Virtual Programs Specialist

AI AT ZAPIER At Zapier https://zapier.com/about, we build and use automation every day to make work more efficient, creative, and human. So if you’re using AI tools while applying here - that’s great! We just ask that you use them responsibly and transparently. Check out our guidance on How to Collaborate with AI During Zapier’s Hiring Process https://zapier.com/l/jobs/ai-at-zapier, including how to use AI tools like ChatGPT, Claude, Gemini, or others during our hiring process - and when not to.   Job Posted: 06/02/2025 Location: North America Hi there! Zapier is hiring a Virtual Programs Specialist to own the planning, execution, and continuous improvement of virtual programs that drive our Demand Gen and AI Transformation (DG/AIT) pipeline goals. This role owns the full virtual program workstream: webinars, virtual events, workshops, and executive sessions, from strategy input through post-event analysis. This person will be the driver of Zapier's virtual program engine. They'll manage the end-to-end lifecycle of each program, make independent judgment calls on logistics and production, surface risks and recommendations to senior teammates, and build the repeatable systems that make virtual programming scale. They'll contribute to program strategy by bringing data-informed recommendations on format, audience, cadence, and follow-up based on what they're seeing across events. This is a strong fit for someone who combines sharp operational instincts with strategic curiosity: you don't just run the playbook, you improve it. WHY THIS ROLE MATTERS Virtual programs are a core lever in Zapier's pipeline and audience-building motion. Webinars already drive meaningful pipeline, and they help us reach Director+ audiences through programming tied to our broader AI and enterprise narrative. As we scale, the virtual program workstream needs a dedicated owner who can drive consistent, high-quality execution while also identifying what's working, what's not, and what to try next. This role executes on the virtual program workstream within DG/AIT. The right person doesn't just keep programs running; they make them better over time by building systems, surfacing insights, and contributing to how we evolve the program mix. This frees senior teammates to focus on campaign strategy and audience development, knowing the virtual engine is in capable, autonomous hands. - Our Commitment to Applicants https://zapier.com/jobs/our-commitment-to-applicants/ - Culture and Values at Zapier https://zapier.com/jobs/culture-and-values-at-zapier/ - Zapier Guide to Remote Work https://zapier.com/learn/remote-work/ - Zapier Code of Conduct https://zapier.com/jobs/zapier-code-of-conduct/ - Diversity and Inclusivity at Zapier https://zapier.com/jobs/working-on-diversity-and-inclusivity/ ABOUT YOU - 3+ years of experience in event marketing, program management, campaign operations, or a related B2B role, with demonstrated ownership of a workstream (not just task execution). - Track record of managing complex, multi-stakeholder projects end-to-end with minimal oversight, including making judgment calls on priorities and tradeoffs. - Experience running webinars, virtual events, or digital programs and using performance data to recommend improvements. - Strong organizational skills with the ability to manage timelines, details, and follow-through across multiple concurrent workstreams while keeping broader team goals in focus. - Clear written and verbal communication skills, with the ability to align cross-functional teams in a remote environment and communicate proactively with speakers, stakeholders, and partners. - Comfort working inside event platforms, CRM/marketing tools, project trackers, and reporting systems, with opinions on how to improve the tooling and workflows you use. - Strong problem-solving instincts: you handle complex, multi-stakeholder challenges by finding solutions and communicating both progress and blockers effectively. - A builder's mindset: you don't just run the process, you improve it. You create systems, templates, and documentation that make programs easier to run and help teammates take on similar work. - AI-savviness and curiosity about new tools and workflows; experience experimenting with tools like Claude Code, Cursor, and/or Codex is a strong signal. Nice to have: - Experience with enterprise-focused marketing programs or executive audience events, including adapting program formats to different audience seniority levels. - Familiarity with post-event reporting, campaign follow-up strategy, or audience segmentation, including recommending changes based on data. - Experience building playbooks, templates, or operating processes that other team members adopt and use independently. THINGS YOU’LL DO - Own the end-to-end planning and execution of webinars, virtual events, workshops, executive sessions, and other DG/AIT virtual programs, managing timelines, dependencies, and quality with guidance from your manager as needed. - Drive program logistics from kickoff through wrap-up, including scheduling, registration setup, speaker coordination, run-of-show management, and cross-functional follow-through, making decisions on sequencing and escalating tradeoffs to your manager. - Build and maintain core program assets (briefs, project plans, agendas, speaker prep documents, decks) and identify when existing templates need to evolve. - Partner with Demand Gen, AI Transformation, Product Marketing, Content, Creative, Social, and operations teams to align deliverables with campaign goals and resolve blockers proactively. - Manage production readiness for each event, including dry runs, platform setup, tech checks, and day-of troubleshooting, and recommend platform or process improvements based on patterns you observe. - Own audience operations for virtual programs: registration tracking, attendee communications, routing, and post-event follow-up workflows, flagging gaps in the attendee experience and proposing fixes. - Track program milestones, surface risks early with recommended mitigations, and keep multiple concurrent programs on track. - Build and maintain dashboards and reporting for registrations, attendance, engagement, and pipeline contribution, and use that data to recommend changes to program format, cadence, or targeting. - Support the development of repeatable workflows and contribute to playbook documentation that make virtual program execution more efficient and enable teammates to plug into processes independently. - Lead retrospectives after each program, synthesize learnings across events, and bring data-backed recommendations for how to improve the DG/AIT virtual events engine. HOW SUCCESS WILL BE MEASURED - Virtual programs launch on time and run smoothly with high operational quality. - Speakers, stakeholders, and partners are well prepared and supported throughout the program lifecycle. - Event logistics, communications, and follow-up workflows are consistent and reliable across DG/AIT activities. - The team gains leverage because strategic owners spend less time on coordination and manual execution. - Program reporting, documentation, and process quality improve over time as the virtual events engine scales. HOW TO APPLY At Zapier, we believe that diverse perspectives and experiences make us better, which is why we have a non-standard application process designed to promote inclusion and equity. We're looking for the best fit for each of our roles, regardless of the type of companies in your background, so we encourage you to apply even if your skills and experiences don’t exactly match the job description. All we ask is that you answer a few in-depth questions in our application that would typically be asked at the start of an interview process. This helps speed things up by letting us get to know you and your skillset a bit better right out of the gate