Program Coordinator - Production, 3356-1

Program Coordinator - Production, 3356-1 We foster a high-performance environment where individuals are trusted to make decisions and are expected to act in the best interest of the company. We value creativity, innovation, direct communication, and a relentless pursuit of excellence. We encourage taking smart risks, embracing curiosity, and continuously raising the bar. We look for team members who are self-motivated, highly accountable, thrive in a fast-paced environment, and are passionate about making an impact through their work. Position Overview Support the Integration of project information with internal and external organizations including project team Communicate to cross-functional partners, such as Marketing, Comms, PR, Licensing, IP, Legal, Content and Music. Keep key members informed, solicit feedback and implement when appropriate Liaise with third party vendors and partners, including creative agencies, production vendors, ticketing, marketing, and site operations Collect, update, and maintain detailed project files across creative, production, and operations, keeping a consistent archival structure through the life of a project Assist in collecting assets and materials for research Assist in routing assets for approvals Assist with routing and processing of contractual and financial documents (i.e. NDAs, invoices, vendor set-up, etc.) Schedule meetings, work sessions, and reviews for internal team, cross-functional partners, and with external agencies as needed. Be designated note taker in meetings and send out recaps and action items Coordinate travel agendas and logistics to ensure that team trips are well defined with agendas, itineraries, and stakeholder travel info Build presentation decks for internal team updates, executive reviews, local municipality, and external partners Assist the Programming Producer with day-to-day Programming coordination for our experiential venue, liaising with onsite production specialists on execution Responsibilities Maintain and update a shared project tracker and files, including shares with internal partners and external vendors Attend and take notes in recurring team syncs, weekly production meetings, and ad hoc creative reviews; circulate recaps and action items Track approval status of creative assets moving through legal, licensing and marketing review, and follow up with stakeholders Log and route incoming invoices, NDAs and vendor onboarding paperwork to the appropriate approver, and track turnaround time Book and confirm vendor and agency meetings, including scheduling logistics across multiple calendars and time zonesDraft and format slides for Programming Producer and production team Coordinate travel logistics for team members traveling to experiential venue sites, including itineraries, review coordination and timelines Serve as the day-to-day point of contact for onsite production specialists at our experiential venue, relaying programming updates and escalating issues to the Programming Producer Maintain a running list of open items and dependencies across the project and flag risks Maintain the project activation deck to ensure all creative, operational, production, and marketing slides are up to date; follow up with cross-functional partners to confirm their sections are current Manage meeting agendas, ensuring objectives, topics, and owners are clearly defined and distributed in advance Nice To Haves Or Preferred Skills Experience supporting live events, experiential activations, entertainment, hospitality, programming, or large-scale consumer-facing projects Experience working with creative agencies, production companies, vendors, or other external partners Experience building and maintaining executive facing presentations and project status decks Experience managing vendor onboarding, invoices, contracts, NDAs, or other administrative production processes Experience working directly with onsite production teams and translating programming or creative direction into operational execution Experience working in g-suite, Airtable and Slack Pay Range $35–45/hr. #J-18808-Ljbffr Cypress HCM