Project Coordinator

About us

We are an art/design/technology lifestyle startup headquartered in Irvine, California with a fashion/design office in Seoul, South Korea. Our brand spans multiple touchpoints including digital art, social media software, AI media art, fashion, music, and literature.

Role

Role Overview

We're seeking a Project Management Lead to serve as a key coordinator and operational enabler across our rapidly growing organization. Reporting directly to the CEO with daily hands-on interaction, this role acts as an orchestrator of cross-functional initiatives and processes, ensuring alignment between vision and team execution. The position serves as an operational force multiplier for the CEO's office, coordinating complex projects and maintaining organizational momentum.

Position Context

• Direct report to CEO with daily collaborative workflow and hands-on project oversight
• Acts as an extension of the CEO's office for operational oversight and project alignment
• Maintains constant communication loop with CEO on all significant operational matters
• Demonstrates exceptional commitment to organizational priorities
• Serves as a neutral coordinator between different functional areas
• Facilitates rather than directs, ensuring successful project execution through influence and collaboration
• Maintains organizational cohesion through process implementation and monitoring
• Operates with high flexibility and availability to meet organizational needs

Key Responsibilities

CEO Office Coordination:

• Maintain daily active collaboration with CEO on operational priorities and project status
• Lead daily status reviews and priority alignment sessions with CEO
• Serve as operational proxy for CEO on day-to-day project oversight
• Ensure real-time information flow between CEO's office and all functional teams
• Provide immediate warning system for potential issues requiring attention
• Coordinate and prepare materials for reviews and strategic planning sessions
• Execute rapid follow-up on CEO directives across teams
• Maintain dynamic project tracking system accessible to CEO in real-time

Cross-Functional Program Management:

• Oversee project management tools (Jira, Linear) and processes across all departments
• Implement and maintain agile methodologies across appropriate teams
• Coordinate digital and design teams with real-world community initiatives
• Manage timeline alignment between product releases, platform updates, and cultural events
• Establish processes for seamless execution of cross-platform projects and collaborations
• Build scalable systems for managing both online and offline community experiences

Process Optimization:

• Design and implement standardized project management methodologies
• Create and maintain documentation for operational processes
• Establish regular check-ins with team leads
• Develop and maintain project timelines and resource allocation plans
• Identify and resolve operational bottlenecks proactively

Core Competencies

Organizational Management:

• Demonstrated ability to coordinate and influence across functional areas without direct authority
• Advanced capacity for project orchestration across technical and creative disciplines
• Sophisticated interpersonal awareness with proven ability to navigate complex organizational dynamics
• Refined diplomatic skills with demonstrated success in multi-cultural business environments
• Strategic execution capabilities with emphasis on CEO office alignment

Professional Attributes:

• Exceptional composure and decision-making capabilities under high-pressure circumstances
• Demonstrated commitment to professional development and continuous improvement
• Advanced initiative in identifying and addressing operational challenges
• Emotional intelligence with demonstrated cultural competency
• Innate understanding of contemporary cultural movements and digital communities

Communication Excellence:

• Versatile communication capabilities across technical, creative, and business contexts
• Proven ability to facilitate understanding between diverse stakeholder groups
• Exceptional clarity and precision in professional communications
• Advanced presentation and narrative development skills
• Demonstrated expertise in stakeholder management and alignment

Operational Approach:

• Exceptional analytical precision while maintaining strategic perspective
• Advanced problem-solving capabilities with emphasis on preventative measures
• Demonstrated proficiency in ambiguous business environments
• Superior pattern recognition and systematic thinking abilities
• Refined judgment in balancing procedural consistency with operational adaptability

Working Style The ideal candidate thrives in a high-touch, daily collaborative environment working directly with leadership. This role requires someone who:

• Excels in daily, hands-on interaction with CEO and team leads
• Demonstrates exceptional commitment and availability to organizational priorities
• Takes satisfaction from behind-the-scenes orchestration and enabling others' success
• Maintains neutrality while building strong relationships across all departments
• Can represent the CEO's office effectively while staying in coordination role
• Approaches challenges with a solution-oriented mindset
• Values results over recognition
• Understands the delicate balance of when to step in and when to step back
• Comfortable with fluid, real-time priority adjustments
• Thrives on frequent communication and rapid feedback loops
• Embraces the dynamic nature of a fast-growing startup environment
• Prioritizes organizational needs with appropriate urgency and flexibility

Required Qualifications

• 4+ years of experience in program/project management roles
• Strong understanding of agile methodologies and best practices
• Experience with Jira and modern project management tools
• Track record of successfully managing complex, cross-functional projects
• Experience working with international teams
• Bachelor's degree required, advanced degree preferred

Preferred Qualifications

• Experience managing projects across digital platforms and real-world community experiences
• Track record of coordinating creative launches in lifestyle, music, or cultural spaces
• Understanding of both online community engagement and live event execution
• Background in scaling designer/lifestyle brands or cultural platforms
• Experience bridging technical teams with creative/cultural initiatives
• Familiarity with music industry or cultural event production a plus

Location & Travel

• Based in Orange County, California
• Work out of office in Irvine, California 5 days a week
• Schedule adaptability for real-time collaboration with international teams
• High degree of availability and responsiveness required

Success Metrics

• Effectiveness of project coordination and timeline adherence
• Quality and timeliness of CEO office support
• Implementation of sustainable operational processes
• Team satisfaction with project management systems and tools
• Accuracy and usefulness of progress reporting and forecasting
• Proactive identification and resolution of cross-functional challenges
• Strength of relationships across all organizational levels
• Impact on organizational efficiency and project completion rates

Location 

On-site in our office at the University of Irvine research campus.