Program Coordinator - Production, 3356-1

Cypress HCM; Los Angeles (CA); On-site; USD 48,000 - 62,000; Full time

Job summary

Cypress HCM in Los Angeles seeks a Program Coordinator - Production to support integration, asset routing, and cross-functional collaboration for large-scale experiential projects.

You will maintain project trackers, prepare presentations, coordinate travel, and liaise with production teams, vendors, and internal partners to ensure timely delivery and smooth operations.

Qualifications

• Experience supporting live events and experiential activations.
• Experience collaborating with creative agencies, vendors and external partners.
• Experience building executive-facing presentations and project status decks.
• Experience handling vendor onboarding, invoices, NDAs, contracts.
• Experience working with onsite production teams to execute programming.
• Experience using G Suite, Airtable and Slack.

Responsibilities

• Maintain and update shared project tracker and files for internal and external stakeholders.
• Attend and take notes in recurring team syncs; circulate recaps and action items.
• Track approval status of assets through legal, licensing and marketing review; follow up with stakeholders.
• Log and route invoices, NDAs and vendor onboarding paperwork to approvers; track turnaround times.
• Draft and format slides for Programming Producer and production teams; coordinate travel logistics.
• Serve as day-to-day point of contact for onsite production specialists; escalate issues as needed.
• Maintain activation deck and ensure all slides are up to date across teams.
• Manage meeting agendas with clear objectives, topics, and owners.

Skills

Live events

Agency collaboration

Executive presentations

Vendor onboarding & contracts

Onsite production coordination

G Suite / Airtable / Slack

Tools

G Suite

Airtable

Slack

Job description

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.