Engagement Program Specialist - Onsite

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 m…

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