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
Employers have access to artificial intelligence language tools (“AI”) that help generate and enhance job descriptions and AI may have been used to create this description. The position description has been reviewed for accuracy and Dice believes it to correctly reflect the job opportunity.
- Dice Id: 91170850
- Position Id: 2026-201
- Posted 6 hours ago
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