Job Title: Program Coordinator III
Contract Duration: 6 months with the possibility for extension
Location: Bell Gardens, California
Schedule: Remote
Pay Rate: $40-42 per hour
Position Overview
We are seeking a highly organized and detail-oriented Program Coordinator to provide operational, administrative, and coordination support across a variety of cross-functional initiatives. This individual will play a key role in ensuring programs and events run smoothly by managing schedules, coordinating communications, tracking deliverables, supporting executive briefing preparation, and maintaining documentation. The ideal candidate possesses strong research, writing, and organizational skills, along with the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
- Build and verify high-volume attendee face sheets for major events, including researching and validating biographies, photos, and professional backgrounds through CRM systems and public sources.
- Prepare, format, finalize, and distribute meeting materials, including PDF conversion, repository uploads, and calendar invite attachments.
- Track, manage, and triage incoming meeting and event requests for large-scale conferences while maintaining accurate status reporting and documentation.
- Coordinate event logistics, including venue arrangements, capacity planning, RSVP tracking, transportation needs, and vendor requirements.
- Own the end-to-end coordination of recurring cross-functional executive review cycles, including managing timelines, workback plans, deadlines, and collection of pre-read materials.
- Develop first-draft executive briefing materials for external meetings, including attendee research, background information, profiles, and talking points.
- Collaborate with partner teams to gather inputs and ensure briefing materials are accurate, comprehensive, and delivered on time.
- Conduct quality reviews of executive briefing materials prior to distribution, ensuring consistency, accuracy, and adherence to established standards.
- Maintain templates, documentation libraries, and version control processes for briefing and meeting materials.
- Support ongoing program operations through scheduling, communication coordination, action item tracking, and documentation management.
Required Qualifications / Must-Have Skills
- 3+ years of experience in program coordination, executive support, event operations, or administrative project management.
- Experience creating and maintaining executive briefing materials, attendee profiles, meeting summaries, or similar written content for senior leadership audiences.
- Strong research and synthesis skills, including gathering, validating, and consolidating information from multiple sources into concise, executive-ready materials.
- Experience coordinating cross-functional programs, including managing timelines, action items, deliverables, and recurring review cycles.
- Proven ability to track and manage high volumes of meeting requests, event inquiries, or project workflows while maintaining accurate documentation and status reporting.
- Experience supporting event planning and logistics, including RSVP management, venue coordination, transportation arrangements, and vendor communications.
- Strong document management skills, including formatting presentations and reports, PDF conversion, version control, and repository maintenance.
- Exceptional organizational skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
- Excellent verbal and written communication skills with strong attention to detail and quality control.
- Proficiency with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and collaboration/document management tools.
Preferred Qualifications
- Experience supporting executives or executive leadership teams.
- Familiarity with CRM platforms and data validation processes.
- Experience coordinating large-scale conferences, executive reviews, or company-wide events.
- Background in program operations, project coordination, or strategic business support functions.
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