Program Coordinator (Hybrid/in-office days a week)

POSITION OVERVIEW:

The Program Coordinator plays a vital role in bringing M²’s learning experiences to life. Reporting to the NY Program Manager, this position serves as the operational backbone of our programs and special projects — ensuring that every gathering, webinar, training, project, and resource is executed with precision, care, and excellence. From managing logistics and materials to coordinating vendors and supporting participants, the Program Coordinator ensures that our educators experience seamless, high-quality learning environments. This role is ideal for someone who takes genuine pride in organization, follow-through, and attention to detail. If you derive satisfaction from checklists completed, materials beautifully prepared, systems running smoothly, and events executed flawlessly, this role will be deeply fulfilling.

KEY RESPONSIBILITIES:

Program Planning, Coordination, and Execution (40%)
Partner with program team members to translate programmatic visions into well-executed, immersive learning experiences.

Oversee the full lifecycle of program materials, including sourcing, preparing, printing, packaging, and shipping, ensuring every detail reflects M²'s high standards and aesthetic.

Plan, coordinate, and execute all program logistics with exceptional attention to detail, ensuring seamless delivery of in-person and virtual programs.

Research and evaluate venues and vendors aligned with budget, M²'s standards, and programmatic needs.

Develop and maintain logistical timelines, track deliverables, and proactively coordinate with team members to ensure program preparations remain on schedule.

Serve as the primary liaison to vendors, coordinating catering, A/V, travel, materials, and accommodations.

Serve as the primary liaison to staff and faculty regarding program logistics, sessions, and materials.

Manage Perk for assigned programs, M²'s travel booking platform, coordinating participant travel arrangements, providing booking support, and serving as the primary point of contact for travel-related inquiries and issues.

Provide on-site logistical support during programs, troubleshooting calmly and effectively in real time to ensure a seamless and welcoming participant experience.

Program Operations, Systems, and Materials Management (40%)
Track and maintain inventory of program and organizational supplies and materials, managing organizational storage and ensuring materials are accessible and organized in coordination with the Program Manager.

Coordinate Salesforce and Campaign Monitor activities for assigned programs, ensuring accurate data management and serving as the primary point of contact for program-specific needs within these platforms.

Provide additional operational support aligned with evolving programmatic and organizational needs.

Office and Administrative Support to the VP of Programs (20%)
Provide administrative support to the VP of Programs, including preparing and proofreading documents, coordinating travel, taking meeting minutes, tracking deadlines, and following up on action items.

Oversee day-to-day office operations, serving as the primary liaison with building management (e.g., Industrious) and coordinating office needs.

Manage incoming mail and deliveries, ensuring correspondence and packages are distributed or forwarded appropriately.

Coordinate conference room reservations, guest registrations, and visitor access for meetings and organizational guests.

SKILLS AND QUALIFICATIONS

Minimum of 2 years of experience in event coordination, project management, customer-facing operations, or similar roles (experience in a nonprofit or mission-driven organization strongly preferred).

Exceptional organizational and project management skills with the ability to manage multiple projects simultaneously and accurately. Proven ability to organize systems and track details.

Strong written and verbal communication skills; professional and welcoming client-facing demeanor.

Comfort navigating fast-paced and evolving environments with flexibility, calmness and sound judgment.

Demonstrates a service-oriented mindset, anticipating needs and responding thoughtfully to teammates as well as external stakeholders.

Self-directed and action-oriented, with the ability to work independently and collaboratively.

High comfort level with technology; experience with Salesforce, Monday.com, Campaign Monitor, Canva, or similar platforms preferred.

This job requires 20 days of travel, in addition to all staff retreats.