Freelance Project Coordinator - Legal Agreement & Policy Optimization (Contract)

This position is onsite at our Santa Monica location. Relocation expenses are not provided. Please complete the job application found here:

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Who We Are:

We are a highly dynamic and purpose-driven Single Family Office supporting a broad range of financial, investment, and philanthropic 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 impact doesn't happen alone; it's built through disciplined execution, thoughtful decision-making, intentional collaboration, and operational excellence. About the

Project:

The Legal Agreement & Policy Optimization Project is a strategic cross-functional initiative designed to create a centralized, legally governed framework for all agreements, policies, acknowledgements, disclosures, and related documentation used throughout the family office ecosystem. The project will establish consistency, governance, accountability, and compliance across employment, vendor, applicant, contractor, investment, event, and operational documentation while reducing legal, operational, reputational, and compliance risk. Working closely with internal stakeholders and outside counsel, this role will oversee the review, revision, creation, organization, approval, implementation, training strategy and long-term maintenance associated with these documents. This engagement is anticipated to last approximately 2-3 months, with the possibility of extension or assignment to future projects.

Who You Are:

You are an exceptionally organized Coordinator who enjoys bringing structure, visibility, and accountability to complex projects. You thrive in fast-paced environments, excel at documentation and follow-up, and can effectively manage multiple moving pieces simultaneously. You are comfortable working with executives, attorneys, HR professionals, operations leaders, and administrative teams while maintaining professionalism and discretion. You enjoy keeping projects organized, ensuring deadlines are met, and making sure nothing falls through the cracks. Experience supporting legal, HR, compliance, business operations, or project management functions is highly desirable.

What You'll Do:

Project Coordination & Administration Support day-to-day execution of the Legal Agreement & Policy Optimization Project. Maintain project plans, timelines, trackers, and status reports. Coordinate meetings, prepare agendas, document action items, create tasks and monitor follow-through. Track deliverables, dependencies, approvals, and project milestones. Maintain accurate project documentation and reporting. Document Management & Review Coordination Assist with document inventory and organization efforts. Track document review status across departments and legal counsel. Maintain version control and document repositories. Ensure documentation is properly categorized and routed through approval workflows. Support collection and consolidation of stakeholder feedback. Stakeholder Communication Serve as a coordination point between project stakeholders. Follow up on outstanding tasks, approvals, and deliverables. Provide project status updates and reporting support. Escalate risks, delays, or blockers to the Project Manager. Implementation & Training Support Assist with rollout planning and implementation activities. Coordinate training schedules, attendance tracking, and acknowledgements. Support communication efforts related to new agreements and policies. Help maintain records of training completion and compliance requirements.

What You'll Bring:

2+ years of project coordination, operations, legal administration, HR, compliance, or related experience. Strong organizational and administrative skills. Experience coordinating multiple stakeholders and deadlines simultaneously. Excellent written and verbal communication skills. Strong attention to detail and follow-through. Proficiency with project management tools, collaboration platforms, and document management systems. Experience with legal documentation, HR documentation, policy management, or compliance projects is a plus. Comfortable working in highly confidential environments. Ability to work independently while remaining highly collaborative. Familiarity with UHNW family offices, professional services firms, or legal environments is a plus.

Success Metrics:

Project documentation remains accurate and up to date. Milestones, deadlines, and approvals are effectively tracked. Stakeholder communication is timely and organized. Document review processes remain on schedule. Training and acknowledgement records are accurately maintained. Administrative and coordination support contributes to successful project completion.

Physical Requirements/Work Environment:

Prolonged periods of sitting or standing and working on a computer for 8+ hours/day

Engagement Details:

Contract/Freelance Position Approximately 20-40 hours per week Anticipated duration: 2-3 months Hybrid preferred; occasional meetings will be required during Pacific Time business hours Opportunity for future project engagements upon successful completion

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.

The expected salary range for this position is $35.00 - $40.00 per hour. Actual compensation will be determined based on experience, skills, location, and other job-related factors. 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 (_ Influenza [Flu], COVID-19, and Tdap [received within the last 10 years] _) and to receive annual influenza and

COVID-19

vaccines (as recommended by the CDC), unless a reasonable accommodation is approved based on a medical condition or sincerely held religious belief. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities and activities may change at any time with or without notice. Availability outside standard business hours may be requested.

Pay:

$35.00 - $40.00 per hour Application Question(s): How many hours per week are you able to commit to this project? What experience do you have working with UHNW family offices, professional services firms, or legal environments? ons, legal administration, HR, compliance, 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? How many years of project coordination, operations, legal administration, HR, compliance, 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 is a contract/freelance position? What are your pay expectations (hourly)? Please provide an example of your direct experience with Legal Agreement & Policy Optimization OR where on your resume can these details be seen?

Work Location:

In person