Program Associate

Company Description:

The Institute for Defense and Business (IDB), founded in 1997, strengthens collaboration between defense, government, academia, and private industry through high-impact executive education. Based in North Carolina, IDB believes the most complex challenges are best solved through cross sector collaboration. Our programs create two-way value. Helping defense leaders learn from industry innovation, while enabling private-sector leaders to adopt the discipline, accountability, and mission focus of the defense community. IDB delivers customized learning experiences for early- career to executive level leaders in military, government, and private industry.

Role Overview:

The Program Associate (PA) reports to a Program Director (PD) and is responsible for managing the end-to-end logistics for a portfolio of world-class executive education programs. The PA will have opportunities to collaborate with individuals from diverse backgrounds across the government, private sector, academia, and military. Candidates should be dedicated to fostering meaningful connections, driving effective communication, and contributing to mission success through teamwork, adaptability, and a commitment to excellence in every environment.

This PA role is based in IDB’s Chapel Hill, North Carolina office and is hybrid, with a mix of remote and on-site work in the Research Triangle Park area. Candidates must reside in the greater Raleigh–Durham area.

IDB Program Associate Roles and Responsibilities:

Pre-program planning

Coordinate all logistical details for participants, program speakers, and distinguished visitors.

• Be the primary point of contact for program participants, faculty and guests.
• Coordinate directly with the venue to manage program details. This includes managing reservations for participants, meeting rooms set up, and handling audiovisual and catering needs.
• Collaboration with PD, program speakers, and guests on program schedule, faculty agreements and necessary educational materials and needs.
• Collaborate with the marketing and sales teams to develop and distribute engaging program marketing materials across multiple channels, including social media platforms such as LinkedIn.

Program delivery

• Be the key point of contact, managing behind the scenes tasks to ensure seamless execution.
• Engage in constant communication with venue partners to ensure optimal guest experience.
• Provide extraordinary customer service by addressing special requests from participants, speakers, instructors, and distinguished visitors.

Program closeout and follow-up

• Archive program materials such as academic content, participant information, schedules, evaluations, and participant biographies.
• Reconcile invoices and submit check requests for reimbursement to Accounting Manager.
• Compile and present evaluation feedback to faculty, peers and leaders at IDB.

Additional tasks may include:

• Provide administrative support to PDs as needed.
• Engage in personal professional development on program related topics.
• Assist with identifying new, potential faculty.
• Collaborate with various IDB team members for special projects to improve internal processes.

Requirements:

• Bachelor’s Degree
• Reside in/near Raleigh, Durham or Chapel Hill area
• Be available to work some evening/weekends based on program schedule.
• Hospitality Experience preferred
• Learning Management System knowledge preferred

Top candidates will:

• Relish the opportunity to interact with different groups of participants, ranging from early-career to executive level private industry and defense sector leaders.
• Possess a strong customer-service orientation, always putting the customer experience first.
• Know the importance of attention to details and executing tasks with accuracy.
• Have exceptionally strong organizational and time-management skills.
• Demonstrate self-direction and initiative.
• Have outstanding written and oral communications skills.
• Value collaboration and enjoy working in teams.
• Be able to transport program-related materials weighing up to 30 pounds .
• Think entrepreneurially: look for gaps/opportunities and identify ideas for new program offerings (new courses, customers, partnerships, formats, etc.).
• Have schedule flexibility that accommodates travel up to 25% of the year for program delivery and industry conferences, as well as some evening and weekend work associated with program delivery.

This job description is not intended to be all-inclusive. Program Associates may be asked to perform other related duties to meet the ongoing needs of the organization. 

At the Institute for Defense and Business, we understand that recruiting the most exceptional talent to join our team is vital to our success, which is why we offer a generous benefits package, including group health, dental and vision coverage, 403(b) matching plan, life insurance, paid holidays and time-off, as well as professional development opportunities.

Institute for Defense and Business

1445 Environ Way

Chapel Hill, NC 27517

http://www.idb.org