Program Lead, Executive Operations

About this role

Job Title: Program Lead, Executive Operations

The Role

Prompt is looking for a Program Lead, Executive Operations to join our Executive Operations team and partner closely with senior leaders across the business.

This role sits at the intersection of executive partnership, business operations, cross-functional execution, and organizational alignment. You’ll help translate leadership priorities into clear plans, coordinated action, and measurable outcomes while ensuring critical initiatives continue moving forward.

You’ll develop a deep understanding of the business and the executive areas you support, bring structure to ambiguity, and drive complex, cross-functional work to completion. This means anticipating what leaders need, identifying gaps and risks early, creating accountability, and continuously improving how work gets done.

The right person is a trusted thought partner and strong operator who can move fluidly between strategic thinking and hands-on execution. You’ll work closely with the broader Executive Operations team while owning initiatives and operating rhythms that create meaningful leverage for Prompt’s leadership team.

A defined portion of hands-on executive support will also be part of the role, including occasional calendar support, complex travel and leadership event logistics, expense and vendor coordination, and confidential administrative execution.

Why work for Prompt?

- BIG Challenges: Here at Prompt, we are solving complex and unique problems that have plagued the healthcare industry since the dawn of time.

- Talented People: Prompt didn't happen by chance. It's a team of incredibly talented and proven individuals who all made their mark before joining forces to build the greatest software on the planet for rehab therapists.

- Healthy Approach: This isn't an investment bank. We work long hours when it's needed, but at Prompt you own your workload and the entire organization takes a proactive approach to mental health and work-life balance.

- Supportive Culture: Prompt has a culture of empowerment, autonomy, and collaboration. Prompt employees have the freedom to make decisions and take ownership of their work.

- Growth Opportunities: Prompt is growing quickly, and there are plenty of opportunities for employees to take on new responsibilities and advance their careers.

- Meaningful Work: Prompt helps rehab therapy practices operate more efficiently so clinicians can spend more time focused on their patients.

Key Responsibilities

EXECUTIVE OPERATING CADENCE & EXECUTION

- Own executive and leadership operating rhythms end-to-end, including agendas, advance materials, decision capture, action items, and follow-through.

- Translate leadership discussions into clear decisions, named owners, deadlines, and measurable next steps.

- Drive commitments to completion across teams and proactively surface anything that is at risk of slipping.

- Produce first drafts of executive briefing documents, All Hands content, operational sections of board materials, and recurring leadership reporting.

- Build and maintain reporting in Google Sheets and Excel, providing clear written commentary that explains what the numbers mean and where leadership attention is needed.

EXECUTIVE BUSINESS PARTNERSHIP & DECISION SUPPORT

- Partner closely with assigned executive leaders and develop deep fluency in their areas of the business, priorities, goals, and key performance measures.

- Prepare leaders for important meetings and forums by anticipating questions, identifying what has changed, and clarifying where decisions are needed.

- Synthesize complex, cross-functional information into a clear executive-level view.

- Surface risks, dependencies, opportunities, and slipping commitments before they become larger issues.

- Build fluency across Prompt's business functions and understand how different areas of the organization connect.

- Represent executives as a delegated proxy in specifically defined forums, absorbing context and reporting back with clear outcomes and next steps.

CROSS-FUNCTIONAL INITIATIVE OWNERSHIP

- Own high-priority executive initiatives assigned through Executive Operations from planning through execution.

- Establish clear plans, milestones, risks, stakeholder communication, decisions, and desired outcomes.

- Drive initiatives to completion across teams where you may not have formal authority.

- Build alignment among stakeholders and create accountability for commitments and deliverables.

- Adapt across a wide range of initiatives, from process and people programs to technical or systems-oriented projects, without needing to be the subject matter expert from day one.

EXECUTIVE SUPPORT & ADMINISTRATION

- Provide strategic calendar support as needed to protect executive focus and ensure time is aligned with the highest-priority work.

- Coordinate complex travel, leadership meetings, and event logistics.

- Support expense management, vendor coordination, and other operational needs.

- Handle sensitive and confidential information with exceptional judgment and discretion.

What Success Looks Like

- Leadership discussions consistently translate into clear decisions, ownership, and completed action.

- Senior leaders receive strong business partnership, context, and decision support.

- Executive operating rhythms run smoothly with strong preparation and visible accountability.

- Cross-functional initiatives move forward with clear ownership, urgency, and momentum.

- Risks and dependencies are surfaced early rather than after they become problems.

- Executive leaders gain meaningful operating leverage through work that is effectively delegated and executed.

What We're Looking For

- 5+ years of experience in a high-growth B2B SaaS environment, ideally within business operations, executive operations, program/project management, Chief of Staff, or strategic executive support.

- Demonstrated experien

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