Program Management Specialist

Key Responsibilities

Our Program Management team keeps strategy, media, data, and technology workstreams moving for national and regional brands. You will own the operational rhythm behind that work and in front of the client: project plans and timelines, Asana task hygiene, weekly status reporting, budget and resource tracking, meeting documentation, and PMO templates. The cadence is recurring and deadline-driven, with peaks at fiscal-year planning, quarter starts, and month-end close. You will work from Program Manager instruction and established templates with a named Program Manager counterpart per account; PMs own all client communication, escalations, and scope decisions, and your output is the PM-reviewed operating layer behind them.

Project Plans and Task Management

• Build and maintain project plans, timelines, and milestone trackers from PM-approved scope in Excel or Smartsheet
• Keep Asana projects current: create tasks from meeting action items, assign owners and due dates, and follow up on overdue items with internal teams
• Track cross-functional dependencies across Investments, Data & Insights, Creative, and Tech; flag at-risk deadlines to the Program Manager same day

Status Reporting and Meeting Support

• Compile weekly status reports and dashboards from Asana, highlighting milestones, blockers, and risks for PM review
• Draft meeting agendas and recaps (objective, decisions, next steps) from Teams transcripts and notes for PM review before distribution
• Maintain a RAID log (risks, actions, issues, decisions) per account

Budget, Billing, and Resource Tracking

• Maintain live budget, billing, and reporting trackers; tie plan figures to Authorizations to Buy (ATBs), invoices, and Finance rollups
• Track resource hours and program budgets against forecast; highlight variances and partner with PMs to identify the drivers behind them
• Log scope, budget, and timeline changes; draft change orders per PM direction

PMO Templates, Documentation, and QA

• Maintain standardized templates, SOPs, and QA checklists for recurring PMO workflows, and keep SharePoint project files organized with consistent naming and version control
• QA deliverables against established success criteria before PM review

Cycle Support

• Flex into annual planning, RFP responses, and QBRs; escalate exceptions rather than resolving independently
• Flex into support of other departments in process management, execution upon training, client communication, meeting set ups

What You Bring

• 2-4 years in project coordination, PMO support, or program operations, preferably within a media agency, marketing, or marketing technology environment
• Advanced Excel skills (lookups, pivots, template maintenance) and hands-on experience with a work management tool such as Asana, Jira, Smartsheet, or Monday.com
• Strong written English (concise status updates and meeting notes) and accuracy under recurring deadlines
• Preferred: Microsoft 365, media lifecycle familiarity, and exposure to agency billing processes