Overview
Freelance Project Coordinator – Administrative Jobs in Santa Monica, CA at Philanthropic Investment Company
Summary
About the Project:
Supercharged is seeking a highly organized, detail-oriented Freelance Project Coordinator to support our growing Roadshow team. This role will provide critical coordination, project administration, data management, and workflow support across multiple concurrent clusters, activations, partners, vendors, and deliverables.
The ideal candidate is someone who thrives in a fast-moving, project-based environment and is exceptionally comfortable keeping information organized, following up on open items, maintaining accurate project records, and making sure deadlines and deliverables stay on track.
This is a hands-on coordination role for someone who enjoys bringing structure and visibility to complex projects.
What You’ll Do:
- Support maintenance of our project-management foundation across Egnyte, Airtable, Teamwork, Slack, Iconik, and CoreCRM, ensuring the Roadshow team can consistently locate accurate information, resources, and deliverables.
- Provide additional bandwidth as the Roadshow grows, helping the team manage multiple clusters, activations, partners, vendors, and reporting requirements without sacrificing organization, accuracy, or delivery quality.
- Prepare and maintain reporting and activation records by auditing metadata, hyperlinks, statuses, task comments, cluster records, stop records, and activation records against established requirements.
- Reinforce standardized workflows and delivery timelines by facilitating repeatable processes, applying due dates, preparing resources, and maintaining weekly update cadences across clusters and activations.
- Increase accountability and visibility by proactively identifying missing deliverables, overdue tasks, incomplete metadata, unresolved Slack threads, and other gaps before they create downstream delays.
- Relieve Roadshow leadership and project staff of high-volume administrative and data-management work so they can focus on production, stakeholder management, strategy, and core Roadshow execution.
- Coordinate information across platforms and workstreams, ensuring corresponding records, folders, reports, tasks, contacts, and creative assets are accurately linked and reflect consistent project information.
- Conduct regular quality-control checks to identify inconsistencies, missing information, or outdated records.
- Follow up with internal stakeholders and project owners to obtain missing information and keep workstreams moving.
- Maintain a high level of organization and accuracy across a fast-changing portfolio of projects.
What We’re Looking For:
- 2+ years of experience in project coordination, project administration, marketing operations, agency operations, event/experiential production, or a similar role.
- Experience supporting multiple projects, workstreams, clients, activations, or stakeholders simultaneously.
- Exceptional organizational and time-management skills with a strong attention to detail.
- Ability to proactively identify gaps and follow through until issues are resolved.
- Comfortable working across multiple project-management, collaboration, CRM, and file-management platforms.
- Strong written and verbal communication skills.
- Comfortable working independently and taking ownership of assigned workflows.
- Ability to learn new systems and processes quickly.
- Strong follow-up skills and a high level of accountability.
- Experience working in a fast-paced, deadline-driven environment.
- Experience with tools such as Airtable, Teamwork, Asana, Monday.com, Smartsheet, ClickUp, Slack, or similar platforms is highly valued.
- Experience in events, experiential marketing, creative agencies, sports, entertainment, media, lifestyle, or marketing** is strongly preferred.
Location & Time Zone:
- Candidates must be located in California and work within the Pacific Time Zone (PST/PDT).
- Please do not apply if you are not currently located in California or are unable to consistently work Pacific Time hours.
NOTE:
- If selected for this role the client will run a background check.
- Please be prepared to be responsive to interview request within 24 hours.
Success in This Role:
Success in this role means the Roadshow team can rely on you to keep project information accurate, organized, connected, and current; identify issues before they become problems; maintain momentum across deadlines and deliverables; and provide the administrative and coordination support that allows the broader team to focus on executing exceptional Roadshow experiences.
If you are someone who naturally creates order, loves a well-maintained project tracker, follows up relentlessly, and can keep many moving pieces organized at once, we’d love to hear from you.
Pay: $35.00 – $40.00 per hour
Application Question(s):
- How many hours per week are you able to commit to this project?
- Do you understand this is a contract/freelance position?
- 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?
- Are you commutable distance to Santa Monica? (In office work may be required)
- How many other projects/contracts are you currently engaged on?
- 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?
Work Location: Remote
Title: Freelance Project Coordinator – Administrative
Company: Philanthropic Investment Company
Location: Santa Monica, CA
Category:
