The PMO Coordinator & Executive Operations Coordinator serves as the operational backbone of the Hillywood Fiesta PMO, ensuring communication, coordination, documentation, and execution systems function smoothly across all departments.
This role is responsible for maintaining visibility across moving parts, ensuring follow-ups are completed, information flows efficiently, meetings are documented, and departments remain aligned with project timelines and deliverables.
In simple terms: the PMO Director drives the vision. Department Leads drive execution. The PMO Coordinator ensures everything stays connected.

The PMO Coordinator will:

PMO Administration & Coordination (Primary Function)

• Serve as the day-to-day operational hub of the Hillywood Fiesta PMO — ensuring all departments, vendors, and stakeholders remain connected and informed.
• Maintain the master project calendar, scheduling and coordinating all internal meetings, reviews, and cross-departmental sessions.
• Record and distribute minutes of meetings, capturing decisions, action items, owners, and deadlines after every session.
• Manage the follow-up and action item tracker — chasing outstanding tasks, flagging delays, and reporting progress to the PMO Director.
• Maintain all project documentation, filing systems, and shared repositories to ensure information is organised and accessible at all times.
• Track contracts, approvals, and sign-offs across departments and escalate items requiring urgent attention.
• Prepare project status updates, progress reports, and dashboards for PMO leadership on a regular basis.
• Support the internal communication flow between all departments — ensuring no task, decision, or deliverable falls through the cracks.

Stakeholder & Communications Support

• Prepare presentations, briefing documents, reports, and official correspondence on behalf of PMO leadership.
• Coordinate communication and follow-ups with government departments, community leaders, partner organisations, and sponsors.
• Support participant communication and information management across auditions, bootcamp, and event phases.
• Assist with community and participant engagement initiatives as required.

Event & Operations Support (As Required)

• Support coordination of auditions, bootcamp activities, and event operations at ground level when required.
• Coordinate logistics and travel arrangements for team members, guests, and participants.
• Support vendor onboarding and coordination processes alongside the Finance & Procurement Manager.
• Assist with volunteer and intern management systems.

Marketing & Content Support (As Required)

• Provide campaign coordination support and manage influencer communication follow-ups when required.
• Assist with content collection, organisation, and maintenance of marketing asset repositories.
• Support social media coordination and campaign reporting as directed

This role reports directly to the PMO Director and works closely with all Department Leads across the Hillywood Fiesta ecosystem.

This role is well-suited to a highly organised and proactive coordinator who thrives in complex, multi-stakeholder environments and takes genuine ownership of keeping systems running smoothly.

• Bachelor’s degree in any discipline.
• Strong organisational and administrative skills — ability to manage multiple priorities, timelines, and people simultaneously without losing detail.
• Excellent written and verbal communication skills for drafting official correspondence, preparing reports, and engaging with senior stakeholders.
• Demonstrated ability to coordinate across teams and ensure accountability on action items and deadlines.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar), project tracking tools, and WhatsApp Business.
• Ability to work in a fast-paced, high-pressure environment with professionalism and composure.
  Prior experience in events, communications, administration, or project coordination.

• Experience in a PMO, project management office, or executive support function.
• Background in communications, stakeholder engagement, or public relations.
• Familiarity with entertainment, event, or media production environments.
• Experience supporting senior leadership in a dynamic, multi-location project.