Program Specialist

Primary Duties

Project & Program Management:  Lead and own department projects by managing all aspects of project execution, collaborating effectively across cross-functional teams. Oversee project coordination, proactively managing interdependencies, identifying risks, and using sound judgment to resolve operational challenges. Develop and maintain project budgets, ensuring expenses align with departmental goals. Prepare clear documentation, progress updates, and internal communications to provide leadership with transparency and visibility into key initiatives.

Strategic Event & Meeting Leadership: Lead the planning and execution of all in-person Growth Department meetings, including Growth All Hands and GEL Quarterly Meetings, in partnership with Senior Program Managers. Exercise discretion to own all logistics (venue selection, hotel coordination, vendor management, guest communications) to ensure flawless execution. Partner with internal teams on special projects and retreats, and autonomously prepare materials and coordinate appearances for guest speakers.

Process Improvement, SOPs & Department Policies: Lead organizational process improvement across the Growth team. Create, implement, and own responsibility for continuous refinement of Standard Operating Procedures (SOPs) and department policies. P

Executive Thought Partnership & Operational Support: Serve as a trusted counselor to Growth SVPs by strategically optimizing complex calendars, resolving conflicts, and coordinating travel to maximize leadership effectiveness. Record important decisions made in meetings, and draft group meeting preparation and follow-up communications (item owners, timeframes, materials). Utilize independent judgment to manage contracting with external vendors, maintain vendor relationships, and oversee the processing of agreements, invoices, and SVP-level expense approvals

Minimum Qualifications

Bachelor’s degree in business management, project management, or a related field required

4+ years of professional experience as a project specialist, project manager, or related administration/operations role

Ability to effectively define and manage project plans and teams with demonstrated best practices in project management

Proficiency with Google Suite and project management tools; strong skills in MS Excel and PowerPoint 

Available to work across multiple time zones and occasionally outside traditional business hours as necessary

Preferred knowledge, skills, and/or abilities

Must be results-oriented with the proven ability to support and lead multiple projects simultaneously and autonomously

Strong intuition for exercising independent judgment, discretion, and a strict commitment to confidentiality

Exceptional communication and interpersonal skills, with the ability to influence and interact cooperatively with all levels of leadership

Strong knowledge of project management processes (PMP or LEAN certification desired)

Experience with strategic vendor management, event logistics, and budget tracking

Creative problem-solver who can proactively identify and resolve operational challenges

Physical Requirements

Sitting for prolonged periods of time. Extensive use of computers and keyboard. Occasional walking and lifting may be required.

Available to work across various time zones and/or non-traditional working hours on occasion, as needed

Able to walk, stand for hours at a time, and occasionally lift/carry at least 25 pounds.