Program Operations Lead

Type: Full-time remote contractor
Schedule: US East Coast overlap (ET), Monday to Friday, with weekday evening availability on live program nights
Location: Latin America, remote

Mission

Run our virtual medical programs so leadership steps back from day-to-day delivery. You own the Asana board, the calendar, the writer deadlines, and the live sessions. By day 30, a full program week should run without a founder on a routine Zoom night and without anyone needing to ask where a deliverable stands.

Role overview and scope

You are the operational owner of our virtual medical events and client campaigns. You run the program board in Asana, the event calendar, Zoom and poll QA, Instantly invitation flows, and follow-up packs built from Attio. After two shadow nights you take over live-session run-of-show: lobby, cameras, the ten-minute engagement rule, and observer-room QA.

The work rewards close attention to detail and real process discipline. Programs begin at 5pm ET, which falls in the early evening across most of Latin America, and we need you reliably available for them.

What you own

The Asana program board: you own our Asana workspace. Every active program carries a live board showing next milestone, owner, and risk, and you keep the whole team working inside it rather than around it.
Virtual program run-of-show: event calendars, observer rooms, pre-event Zoom and poll QA, presenter quick-start packs.
Live sessions: after two shadow nights you run sessions end to end, so founders come off the call.
Campaign and RSVP tracking: you own Instantly invitation and RSVP tracking and hand the Production Coordinator clean lists to load. Contract sends and payment execution stay with him once you confirm the details.
CRM and collateral: sales kits and conference follow-up packs built from Attio lists.
Deadline tracking: follow up on medical-writer deliverables against the playbook. Content judgment sits with the Scientific Program Director rather than with you.
Quality assurance: written English QA on routine client-facing sends before they go out.
Production queue: set the Production Coordinator's daily top three in Asana. Production items only, so priorities live in one place.
Cost tracking: keep project codes current so program cost reconciles cleanly.

What we need from you

Asana expertise: deep hands-on experience in Asana. You know how to structure projects, dependencies, and views, and you have brought a team into consistent daily habits inside the tool. We treat this as a core skill for the role rather than something we will teach you.
Process and SOP mindset: structured, methodical worker who follows established playbooks and flags data discrepancies rather than silently fixing source data.
Virtual event proficiency: hands-on experience running virtual events, handling invitations and RSVPs, and working in Zoom and shared document workflows. Instantly or Attio is a plus.
Language: C2 or near-native written and spoken English.
Schedule: US East Coast hours, plus weekday evening availability on program nights. We are firm on this one, so please apply only if those evenings work for you.
Independence: you keep a board current without needing reminders.

First 90 days

Day 30: the Asana board is live for every program, calendars and observer rooms are yours, two shadow nights complete.
Day 60: you run live-session run-of-show solo, and writer follow-up runs off the playbook.
Day 90: founders are out of routine program operations and handle escalations only.

Out of scope

Medical content: clinical judgment and final sign-off belong to the Scientific Program Director.
Commercial: SOW and MSA drafting and price negotiation sit with the founders.
Production: patient video work, PowerPoint packaging, contract sends, and payment execution belong to the Production Coordinator.

Program Operations Lead - 64175200515