Program Specialist, Growth

The Program Specialist, Growth is a key partner in driving operational excellence and providing high-level administrative support within the Growth department. Acting as the central coordinator for department events, team member experience, logistics, and communications, this role is essential to maintaining effective and efficient operations. The Program Specialist provides direct executive support to the SVPs and works closely with the Growth leadership team—including in strong partnership with the Senior Program Managers of Net Dev, Growth Marketing, and Operations—to ensure strategic priorities are executed seamlessly. By fostering collaboration, and proactively advancing key initiatives, the Operations Specialist enhances the effectiveness and cohesion of the Growth department and supports the achievement of departmental objectives.

Primary Duties

Program-Level Coordination

• Coordinate interdependencies between projects, identify and monitor program-level risks, issues, and changes, and help ensure that key project priorities remain on track. This includes developing project plans, establishing milestones, and tracking progress toward goals.
• Assist with monitoring project budgets and expenses to ensure alignment with department targets.
• Prepare documentation, reports, and presentations to support leadership transparency and visibility of departmental initiatives.
• Support the creation and dissemination of internal communications on behalf of the Growth department.

Department Meeting & Event Planning

• Coordinate and schedule all in-person Growth Department meetings, including Growth All Hands and GEL Quarterly Meetings, in partnership with Senior Program Managers of Net Dev, Growth Marketing, and Operations. Oversee all logistics such as venue selection, hotel coordination, vendor management, and guest communications to ensure flawless execution.
• Partner with the events and program teams on department events, special projects, and team retreats.
• Prepare materials and coordinate appearances for guest speakers and presenters.

Employee Experience

• Partner with Senior Program Managers to support onboarding and offboarding processes, including technology setup, systems access, workspace assignment, and welcome gift organization.
• Maintain and update the Growth Team roster.
• Oversee team member recognition and experience initiatives, driving engagement and retention.
• Drive adoption/attendance/engagement of Culture Amp, Monday All-Staff, Market Summit, Convention/Tradeshow, Annual All-Staff, Growth Retreats, logistics for other Growth events.

Administrative Support

• Manage complex calendars for Growth SVPs, including internal/external scheduling, optimizing schedules, resolving conflicts, and coordinating travel arrangements and accommodations. Adhering to Aledade best practices and close collaboration throughout the department.
• Prepare, process, and track expense reports, and manage expense approvals for SVP-level expenditures.
• Manage contracting with external vendors, maintain vendor relationships, and oversee processing of agreements and invoices.
• Draft emails for group meeting preparation (materials, objectives sent to stakeholders beforehand) plus group meeting follow-up (item owners, timeframe, materials), review with SVPs, ensure distribution & compliance.

Minimum Qualifications

• Bachelor’s degree in a relevant field
• 4+ years of professional experience in administration, operations, project or event management, or a related role
• 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

• Experience working in an operational function preferred
• Service-oriented, positive and collaborative team player
• Demonstrated ability to collaborate with teams remotely
• Excellent organizational and time management skills, with strong business acumen
• Proven ability to manage multiple projects autonomously in a fast-paced environment
• Strong knowledge of project management processes
• Exceptional communication and interpersonal skills, with strong attention to detail
• Sound judgment, discretion, and commitment to confidentiality
• Experience with 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.