Program Coordinator

Purpose

The Program Coordinator provides hands-on coordination across the Cabin Programs department, ensuring smooth day-to-day execution and enabling the department leader to remain focused on strategic priorities. This role blends executive support, departmental scheduling, cross-functional coordination, and data analysis into one high-impact position.

The ideal candidate is a proactive, detail-oriented professional who brings structure to a fast-moving environment, builds strong working relationships across departments, and takes pride in keeping things organized, on track, and moving forward.

Essential Job Functions

Departmental Scheduling, Meetings & Communications

• Partner with the department leader to manage and optimize schedules, proactively addressing conflicts and creating space for strategic priorities.
• Coordinate and schedule departmental meetings, team check-ins, and cross-functional sessions, ensuring the right people are in the room at the right time.
• Prepare meeting agendas, pre-reads, and presentation materials; capture action items and follow through to completion.
• Draft, edit, and manage internal and external correspondence on behalf of the department leader with appropriate tone and accuracy.
• Maintain organized communication channels within the department, ensuring timely distribution of updates, announcements, and key information.

Cross-Functional Coordination

• Serve as the primary coordination point between Cabin Programs and other departments, ensuring alignment on shared timelines, deliverables, and priorities.
• Track and follow up on action items from leadership and departmental meetings, keeping projects and initiatives on schedule.
• Coordinate with other department support staff and project leads to streamline workflows and resolve bottlenecks.
• Support special projects and strategic initiatives within Cabin Programs, managing timelines and stakeholder communication from kickoff through completion.
• Facilitate smooth handoffs between teams when Cabin Programs work intersects with maintenance, operations, sales, or other functional areas.

Data Analysis & Decision Support

• Compile, organize, and present departmental data to support decision-making, including dashboards, status reports, and trend summaries.
• Track key performance indicators, project milestones, and departmental objectives, flagging risks or delays early.
• Research and synthesize information on industry trends, vendor performance, and operational benchmarks as needed.
• Prepare presentation materials, executive summaries, and talking points for leadership and stakeholder meetings.
• Maintain organized filing systems, trackers, and documentation to ensure the department's institutional knowledge is accessible and current.

Minimum Qualifications or Experience

• 3 years of experience in program coordination, executive support, or operations coordination.
• Exceptional organizational skills with the ability to manage multiple priorities and shifting deadlines simultaneously.
• Strong written and verbal communication skills with keen attention to tone, accuracy, and professionalism.
• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and comfort working with data.
• Demonstrated ability to handle confidential information with integrity and discretion.
• High degree of initiative and the ability to anticipate needs and solve problems independently.

Preferred Qualifications or Experience

• Experience in aviation, aerospace, or a similarly regulated industry.
• Familiarity with HRIS platforms, project management tools, or business intelligence dashboards.
• Bachelor's degree in business administration, communications, aviation management, or a related field (or equivalent experience).

Supervisory Responsibilities

• This position does not typically have direct supervisory responsibilities.

Knowledge, Skills, and Other Attributes

• Proactive Ownership: Takes initiative and drives follow-through with little direction.
• Discretion & Judgment: Navigates sensitive information and departmental dynamics with professionalism.
• Adaptability: Comfortable shifting priorities quickly in a growing, multi-site organization.
• Attention to Detail: Produces polished, accurate work across communications, data, and scheduling.
• Relationship Building: Builds trust and credibility with stakeholders at every level of the organization.

Travel

Frequent travel may be required for multi-site support.

Other Duties

Please note this job description is not intended to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this position. Duties and responsibilities may change at any time with or without notice to support business needs.

Working Conditions

This role operates primarily in a professional office environment with occasional travel to other Citadel Aviation locations as needed. Standard business hours are expected, with flexibility for early or late meetings based on the department's schedule. The position requires prolonged periods of sitting, working at a computer, and occasional lifting of materials up to 15 pounds.