Program Manager - Executive and Global Onboarding

About the Role

We are looking for an organized and proactive Program Manager to oversee Executive and Global Onboarding initiatives based in San Francisco, CA. This role involves managing the operational execution of onboarding processes for executives, new hires, and managers to ensure a smooth integration into the company.

Key Duties

• Manage logistics and coordination for executive onboarding, collaborating with teams such as Executive and Corporate IT, Facilities, Security, Executive Assistants, and HR Business Partners.
• Ensure executives receive necessary system access, equipment, workspaces, and other resources before their start dates.
• Oversee onboarding schedules, stakeholder meetings, and activities within the first 90 days of employment.
• Support delivery of Global New Hire Orientation and Manager Onboarding programs, coordinating schedules, communications, and logistics across various regions.
• Collaborate with Learning Operations, AV teams, and facilitators to ensure seamless onboarding sessions.
• Maintain onboarding trackers, project plans, and dashboards to monitor milestones, anticipate risks, and address any obstacles promptly.
• Manage Jira requests and technical support tickets related to onboarding.
• Keep onboarding documentation, templates, presentations, and resource libraries up to date and accurate.
• Develop strong partnerships across People Operations, HR partners, IT, Facilities, Security, Learning Operations, Engineering, and other stakeholders.
• Identify and implement process improvements to enhance onboarding efficiency and scale the onboarding experience.

Qualifications

• Bachelor's degree or equivalent experience.
• At least 4 years of experience in program or project management, program operations, or business process improvements.
• Exceptional organizational skills with acute attention to detail.
• Ability to manage multiple priorities effectively in a dynamic environment.
• Excellent communication skills, both written and verbal.
• Experience collaborating across diverse functional teams.
• Proficiency in Google Workspace apps (Docs, Sheets, Slides) and Zoom.
• Strong data management and analytical capabilities, including building and maintaining trackers and dashboards.
• Comfortable working independently in a high-growth, fast-paced setting.
• Expertise in operational best practices and implementing impactful initiatives.

Preferred Experience

• Background supporting executive onboarding, HR or People Operations, Learning & Development, or employee experience initiatives.
• Experience managing operational programs across multiple teams and geographic regions.
• Familiarity with Jira, project tracking tools, and workflow management platforms.
• Use of data to inform decision-making, improve workflows, and develop scalable solutions.
• Strong customer service orientation and employee experience focus.
• Experience in customer experience, service operations, quality assurance, or similar fields.
• Ability to operate professionally and productively in ambiguous situations.
• Proven success in refining operational procedures and creating scalable processes.

Success Indicators

• Delivering flawless onboarding experiences for executives and new employees.
• Establishing collaborative partnerships across People teams and business units.
• Maintaining organization and timeliness across complex onboarding programs.
• Proactively identifying risks and resolving issues quickly.
• Continuously enhancing onboarding operations, materials, and processes.
• Contributing to a consistent and scalable onboarding approach throughout the organization.

Daily Activities

• Coordinate onboarding events and activities for executives and new hires.
• Work with IT, Facilities, Security, and Executive Assistants to prepare for new employee arrivals.
• Ensure completion of setup tasks such as access provisioning, equipment assignment, and workspace arrangements.
• Track progress using onboarding dashboards and follow up to resolve delays.
• Manage and track Jira tickets related to onboarding supports.
• Organize executive onboarding scheduling and milestone events.
• Support onboarding sessions in cooperation with Learning Operations, AV, and IT teams.
• Update onboarding materials including decks, templates, playbooks, and resource libraries.

Stakeholders

• Global and Executive Onboarding Teams
• Executive and Corporate IT Departments
• Engineering Teams
• People Operations and HR Business Partners
• Facilities and Security Units
• Executive Assistants and Chiefs of Staff
• Learning Operations and AV Teams
• Hiring Managers and Cross-functional Business Partners