What are the responsibilities and job description for the Program Launch Coordinator position at Cyber 1 Armor?
Program Launch Coordinator
Location: Culver City, CA (Hybrid 3 days On-Site and 2 days Remote)
Job Type--C2C /W2 Contract
Job Description
The Department Coordinator is the operational heartbeat behind launching a new program. They will orchestrate the right conversations at the right time-building stakeholder maps, scheduling and sequencing cross-functional meetings, preparing materials, capturing decisions, and driving follow-through that keeps the program on track.
Project Deliveries:
- Calendar orchestration
- Own complex scheduling for executives and cross-functional leaders; resolve conflicts, optimize sequences, and manage across time zones.
- Establish recurring cadences (steering committee, workstream standups, design reviews, risk/issue reviews, go/no-go).
- Protect focus time and ensure timely preparation for high-impact meetings.
Meeting Management
- Draft and distribute agendas, pre-reads, and briefing notes; ensure materials are delivered 24 hours in advance.
- Manage logistics (rooms, conferencing links, AV, visitor access); coordinate onsite/offsite sessions and workshops.
- Facilitate meetings as needed; take notes, record decisions, track action items, and distribute minutes within 24 hours.
Program Coordination
- Maintain a master program calendar aligned to milestones and dependencies; surface conflicts and propose resolutions.
- Track action items, risks, and decisions; ensure owners and due dates are clear and followed up.
- Prepare weekly status summaries and executive readouts; escalate blockers promptly.
Stakeholder Validation & Coordination
- Build and maintain stakeholder lists, distribution groups, and contact records.
Process & Tools
- Create templates for agendas, minutes, and readouts; standardize scheduling workflows.
- Continuously improve scheduling lead time, meeting effectiveness, and documentation quality.
Administrative Operations
- Support light expense processing, purchase requests/POs, and travel coordination for key program moments.
Required Skills
- 5-10 years supporting senior leaders in an executive support, coordinator, or program support role.
Proven ability to schedule and manage complex, multi-party meetings across time zones with urgency and precision.
- Excellent written and verbal communication; professional judgment, discretion, and attention to detail.
- Proficiency with Apple products and Apple software
- Strong organization and prioritization skills; anticipates needs and effectively "manages up" and escalates triaged issues
- Comfortable facilitating meetings, drafting clear minutes, and tracking actions to closure.
Preferred Skills
- Experience launching new programs or supporting a PMO.
- Knowledge of basic project/program frameworks (RACI, governance cadences, OKRs).
Project Success Metrics
- Time-to-schedule for priority meetings (target: < 3 business days).
- Agenda and pre-reads delivered 24 hours before meetings (>90%).
- Attendance and on-time start rates (>95%).
- Action item closure by due date (>90%).
- Stakeholder satisfaction (CSAT/NPS) improvement over first 90 days.
- Support of on-time delivery for key program launch milestones.
Skill Sets Niche Skill Experience Preference
Media & Entertainment Yes 5-10 Years Is Required
Stakeholder management No 5-10 Years Is Required
Scheduling No 5-10 Years Is Required
Program Management No 2-5 Years Nice To Have
Coordination No 5-10 Years Is Required
Location: Culver City, CA (Hybrid 3 days On-Site and 2 days Remote)
Job Type--C2C /W2 Contract
Job Description
The Department Coordinator is the operational heartbeat behind launching a new program. They will orchestrate the right conversations at the right time-building stakeholder maps, scheduling and sequencing cross-functional meetings, preparing materials, capturing decisions, and driving follow-through that keeps the program on track.
Project Deliveries:
- Calendar orchestration
- Own complex scheduling for executives and cross-functional leaders; resolve conflicts, optimize sequences, and manage across time zones.
- Establish recurring cadences (steering committee, workstream standups, design reviews, risk/issue reviews, go/no-go).
- Protect focus time and ensure timely preparation for high-impact meetings.
Meeting Management
- Draft and distribute agendas, pre-reads, and briefing notes; ensure materials are delivered 24 hours in advance.
- Manage logistics (rooms, conferencing links, AV, visitor access); coordinate onsite/offsite sessions and workshops.
- Facilitate meetings as needed; take notes, record decisions, track action items, and distribute minutes within 24 hours.
Program Coordination
- Maintain a master program calendar aligned to milestones and dependencies; surface conflicts and propose resolutions.
- Track action items, risks, and decisions; ensure owners and due dates are clear and followed up.
- Prepare weekly status summaries and executive readouts; escalate blockers promptly.
Stakeholder Validation & Coordination
- Build and maintain stakeholder lists, distribution groups, and contact records.
Process & Tools
- Create templates for agendas, minutes, and readouts; standardize scheduling workflows.
- Continuously improve scheduling lead time, meeting effectiveness, and documentation quality.
Administrative Operations
- Support light expense processing, purchase requests/POs, and travel coordination for key program moments.
Required Skills
- 5-10 years supporting senior leaders in an executive support, coordinator, or program support role.
Proven ability to schedule and manage complex, multi-party meetings across time zones with urgency and precision.
- Excellent written and verbal communication; professional judgment, discretion, and attention to detail.
- Proficiency with Apple products and Apple software
- Strong organization and prioritization skills; anticipates needs and effectively "manages up" and escalates triaged issues
- Comfortable facilitating meetings, drafting clear minutes, and tracking actions to closure.
Preferred Skills
- Experience launching new programs or supporting a PMO.
- Knowledge of basic project/program frameworks (RACI, governance cadences, OKRs).
Project Success Metrics
- Time-to-schedule for priority meetings (target: < 3 business days).
- Agenda and pre-reads delivered 24 hours before meetings (>90%).
- Attendance and on-time start rates (>95%).
- Action item closure by due date (>90%).
- Stakeholder satisfaction (CSAT/NPS) improvement over first 90 days.
- Support of on-time delivery for key program launch milestones.
Skill Sets Niche Skill Experience Preference
Media & Entertainment Yes 5-10 Years Is Required
Stakeholder management No 5-10 Years Is Required
Scheduling No 5-10 Years Is Required
Program Management No 2-5 Years Nice To Have
Coordination No 5-10 Years Is Required