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Project Staffing Coordinator Philanthropic Investment Company Santa Monica, CA Job Details Contract $36 - $40 an hour 8 hours ago Qualifications Google Workspace Teamwork Bachelor's degree Attention to detail Business Administration Stakeholder relationship building Full Job Description Project Staffing Coordinator This position is onsite at our Santa Monica location. Relocation expenses are not provided. This is a contract-to-hire opportunity Who We Are We are a highly dynamic, purpose-driven Single Family Office supporting a broad range of financial, investment, philanthropic, real estate, and operational activities across multiple entities, structures, and asset classes. Our work is complex but our approach is simple: be precise, act with discretion, and hold ourselves to a high standard of stewardship and accountability. At our core, we believe success should mean more than strong financial performance; it should create meaningful, lasting impact. That kind of positive impact doesn't happen alone. It requires people who care deeply about the quality of their work and approach it with disciplined execution, thoughtful collaboration, and operational excellence. Who You Are You are an exceptionally organized and proactive coordinator who understands that bringing the right person onto a project is only the beginning. For someone to be successful, the work must be ready, expectations must be clear, the right stakeholders must be engaged, and feedback must happen at the right points. You naturally connect the dots across people, projects, timelines, and deliverables. You are comfortable coordinating across multiple stakeholders, asking the questions necessary to identify gaps, and following through until those gaps are resolved. You do not need to be the subject-matter expert in every project you support. Instead, you know how to identify the people who have the necessary expertise, bring them together at the right time, and create the structure and accountability that allow others to execute successfully. You are highly attentive to details without losing sight of the intended outcome. You are comfortable managing several concurrent staffing and project-readiness workflows and can quickly recognize when expectations, resources, ownership, or timing are not sufficiently clear. You are willing to respectfully challenge a timeline when the conditions for success are not yet in place rather than allowing someone to begin an assignment without meaningful work, direction, or support. What You'll Do The Project Staffing Coordinator supports the successful deployment of individuals hired or engaged to independently execute defined projects or specialized bodies of work. You will serve as the coordination and accountability layer between project sponsors, functional leaders, subject-matter experts, stakeholders, and the individuals responsible for executing the work. Your focus begins before an individual starts. You will confirm that the project is sufficiently defined, meaningful work is ready, key stakeholders are identified, and the appropriate subject-matter experts are available to provide a timely handoff. Once work begins, you will help establish clear deliverables, milestones, feedback points, and evaluation criteria so stakeholders can quickly determine whether the project is progressing as intended. You may coordinate multiple project-based hires or engagements simultaneously, each involving different functional areas, stakeholders, timelines, and outcomes. Success in this role means people are brought onto projects when the organization is ready for them, they understand what they are expected to accomplish, they can contribute quickly, and stakeholders have a clear and timely way to evaluate results. Key Responsibilities Project & Staffing Readiness Coordinate pre-start readiness for individuals hired or engaged to independently execute defined projects or specialized work. Confirm that each project has a clearly articulated purpose, scope, expected outcomes, and sufficient detail for meaningful work to begin. Ensure key stakeholders, decision-makers, subject-matter experts, and intended recipients or beneficiaries of the work have been identified. Identify missing information, resources, decisions, or dependencies that could prevent an individual from contributing effectively. Partner with the appropriate stakeholders to close readiness gaps before work begins. Coordinate with Human Resources, Talent Acquisition, project sponsors, and other stakeholders to align anticipated start dates with actual project readiness. Escalate concerns when a proposed start date does not align with the organization's ability to provide meaningful work, access, direction, or necessary support. Role-Specific Onboarding & Handoff Identify the appropriate subject-matter expert(s) who can provide the practical knowledge necessary for an individual to begin executing the work. Coordinate role- and project-specific onboarding, handoffs, introductions, and knowledge transfer. Confirm that relevant subject-matter experts are available on or immediately following the individual's start date. Ensure individuals receive the essential information, context, systems access, documentation, and training necessary to begin contributing quickly. Coordinate streamlined onboarding when extensive training is unnecessary, focusing on the information most critical to successful execution. Track outstanding onboarding or handoff items and follow through with responsible stakeholders until resolved. Start-Date & Resource Coordination Confirm that meaningful work, required resources, and key stakeholder availability are aligned before an individual begins an assignment. Proactively identify scheduling conflicts or dependencies that could delay productive work. Recommend adjustments to start timing when necessary to support an effective launch. Coordinate exceptions when individuals are intentionally engaged in advance of an anticipated future need as part of an approved staffing strategy. Maintain visibility into multiple upcoming project starts and readiness requirements simultaneously. Deliverables, Milestones & Accountability Ensure each individual begins with clearly documented deliverables, expected outcomes, priorities, and timelines. Coordinate the establishment of practical, time-bound milestones or checkpoints to assess early progress. Confirm who is responsible for receiving, reviewing, approving, or otherwise evaluating project outputs. Ensure evaluation criteria are sufficiently clear for stakeholders to determine whether deliverables and outcomes are meeting expectations. Track key milestones and follow up with stakeholders to ensure progress and outcomes are evaluated at the appropriate times. Surface unclear ownership, missed milestones, or unresolved dependencies before they materially impact project outcomes. Feedback & Evaluation Coordination Establish and maintain timely feedback loops among project sponsors, subject-matter experts, stakeholders, and project-based team members. Gather structured feedback regarding progress, execution, usability of deliverables, and overall effectiveness. Ensure the appropriate functional or subject-matter experts evaluate the technical or specialized quality of work. Consolidate and surface feedback to the appropriate decision-makers in a clear and timely manner. Coordinate feedback checkpoints that inform decisions regarding continued assignments, extensions, changes in scope, or conclusion of an engagement, as applicable. Ensure