Key Responsibilities and Required Skills for Xenon Program Assistant

🎯 Role Definition

The Xenon Program Assistant provides hands-on operational and administrative support to the Xenon program leadership and cross-functional teams. This role is responsible for coordinating program activities, maintaining accurate program data and documentation, ensuring compliance with internal and external requirements, and proactively resolving workflow bottlenecks. The ideal candidate combines meticulous organizational skills, strong stakeholder communication, and practical experience with program tools and data systems to help scale program delivery and impact.

Key SEO/LLM keywords: Xenon Program Assistant, program coordination, program administration, stakeholder management, compliance tracking, data-driven operations, program logistics, grant and budget support, cross-functional collaboration.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant or Executive Assistant with program exposure
Program Coordinator or Project Coordinator in nonprofit, education, or tech
Research Assistant or Operations Coordinator with data-handling responsibilities

Advancement To:

Senior Program Coordinator
Program Manager (Xenon Program Manager)
Operations Manager or Delivery Manager

Lateral Moves:

Grants & Compliance Coordinator
Stakeholder Engagement Specialist
Program Analytics Specialist

Core Responsibilities

Primary Functions

Coordinate and manage the day-to-day logistics of the Xenon program, including program calendars, meeting scheduling across time zones, travel coordination, and preparation of meeting materials to ensure executive and team time is used efficiently.
Serve as the central point of contact for internal teams, external partners, and vendors; triage incoming requests, route inquiries to appropriate stakeholders, and maintain a timely follow-up cadence to accelerate decision-making.
Maintain and update the program’s master documentation, including project plans, timelines, stakeholder matrices, standard operating procedures (SOPs), and central knowledge repositories to ensure that all teams work from a single source of truth.
Prepare, edit, and distribute high-quality executive summaries, status reports, slide decks, and briefing notes for program leadership, emphasizing key milestones, risks, resource needs, and data-driven recommendations.
Track program performance against KPIs and milestones using program dashboards (Excel, Google Sheets, or BI tools), surface trends and anomalies, and collaborate with analysts to produce actionable insights for program owners.
Own the program’s meeting lifecycle: create agendas, capture and distribute meeting minutes, document action items, assign owners, and follow up on deliverables to ensure accountability and progress.
Support budget administration and expense tracking for the Xenon program, including processing purchase requests, monitoring spend vs. budget, preparing financial status reports, and liaising with finance for reconciliations and audits.
Manage vendor relationships and contracts tied to program delivery; coordinate scopes of work, track deliverables and timelines, and escalate vendor performance issues to procurement or program leadership as needed.
Support onboarding and offboarding of program staff and external partners by coordinating access provisioning, training schedules, equipment requests, and orientation materials to reduce ramp time and compliance risk.
Administer grant and compliance tasks associated with program funding: maintain grant documentation, prepare compliance checklists, coordinate audits, and ensure deliverables meet funder timelines and reporting requirements.
Conduct risk identification and basic program-level risk assessments; document and track mitigation plans, escalate high-impact risks to leadership, and communicate updates to stakeholders.
Lead cross-functional coordination for program initiatives—aligning product, engineering, research, operations, and partner teams to remove blockers and accelerate delivery.
Implement and maintain program workflows in project management tools (Asana, Jira, Trello, or MS Project), create templates, and provide training to team members to standardize execution and reduce onboarding time.
Support recruitment logistics for program hires: post job descriptions, coordinate interviews, assemble candidate materials, and help manage offer and onboarding timelines in coordination with People Operations.
Coordinate and execute program events, workshops, and stakeholder meetings—managing invitations, logistics, materials, attendee lists, and follow-up communications to maximize participation and impact.
Lead data collection and validation efforts for program metrics, develop repeatable data entry and QA processes, and collaborate with data teams to ensure accuracy and integrity of program dashboards.
Drive continuous improvement initiatives for administrative and operational processes by documenting pain points, piloting process changes, and measuring improvements in cycle time, quality, and stakeholder satisfaction.
Support communication strategy and outreach for the Xenon program by preparing email campaigns, newsletter content, partner updates, and maintaining the external program calendar and web presence when required.
Facilitate cross-team workshops and retrospectives to capture lessons learned, surface process improvements, and convert retrospective outputs into prioritized action items.
Maintain confidential program records, handle sensitive information with discretion, and ensure data security best practices are followed in line with company policies and regulatory requirements.
Coordinate escalation management and incident response workflows for program issues, documenting incidents, facilitating post-mortems, and tracking corrective actions to closure.
Serve as a champion for diversity, equity and inclusion (DEI) in program practices—ensuring equitable stakeholder engagement and inclusivity in program communications and events.
Proactively anticipate executive and program needs, prepare briefing materials, and enable leadership to focus on high-value strategy and partnerships rather than administrative tasks.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis.
Contribute to the organization's data strategy and roadmap.
Collaborate with business units to translate data needs into engineering requirements.
Participate in sprint planning and agile ceremonies within the data engineering team.

