Program Specialist

Job Description

Engagement Program Specialist – On-Site

Overview

This is not a support role; it is a unique blend of project management, program management, and world class customer-driven event management. You will work both independently and in teams; wholly accountable for delivering results and driving process improvement, while operating at the intersection of AI innovation, executive program delivery, and world-class stakeholder coordination. If you show up every day ready to lead, learn, adapt and deliver while also helping make the person next to you better — this is your role.

What You’ll Do

• Planning and Logistical Support: Manage engagement planning tasks to ensure guests have a seamless experience throughout their engagement.
• Provide scheduling and logistical support for all on-site and virtual engagements.
• Engage account team in engagement qualification and onboarding call to ensure team responsibilities are understood and agreed to.
• Manage shared inboxes, calendars, and tasks through the engagement booking tool.
• Provide account teams with information and answer questions related to logistics and the booking tool.
• Coordinate engagement support with internal vendor teams (catering, tech, concierge support, among others).
• Manage engagement fees and assist with billing as needed.
• Ensure attendees are registered in accordance with policies and identify/verify specific dietary needs.
• Manage all logistical communication to respective event owners.
• Participate in welcoming activities with customers.
• Track, calculate and maintain role-specific metrics.
• Content Understanding: Develop deep understanding and leverage that topic understanding to procure the appropriate speakers for the best impact.
• Advise: Consult and recommend speakers for sessions leveraging understanding of the need and speaker network.
• Procure: Source the best speaker to ensure a positive customer outcome leveraging speaker guidance, engagement objectives, understanding speaker strengths to match session goals, setting appropriate expectations with account teams /speakers, and assessment of risk with built in contingency plans through side-by-side sessions and/or collaborating with the team on options.
• Partner: By identifying and understanding the needs of all stakeholders, be the Proof of Concept (POC) for speaker and engagement needs that arise throughout the engagement through consistent communications across teams, actioning urgent and time-sensitive changes such as, but not limited to, last-minute speaker cancellations or agenda changes.
• Support: Post engagement follow-up with account teams and key stakeholders ensures that we learn, grow, and provide next best actions based on feedback. Leveraging survey feedback and other insights, connect with team members regarding value added activities and learnings. In addition, provide guidance on accessing resources like tour information, content, and evaluation reports.
• Escalations: An escalation happens when there is no aligned speaker at the T-3 week mark from the engagement start date. Flag escalations for aligned escalation topics and utilize expertise, relationships, and problem solving to secure a speaker or experience.
• Review Open Sessions: Daily/weekly verify the type of support needed and identify and flag risks and work on contingency plans to meet briefing objectives. Participate in weekly meetings that review open sessions and collaborate on trends.
• Gather Knowledge: Leverage speaker guidance for insight into customer and account team goals ensuring we are leveraging the right session and performing outreach to the right speakers. Use relationships with speakers for recommendations when the desired session needs are outside of their specialty.
• Direct Outreach: Leverage defined speaker pools, personal network (developed over time), topic owners, LinkedIn to support speaker procurement needs. Through direct outreach, work with speakers for their support and identify and remove any blockers that may prevent their participation. Ensure speakers have the information needed to make an informed decision for their valued participation.
• Ensure rapid responses to all email and phone requests.
• Act as escalation point on the day(s) of the briefing for all speaker related briefing issues (speakers may cancel a session due to sickness, other engagements, etc. and an attempt to secure a new speaker must be initiated).
• Monitor engagements while in progress to support any needs that may occur on the day of the briefing.
• Track speaker community health, specifically for escalation topics, and advice of any known changes that occur and impact the procurement of speakers.
• Comply with, understand and processes and policies.
• Maintain role specific documentation (in the Role Playbook document).
• Monitor and adhere to role specific metrics and KPI’s.
• Complete other work items relevant to the role that are not defined in this overview.

What You’ll Have

• Excellent Communication Skills.
• Experience in project and program management methodology and techniques.
• Ability to take leadership and stakeholder management skills.
• Strong time management and prioritization skills.
• Experience in project planning.
• Creativity and leadership skills through influence.
• Strong verbal and written communication skills.
• Problem solving.
• Adaptability.
• Ability to work autonomously and take initiative.
• Proficient : Microsoft suite (Office, Outlook, Excel (Pivot tables, etc), PowerPoint).
• Ability to work onsite with a target start date of Jan 4, 2027.

Prime 8 is a highly respected, woman-owned management consulting firm. We use innovative and outcome-driven approaches to deliver solutions that create lasting results, even after we're gone. The deep expertise of our talented consultants help companies turn ideas into action, implement organizational change, and get products to market quickly using modern practices and technologies. The Prime 8 family of consultants stands out from the crowd. As a group of high-achievers, we hold each other accountable for exceptional work that is built on integrity, honesty, and excellence. We do what we say and finish what we start. Together, we make an impact, have fun and do better for each other and for our customers.

Compensation: Prime 8 uses different pay ranges based on level of position, relevant experience and specific candidate location. The pay range for this role is between $30-35 per hour (based on full time employment), plus employee benefits.

Employee Benefits: Prime 8 offers a rich package of excellent Medical, Dental (including orthodontic) and Vision insurance (for employees and their families) for eligible employees. Prime 8 offers Paid Holidays and Paid Time Off, a 401K Plan, company paid Group Life, STD, LTD, and employee paid Life Insurance and Long Term Disability options. Prime 8 offers a great referral bonus program for our employees as well.

Check out our additional employee benefits!

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At Prime 8 Consulting, we are dedicated to building a diverse, inclusive and authentic workplace. If you’re excited about this role but your background/experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the candidate we are looking for, whether for this role or other roles we have in the future.

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