Program Lead, Executive Operations

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

• 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.

• 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.

• 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.

• 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 experience owning an executive or leadership operating rhythm from start to finish, rather than simply participating in one.

• Proven ability to drive complex, cross-functional programs to completion without formal authority over the teams involved.

• Strong business acumen and intellectual curiosity with the ability to quickly understand how different functions operate and how the business makes money.

• Exceptional written communication and synthesis skills, particularly for executive audiences.

• Ability to turn complex or ambiguous discussions into concise, actionable plans and documentation.

• Advanced proficiency in Google Sheets and Excel, including the ability to interpret data and clearly communicate what it means.

• Strong judgment and absolute discretion when working with confidential or sensitive information.

• Comfort interacting with senior leaders and acting as a delegated proxy when appropriate.

• Ability to operate effectively in ambiguity and create structure, processes, and playbooks where they don't yet exist.

Strong Plus

• Experience within healthcare or health technology, particularly EMR, revenue cycle management, or payer operations.

• Experience supporting board or investor reporting cycles.

• Experience using modern AI tools as part of your day-to-day workflow.

• Experience working within a distributed organization or a company undergoing rapid growth and scaling.

• Exposure to business intelligence tools or SQL.

You'll Thrive Here If

• You want to understand the business, not simply coordinate it.

• You enjoy creating structure where none exists and can operate effectively with limited direction.

• You're comfortable creating accountability and holding senior leaders and cross-functional partners to commitments.

• You naturally anticipate what needs to happen next rather than waiting to be told.

• You can move between strategic thinking and detailed execution without losing momentum.

• You're highly organized, but you understand that the goal isn't organization for its own sake — it's getting important work done.

• You're comfortable operating behind the scenes while having a meaningful impact on how the company executes.

Perks - What you can expect:

• Competitive salaries

• Remote/hybrid environment

• Potential equity compensation for outstanding performance

• Flexible PTO

• Company-wide sponsored lunches

• Company paid disability and life insurance benefits

• Company paid family and medical leave

• Medical, dental, and vision insurance benefits

• Discounted pet insurance

• FSA/DCA and commuter benefits

• 401k

• Complimentary subscription to digital fitness classes and wellness content

• Recovery suite at HQ – includes a cold plunge, sauna, and shower

Here at Prompt, we are committed to fostering a fair and respectful work environment. As part of this commitment, it is our policy not to hire individuals from Prompt Customers unless they have obtained their current employer's explicit consent. We believe in upholding strong professional relationships and respecting the agreements and commitments our customers have with their employees. We appreciate your understanding and cooperation regarding this policy. If you have any questions or concerns, please don't hesitate to reach out to our People Department.

Prompt Therapy Solutions, Inc is an equal opportunity employer, indiscriminate of race, color, religion, ethnicity, ancestry, national origin, sex, gender, gender identity, sexual orientation, age, marital status, veteran status, disability, medical condition, or any other protected characteristic. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Prompt Therapy Solutions, Inc is an E-Verify Employer.