Project Coordinator

Transformational Programs Master Coordinator

Provides the project manager support and assistance in scheduling, documentation, budgeting, and communication. Updates the project plan. Assists in information collection and validations. Facilitates collaborative documents and data stores. Helps prepare status reports and presentations. Excellent oral and written communication skills are required. Must have strong knowledge of MS Project, Excel, Word, and Visio.

Project Overview

The Transformational Programs Master Coordinator is responsible for orchestrating the scheduling and coordination of meetings, key events, and stakeholder engagement across a multi-year portfolio of transformational programs. This role manages and maintains up-to-date attendee and email rosters, ensuring that all relevant participants are included and informed. The Master Coordinator organizes recurring and ad-hoc meetings, coordinates logistics for major program milestones, and proactively communicates with stakeholders to confirm availability and distribute agendas, minutes, and action items. By keeping schedules aligned and communication channels clear, the Master Coordinator fosters effective collaboration, timely decision-making, and smooth execution of program activities.

Daily Responsibilities

Review and update schedules and attendee rosters daily to ensure all stakeholders are included and informed. Proactively communicate with participants to confirm meeting availability and distribute agendas ahead of time. Organize recurring and ad-hoc meetings, managing logistics such as room bookings, virtual meeting links, and event resources. Send reminders, distribute meeting minutes, and follow up on action items to maintain clear communication channels. Manage and maintain accurate email distribution lists and attendee records, ensuring comprehensive stakeholder engagement. Collaborate regularly with program leaders, business partners, and IT stakeholders to resolve scheduling conflicts and adapt plans as necessary. Synchronize schedules and information flow to drive effective collaboration, timely decision-making, and successful delivery of transformational program milestones.

Team Culture

Our team is fast-paced, and often our work is dynamic while shifting to meet the needs of our stakeholders. We maintain a collaborative environment with our direct TPMO team, the programs that we support (including their leaders), the business and IT stakeholders, and our cross-cutting partners. We strive to have strong internal and external communication with a customer service focus. Our TPMO governance pod has a large scope, and we aim to provide our team with new skills and development opportunities. We tend to be flexible to meet the needs of our teams and leadership.

Work Hours

This role is 40 hours a week and standard working hours. OT is not standard but occasionally required and will be approved on an as-needed basis. We do encourage in-person collaboration and co-location when possible, based on location.

Career Opportunity

This position is not open to conversion, but it will open doors to potential full-time roles in the future.

Required Skills and Qualifications

Expertise in scheduling and coordinating meetings using Microsoft Outlook, including managing recurring appointments and setting up reminders. Proficient in utilizing Outlook features such as meeting polls (FindTime), room/resource bookings, and time zone management. Experience integrating Outlook calendars with Microsoft Teams for seamless meeting setup and virtual collaboration. Skilled in managing delegate access and permissions to maintain calendar security and support executive or team needs.

Strong interpersonal and relationship-building skills to foster trust with diverse stakeholders and executives. Active listening and empathy to understand varying priorities and perspectives during scheduling negotiations. Professional communication and diplomacy when addressing conflicts or shifting meeting requirements. Adaptability and resilience to manage last-minute changes and competing demands with a positive attitude.

5-7 years in proven experience in managing complex schedules, including coordinating meetings across multiple teams and stakeholders. Strong proficiency with calendar management tools and collaboration software (such as Outlook, Teams, or Zoom). Excellent organizational skills with attention to detail and the ability to prioritize tasks in a fast-paced, dynamic environment. Effective communication skills to ensure clear information flow and timely follow-up with program leaders, business partners, and IT stakeholders. Ability to adapt plans as needed and resolve scheduling conflicts quickly through collaborative problem-solving.