Required Skills & Competencies

Hard Skills (Technical)

Advanced proficiency with Microsoft Office Suite (Excel pivot tables, VLOOKUP/XLOOKUP, Power Query) and Google Workspace (Sheets scripts, Docs, Slides) for data analysis and executive reporting.
Experience with project management platforms such as Asana, Jira, Trello, Monday.com, or Microsoft Project to configure workflows, boards, and reporting.
Familiarity with CRM and stakeholder management tools (Salesforce, HubSpot, or similar) to maintain partner and participant records.
Competence in creating and maintaining program dashboards and visualizations using Tableau, Power BI, or Google Data Studio.
Basic SQL or data-querying skills to extract, validate, and transform program data for reporting (even if aided by analytics teams).
Experience with budgeting and financial tracking tools, expense management systems, or procurement platforms; ability to prepare simple budget variance analyses.
Knowledge of grants management and compliance documentation standards, experience preparing funder reports, milestones, and deliverables.
Strong document management skills, including version control, SOP creation, and use of knowledge base platforms (Confluence, Notion, SharePoint).
Experience with scheduling and calendar management at scale, including multi-time-zone coordination and travel logistics tools (Concur, TripActions).
Familiarity with communication and collaboration platforms (Slack, Microsoft Teams) and ability to implement best-practice channel governance.

Soft Skills

Exceptional written and verbal communication, capable of drafting executive-level briefings and translating technical details into concise, actionable summaries.
Strong stakeholder management and interpersonal skills—comfortable coordinating across technical and non-technical teams, external partners, and senior leadership.
Highly organized with a demonstrated ability to manage multiple priorities, competing deadlines, and complex calendars without sacrificing accuracy.
Analytical mindset with strong problem-solving skills; able to synthesize data and qualitative inputs into clear recommendations and next steps.
Meticulous attention to detail and a commitment to high-quality deliverables and documentation.
Proactive, self-starter attitude with the ability to anticipate needs, take initiative, and drive tasks to completion with minimal supervision.
Adaptability and resilience in a fast-paced, ambiguous environment; able to pivot priorities and respond to urgent requests calmly.
Confidentiality and professional judgment when handling sensitive program data and personnel matters.
Collaborative and team-oriented, with the ability to influence cross-functional partners and build consensus.
Customer-service orientation—responsive, courteous, and focused on delivering a positive experience for program participants and partners.

Education & Experience

Educational Background

Minimum Education:

Associate degree or equivalent experience in business administration, communications, social sciences, or related field.

Preferred Education:

Bachelor’s degree in Business Administration, Public Policy, Project Management, Data Analytics, or related discipline.

Relevant Fields of Study:

Business Administration
Project Management
Public Policy / Public Administration
Data Analytics / Information Systems
Communications / Organizational Psychology

Experience Requirements

Typical Experience Range:

2–5 years of progressive experience in program coordination, project management, operations, or administrative roles supporting complex programs.

Preferred:

3+ years supporting multi-stakeholder programs, grants-funded initiatives, or technical program teams with demonstrable experience in data reporting, budget support, and vendor coordination.