Program launch coordinator

Title : Program launch coordinatorJob Types: Full-time, ContractWork Location: Culver city , CAJob description:Job OverviewThe Department Coordinator is the operational heartbeat behind launching a new program. They willorchestrate the right conversations at the right time building stakeholder maps, scheduling andsequencing cross-functional meetings, preparing materials, capturing decisions, and drivingfollow-through that keeps the program on track.Project Deliveries:- Calendar orchestration- Own complex scheduling for executives and cross-functional leaders; resolve conflicts, optimizesequences, and manage across time zones.- Establish recurring cadences (steering committee, workstream standups, design reviews, risk/issuereviews, 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 inadvance.- Manage logistics (rooms, conferencing links, AV, visitor access); coordinate onsite/offsite sessions andworkshops.- Facilitate meetings as needed; take notes, record decisions, track action items, and distribute minuteswithin 24 hours.Program Coordination- Maintain a master program calendar aligned to milestones and dependencies; surface conflicts andpropose 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 programmoments.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 urgencyand 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 andescalates 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.