identified issues are assigned to the appropriate owner and addressed promptly. Capture lessons learned that can improve future project definition, staffing, onboarding, and execution. Operational Coordination & Continuous Improvement Maintain organized tracking of active and upcoming project-based staffing assignments, including readiness, onboarding, milestones, feedback, and next steps. Support multiple project-based hires or engagements concurrently while maintaining clear documentation and follow-through for each. Identify recurring gaps in project readiness, onboarding, stakeholder coordination, or evaluation and recommend process improvements. Help establish repeatable tools, checklists, templates, and workflows that improve the speed and consistency of project staffing. Reinforce disciplined staffing practices by helping ensure individuals are deployed against clearly defined work with the resources and support necessary to contribute. Provide clear status updates and escalate risks, delays, or unresolved decisions to the appropriate stakeholders. What You'll Bring Bachelor's degree in Business Administration, Operations, Human Resources, Project Management, Organizational Development, or a related field preferred. 3+ years of experience in project coordination, program coordination, staffing, recruiting operations, workforce planning, business operations, project management, or a related role. Demonstrated experience coordinating multiple concurrent projects, staffing processes, onboarding workflows, or cross-functional initiatives. Strong understanding of project fundamentals, including scope, deliverables, milestones, dependencies, stakeholder roles, and accountability. Experience coordinating across leaders, subject-matter experts, individual contributors, and cross-functional stakeholders. Exceptional organizational and follow-through skills with the ability to maintain visibility across numerous moving pieces. Strong ability to identify gaps, dependencies, unclear ownership, and potential execution risks before they become larger problems. Excellent verbal and written communication skills with the ability to ask clear questions, synthesize information, and communicate status and next steps effectively. Strong judgment and confidence respectfully escalate when a project, timeline, or staffing plan is not sufficiently ready for execution. Ability to create structure and clarity without unnecessarily adding process or bureaucracy. Strong interpersonal skills and the ability to build productive working relationships across different functions and levels of an organization. High attention to detail and a strong sense of accountability. Ability to prioritize effectively and adapt quickly as projects, timelines, and organizational needs change. Comfortable working independently while coordinating extensively with others. Experience with project management and collaboration platforms; proficiency with Google Workspace and similar productivity tools. Experience working in a fast-paced, high-growth, family office, professional services, consulting, or similarly dynamic environment preferred. High level of professionalism, discretion, and confidentiality. Key Working Relationships This role partners closely with: Portfolio and functional leaders Project sponsors and business stakeholders Subject-matter experts Human Resources Talent Acquisition Project and program management teams Individuals hired or engaged to execute defined projects Internal stakeholders who receive or rely upon project deliverables Role Clarity The Project Staffing Coordinator owns the coordination and readiness process that helps project-based team members begin contributing quickly and operate against clear expectations. This role does not own the strategy or technical execution of the projects it supports and is not expected to serve as the subject-matter expert for each assignment. Project sponsors and functional leaders remain accountable for defining business priorities and intended outcomes, while the individuals assigned to projects remain accountable for executing their work. Similarly, the Project Staffing Coordinator does not personally determine whether specialized or technical work meets the required professional standard. The Coordinator ensures the appropriate subject-matter experts and stakeholders are identified, engaged, and providing timely evaluation and feedback. The role's responsibility is to create the connective structure around the work: ensuring projects are ready, expectations and deliverables are clear, handoffs occur, stakeholders are engaged, progress is evaluated, and issues do not remain unresolved. Physical Requirements/Work Environment Prolonged periods of sitting or standing and working on a computer for 8+ hours per day. Ability to work onsite in a fast-paced office environment. Ability to manage multiple concurrent priorities, deadlines, and stakeholder interactions. Occasional availability outside standard business hours may be required based on project or business needs. Work Authorization/Security Clearance Requirements Must be authorized to work in the United States Compensation The expected hourly rate for this position is $36-40.00 per hour. Actual compensation will be determined based on experience, skills, location, and other job-related factors. EEO Statement We are an Equal Opportunity Employer committed to a work environment that supports and respects all individuals. We do not discriminate on any basis protected by applicable federal, state, or local law. We are committed to providing reasonable accommodations for qualified individuals with disabilities and for religious beliefs and practices, in accordance with applicable law. Important Notices For the health and safety of our employees and the workplace, all employees are expected to be up to date on required vaccinations, including Influenza, COVID-19, and Tdap received within the last 10 years, and to receive annual influenza and

COVID-19

vaccine, unless a reasonable accommodation is approved based on a medical condition or sincerely held religious belief. This job description is not intended to cover every activity, duty, or responsibility required of the role. Duties, responsibilities and activities may change at any time, with or without notice, based on business needs or strategic priorities. Nothing in this job description alters the at-will nature of employment. Availability outside standard business hours may be required. Compliance with Company policies and procedures is required at all times.

Pay:

$36.00 - $40.00 per hour Application Question(s): What are your pay expectations (hourly)? What experience do you have working with UHNW family offices, professional services firms, or legal environments, project coordination, operations, legal administration, or related experience do you have? Please provide example of relevant experience and how it relates to this role OR where on your resume can these details be seen? Do you have experience with any of the following (Airtable, Teamwork, Asana, Monday.com, Smartsheet, ClickUp, Slack, or similar platforms)? If so, please specify where you gained that experienced. How many years of project coordination, operations, administrative, data entry, or related experience do you have? Please provide example of relevant experience and how it relates to this role OR where on your resume can these details be seen? Do you understand this a contract to hire opportunity? Do you wish proceed? Are you commutable distance to Santa Monica?

Work Location:

In person