Program Support Specialist

Program Support Specialist

Requirements

• Bachelor’s degree in Business Administration or related field
• 2-5+ years professional experience
• Proven experience in program management, office management or relevant position
• Proven experience of budgeting, bookkeeping and reporting
• Team player with an innovation mindset that can work in a fast-paced environment with teammates distributed across geographies/time zones
• Willingness to promote Xylem’s High Impact Culture behaviors of Inspire to Innovate, Empowered to Lead and Accountable to Deliver.
• Mastery of Microsoft Office Suite, especially Excel and PowerPoint
• Outstanding verbal and written communication skills
• Detail-oriented and efficient

Responsibilities

• Support the management of multiple programs applying strategic oversight to standardize processes, monitor progress, and ensure effective collaboration across all initiatives.
• Develop, update, and maintain schedules for Xylem Partnerships Accelerator programming and activities, aligning key timelines with program milestones and ensuring coordination across various teams.
• Strategically plan, organize and schedule speakers for the Xylem Innovation Labs’ annual seminar series and other program events, including conducting thorough prep sessions to ensure speakers are well-prepared and deliver a high-quality experience for all participants.
• Create compelling presentation materials, including slides, reports, and visuals, to effectively communicate program updates, wins, and any other relevant information as needed. Facilitate and lead the execution of presentations during team meetings and seminars.
• Create engaging marketing graphics and materials to promote Xylem Innovation Labs programs, events, and initiatives, collaborating with the marketing team to ensure brand consistency and effectively communicate key messages to internal and external audiences.
• Strategize, organize, and execute virtual global events that promote an innovation culture to engage and inform employees about the ongoing efforts of the Xylem Innovation Labs team. Oversee logistics and support the execution of in-person events for both internal and external attendees.
• Collaborate with the Xylem Innovation Labs team members to continuously identify, evaluate, and implement process improvements for programs, enhancing efficiency, streamlining workflows, and driving better outcomes for innovation initiatives.
• Report directly to the Partnerships Accelerator Lead, providing essential support for the Xylem Innovation Labs’ daily operations and strategic objectives.
• Support the Operations Manager with bookkeeping and accounting tasks, including submitting purchase requisitions, processing and tracking invoices, following up on payments, and monitoring the Partnerships Accelerator project budget. Work with the Operations Manager to be aligned on cashflow and budgets.
• Assist with vendor management by working with the Operations Manager and Procurement to onboard new vendors, maintain up-to-date vendor records, and ensure a clean, accurate vendor list.
• Work with team to ensure proper naming, saving, and filing of documents on the SharePoint server for efficient retrieval and compliance.
• Manage and update the Programming Calendar to include key dates, conferences, and cultural holidays, and the program’s email inbox for timely responses and communications.
• Manage scheduling and travel for the VP as needed.
• Handle mail and package dispatch/receipt, as well as order necessary office supplies to support team operations.
• Facilitate communication and build relationships with both external vendors and internal teams, such as IT, Finance, Legal, Marketing, and Procurement.

Preferred Qualifications

No preferred qualifications provided.