Executive Assistant / Program Manager
At Instructure, we believe in the power of people to grow and succeed throughout their lives. Our goal is to amplify that power by creating intuitive products that simplify learning and personal development, facilitate meaningful relationships, and inspire people to go further in their education and careers. We do this by giving smart, creative, passionate people opportunities to create awesome. And that's where you come in:
About the Role
We are seeking a highly organized, proactive, and strategic Program Manager / Executive Assistant to support senior leaders through a blend of operational coordination, project management, and executive support responsibilities. This role goes beyond traditional administrative support and is ideal for someone who thrives in a fast-paced environment, enjoys driving initiatives forward, and can balance both strategic and tactical work. The ideal candidate is detail-oriented, solutions-focused, and capable of managing multiple priorities while partnering closely with executive leadership and cross-functional teams.
Responsibilities
Program & Operational Management Lead and coordinate cross-functional projects, operational initiatives, and leadership action items. Track project timelines, deliverables, dependencies, and risks to ensure successful execution. Create and maintain project plans, status updates, dashboards, and meeting follow-ups. Drive accountability across stakeholders by monitoring progress and ensuring deadlines are met. Support organizational planning activities, offsites, leadership meetings, and operational cadences. Identify opportunities to improve processes, streamline workflows, and increase team efficiency. Assist with special projects, strategic initiatives, and business operations support as needed. Executive Support Manage complex executive calendars across multiple time zones and priorities. Coordinate internal and external meetings, including agendas, logistics, materials, and follow-up actions. Arrange domestic and international travel, including itineraries and expense management. Support preparation for leadership presentations, communications, and executive meetings. Act as a trusted partner to executives by anticipating needs, managing competing priorities, and helping drive execution. Maintain confidentiality and handle sensitive information with professionalism and discretion. Collaboration & Communication Partner closely with leadership teams, HR, Finance, Operations, and other cross-functional groups. Serve as a point of coordination and communication across teams and stakeholders. Build strong working relationships and help facilitate alignment across initiatives.
Qualifications
Qualifications 5+ years of experience in program management, business operations, strategic operations, or a related role supporting senior leadership. Proven ability to lead and coordinate cross-functional initiatives from planning through execution. Strong operational mindset with experience improving processes, driving efficiencies, and managing organizational priorities. Experience managing projects with multiple stakeholders, timelines, dependencies, and deliverables. Strong business acumen with the ability to understand organizational priorities and translate them into actionable plans. Excellent organizational, analytical, and problem-solving skills. Ability to synthesize information, identify risks, and proactively recommend solutions. Strong written and verbal communication skills with the ability to communicate effectively across all levels of the organization. High level of professionalism, discretion, and sound judgment when handling confidential or sensitive matters. Comfortable operating in fast-paced, ambiguous environments with shifting priorities. Advanced proficiency with productivity tools Ability to work independently, influence without authority, and drive accountability across teams. What Success Looks Like Projects and operational initiatives are well-organized and executed on time. Executive leaders are supported efficiently and effectively. Communication and coordination across teams improve. Processes become more streamlined and scalable. The role acts as both a strategic partner and operational driver for leadership Get in on all the awesome at Instructure! We offer competitive, meaningful benefits in every country where we operate. While they vary by location, here's a general idea of what you can expect: Competitive compensation, plus all full-time employees participate in our ownership program - because everyone should have a stake in our success. Flexible work culture. Our remote, hybrid and in-office collaboration spaces vary by role, team and location. Generous time off, including local holidays and our annual “Dim the Lights” period in late December, when teams are encouraged to step back and recharge based on departmental needs. Comprehensive wellness programs and mental health support Learning and development resources, including professional development tools and tuition reimbursement, to support your growth The technology and tools you need to do your best work Motivosity employee recognition program A culture rooted in inclusivity, support, and meaningful connection We believe in hiring great people and treating them right. The more diverse we are, the better our ideas and outcomes. Instructure is an Equal Opportunity Employer. We comply with applicable employment and anti-discrimination laws in every country where we operate. All employees must pass a background check as part of the hiring process. To help protect our teams and systems, we’ve implemented identity verification measures. Candidates may be asked to verify their legal name, current physical location, and provide a valid contact number and residential address, in accordance with local data privacy laws. Any attempt to misrepresent personal or professional information will result in disqualification. Apply To This Job