Administrative Program Manager

Responsibilities

• Manage complex, high-volume calendars aligned to strategic priorities.
• Orchestrate leadership cadence (staff meetings, 1:1s, product reviews, offsites, board prep).
• Prepare decision-ready materials (agendas, pre-reads, presentations) and track follow-ups.
• Draft and edit executive communications and internal messaging.
• Coordinate travel, expenses, and day-to-day executive operations with precision.
• Coordinate cross-functional initiatives across Product, Wealth Solutions, and Operations.
• Track milestones, risks, and dependencies; proactively resolve issues.
• Maintain visibility into key priorities through dashboards and reporting.
• Provide perspective on continuous process improvements to increase efficiency and accountability.
• Partner with Product, Advisor Services, Finance, Compliance, IT, and Operations.
• Align stakeholders on priorities, deliverables, and timelines.
• Support onboarding coordination and internal communications across CCS.
• Assist in execution of firm-wide and CCS-specific initiatives.
• Lead logistics for leadership meetings, offsites, and external engagements.
• Ensure high-quality hybrid meeting execution (technology, materials, coordination).
• Support advisor/client events and leadership forums.
• Coordinate board materials and meeting preparation as needed.
• Oversee administrative workflows, vendor coordination, and executive operations.
• Introduce scalable processes, tools, and automation (reporting, communications, onboarding).
• Maintain strong organization, documentation, and follow-through.
• Improve visibility, efficiency, and consistency across CCS processes.
• Coordinate administrative support resources and establish execution standards.
• Promote responsiveness, professionalism, and service excellence.
• Foster a culture of accountability, detail orientation, and continuous improvement.

Requirements

• Bachelor’s degree (or equivalent experience)
• Minimum 6 years in executive support, program management, or a hybrid role
• Experience supporting senior executives (C-suite preferred) in fast-paced environments
• Demonstrated success managing cross-functional projects and competing priorities
• Proven and strong communication skills (verbal, written, presentation) across all levels, including executive-level
• Advanced Microsoft 365 skills (Outlook, Teams, Power Point, Excel, Share Point)
• Highly organized, proactive, and detail-oriented with strong follow-through
• Ability to handle confidential information with discretion
• Strategic thinking with strong execution discipline
• Prioritization, problem-solving, and decision support
• Process improvement and operational mindset
• Ability to influence and collaborate across functions
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