send your resume and cover letter to Vanessa Sandoval. She can be reached at Vanessa....@ppfa.org 

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