Program Launch Coordinator

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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