Job: Academy Operations Specialist

Are you in your element when you are turning a blank calendar into a full, flawlessly run event portfolio? Do you enjoy juggling timelines, vendors, and stakeholders—while keeping every detail buttoned‑up and every attendee feeling supported?

We are looking for an Academy Operations Specialist to be the backbone of our Academy events and operational programs. In this role, you will plan and deliver high‑impact experiences for our Peer Groups, Academy leadership sessions, and Partner Enablement events, helping members feel informed, welcomed, and excited to engage.

What you will do

Lead end‑to‑end event planning and execution

You will be the primary driver behind our Academy events and experiences, including Peer Groups, Academy leadership meetings, and key Partner Enablement gatherings. Your work will include:

• Owning the full event lifecycle – from initial concept, dates, and venue research through on‑site coordination and post‑event wrap‑up.
• Managing multiple events at once, balancing different audiences, timelines, and business priorities without dropping the details.
• Securing dates and locations that work for members and internal teams, coordinating room blocks, space layouts, and schedules.
• Designing event logistics plans that cover everything from registration and rooming lists to ground transportation, signage, technology needs, and materials.
• Creating detailed banquet event orders that align with budget guidelines and reflect the experience we want participants to have.

Own the metrics and keep us on track

• Define and track weekly and monthly metrics for Academy events and operations.
• Regularly report progress and risks to the Program Manager and key stakeholders so everyone understands how events are performing.
• Use data to spot trends and improvements that make each event smoother and more impactful than the last.

Be the communication hub for members and stakeholders

• Serve as a central point of contact for Academy team members, Peer Group participants, and internal stakeholders.
• Standardize communication templates (invites, confirmations, “Know Before You Go” messages, follow‑ups) so members always know what to expect.
• Manage onboarding and offboarding for Academy members, making sure they feel welcomed, informed, and supported throughout their entire journey.

Drive timelines, tasks, and documentation

• Build and manage project plans, task lists, and milestones in our collaboration tools such as ConnectWise and Microsoft Teams.
• Assign tasks, track progress, and hold contributors accountable so everyone knows what they own and when it is due.
• Keep agendas, decisions, and updates documented and distributed quickly, so nothing slips through the cracks.

Partner on budgets, contracts, and vendors

• Work closely with the Program Manager to create and track event budgets, helping to manage costs while still delivering a great experience.
• Support hotel and vendor coordination, including reviewing proposals, organizing details, and preparing contracts for approval.
• Collaborate on negotiations and financial approvals, ensuring that all agreements match our budget parameters and expectations.

Solve problems before they become issues

• Anticipate challenges with schedules, venues, travel, and attendees, and put proactive plans in place.
• Resolve issues independently when appropriate, and escalate with clear solution options when decisions are needed.
• Act as a calm, solutions‑focused presence during planning and on site.

Provide pre‑event and on‑site support

• Partner on pre‑event readiness meetings so all internal teams are aligned and prepared.
• Provide on‑site event coordination several times per year (approximately three to four trips), supporting registration, room logistics, vendor check‑ins, and real‑time problem solving.

What you bring

You do not need to meet every single requirement to be a strong candidate. If you are excited about the role and have relevant experience, we want to hear from you.

Experience and skills

• At least three years of professional experience in event production, program management, operations, or a closely related field.
• Proven ability to plan, organize, and execute multiple events and projects at the same time.
• Strong skills in scheduling, logistics coordination, and resource management.
• Clear, proactive communicator who builds strong relationships with stakeholders and members.
• Ability to standardize messaging, maintain transparency, and manage expectations with care and honesty.
• Strong problem‑solving skills, with the ability to anticipate issues and propose practical solutions.
• A balance of big‑picture thinking and keen attention to detail—you understand the “why” and never lose sight of the “how.”
• High level of organization, prioritization, time management, and follow‑through.
• Comfort assigning tasks, tracking progress, and holding contributors accountable in a respectful and supportive way.
• Understanding of budgets, cost control, and vendor or contract processes, including experience supporting negotiations and approvals.
• Proficiency with Microsoft Office and collaboration tools (for example, Microsoft Teams, ConnectWise), event systems, and logistics workflows.
• Familiarity with contract management tools such as LinkSquares is a plus.

Education

• Bachelor’s degree in a related field or equivalent work experience.

How we work together

Our culture is grounded in a set of shared behaviors and competencies that guide how we show up for one another, our partners, and our members:

• Compassionate Candor – offering honest, actionable feedback with care.
• We Before Me – collaborating and seeking diverse perspectives to win as a team.
• Do What You Say – honoring commitments and taking ownership.
• Light Up Learning – trying new ideas, learning from failure, and helping others grow.
• Seek to Understand – staying open, curious, and committed to learning.
• Driven by Passion – connecting personal passion to our mission and staying resilient.
• We value a growth mindset, resilience, fast learning, problem solving, and adaptability in everything we do.

Your candidate experience

We aim to create a hiring journey where you feel recognized, informed, respected, and supported from your first interaction with us. You should be able to recognize yourself in this advert, understand the role and our culture, and feel confident that your time is valued throughout the process.

If this role sounds like a match, we would love for you to apply—whether your experience comes from traditional event roles, operations positions, or other paths where you have learned how to create outstanding, well‑run experiences for people.

Compensation: