Program Coordinator

Apex Systems; Dearborn (MI); Hybrid; USD 114,616,000 - 186,252,000; Full time

Job summary

Apex Systems is seeking a Program Coordinator to support the planning and execution of leadership events and governance forums within the Enterprise Technology organization. The role partners with project leads to coordinate cross-functional activities, manage documentation, support event logistics, and help ensure team initiatives stay on track.

Responsibilities include coordinating with HR, Marketing, Legal, Finance, Sales, and Technology teams, managing agendas, and providing on-site event

Qualifications

• Bachelor's degree required.
• 2+ years experience in program or project coordination.
• Experience coordinating across multiple business functions.
• Proficient with Microsoft 365 apps (Outlook, Teams, SharePoint, PowerPoint, Excel).
• Experience supporting project timelines and documentation management.
• Strong attention to detail.

Responsibilities

• Develop project plans and define scope, goals, and deliverables.
• Support planning and execution of leadership events, governance forums, Town Halls, and All Hands meetings.
• Coordinate cross-functional activities for alignment across teams.
• Facilitate collaboration between internal teams and vendors.
• Assist with venue logistics, AV coordination, attendee management, and event communications.
• Serve as on-site contact during live events and support logistics.
• Coordinate with partners to align schedules for enterprise events.
• Help create and manage agendas for governance forums and leadership meetings.
• Track timelines, milestones, and action items across workstreams.
• Provide flexible admin and operational support during peak periods.
• Maintain project documentation and governance records.
• Communicate status, risks, and progress to stakeholders.

Skills

Event planning

Communications

Employee engagement

Administration

Microsoft Office

Organizational coordination

Verbal & written communication

Attention to detail

Multitasking

Cross-functional support

Professional presence with leadership

Education

Bachelor's Degree

Tools

Microsoft Planner

SharePoint

Copilot

Open Code AI tools

Job description

Job#: 3044481

Hybrid On-Site Dearborn MI 4 Days

12+ Month Contract

$40-65/HR

Position Description

The Program Coordinator supports the planning and execution of leadership events and governance forums within the Enterprise Technology (ET) organization. This role partners with project leads to coordinate cross-functional activities, manage documentation, support event logistics, and help ensure team initiatives remain on track.

Employees in this role plan and support projects and programs while working with cross-functional teams across various business functions, including Human Resources, Marketing, Legal, Finance, Sales, and Technology.

Key Responsibilities

Program & Project Coordination

• Develop project plans and define project/program scope, goals, and deliverables aligned with organizational objectives.
• Support planning and execution of leadership events, governance forums, Town Halls, and All Hands meetings.
• Coordinate cross-functional activities to ensure alignment across teams and departments.
• Facilitate collaboration between internal teams and external vendors through efficient, streamlined processes.
• Assist with venue logistics, audio-visual coordination, attendee management, and event communications.
• Serve as a point of contact during live events, assisting with room setup and on-site logistics to ensure a seamless experience for attendees and leadership.
• Coordinate with business partners to align schedules and support enterprise-wide event planning efforts.
• Assist in creating and managing agendas for recurring governance forums and leadership meetings.

Operational & Administrative Support

• Track project timelines, milestones, action items, and deliverables across multiple workstreams.
• Identify schedule risks and work collaboratively to support mitigation efforts.
• Provide flexible administrative and operational support during peak event periods and changing business needs.
• Maintain project documentation, reporting materials, and governance records.
• Ensure project and program objectives are completed within agreed scope, timelines, budgets, and allocated resources.

Stakeholder Management & Communication

• Effectively communicate project status, updates, risks, and progress to stakeholders across multiple organizations and teams.
• Partner with senior leaders, executive support staff, and cross-functional teams to facilitate successful program execution.
• Deliver accurate analysis and reporting, presenting information in a clear and concise format for meetings, presentations, and reviews.

Continuous Improvement & Risk Management

• Support problem-solving and continuous improvement initiatives across programs and events.
• Identify risks and assist in developing mitigation plans to ensure timely project execution.
• Serve as a resource and subject matter contributor within assigned business areas, including Human Resources, Marketing, Legal, Finance, Sales, and Technology.

Required Skills

• Event Planning
• Communications
• Employee Engagement
• Administration
• Microsoft Office Suite
• Strong organizational and coordination skills
• Excellent verbal and written communication skills
• High attention to detail
• Ability to manage multiple priorities simultaneously
• Cross-functional stakeholder support
• Professional presence when interacting with senior leadership

Preferred Skills

• Experience with Microsoft Copilot
• Experience with Open Code AI tools

Required Experience

• Associate level experience with 2+ years of related experience
• Previous experience in program or project coordination, cross-functional stakeholder support, or event logistics within a large corporate environment
• Experience coordinating activities across multiple business functions to support shared goals and timelines
• Strong proficiency with Microsoft 365 applications, including:
• Outlook
• Teams
• SharePoint
• PowerPoint
• Excel
• Copilot
• Familiarity with task and milestone tracking tools such as:
• Microsoft Planner
• SharePoint
• Experience supporting project timelines, deliverables, and documentation management
• Exceptional attention to detail with the ability to track multiple workstreams, deliverables, and timelines simultaneously

Preferred Experience

• Experience using Microsoft Copilot and/or Open Code AI tools

Education Requirements

Required

• Bachelor's Degree

Key Success Factors

• Collaborative Spirit: Ability to work effectively within a team environment while supporting project leads and partnering with administrative and business stakeholders.
• Operational Discipline: High degree of accuracy in managing agendas, documentation, action items, and project tracking.
• Proactive Coordination: Ability to anticipate logistical needs, identify risks, and coordinate mitigation activities before issues arise.
• Professionalism: Ability to maintain a polished, professional presence when engaging with senior leaders and executive support teams.
• Organization: Strong capability to manage multiple concurrent initiatives while meeting deadlines and maintaining quality.

Additional Information

This role is highly focused on program coordination, event execution, stakeholder engagement, administrative support, and operational excellence within the Enterprise Technology organization. The position requires strong organizational skills, attention to detail, and the ability to support leadership events and governance activities across a complex enterprise environment.

EEO Employer

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of race, color, religion, creed, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law.