Fractional Chief of Staff, Shared Harvest Foundation

01Fractional Chief of Staff & Project Manager

Wellbeing, Public Health and Nonprofit Logistics

Location: Mostly remote, Pacific time (Northern California or Los Angeles)

02Schedule: Part time, about 20 hours a week

Engagement: Contract to part time employee, 10-month target

Pay: $3,500 a month, rising to $4,000 at day 90

03About the role

You are the person who sees the whole board. You walk out of a messy meeting with a clean action plan, and nothing you own gets dropped.

You think like a strategist. You ask the executive question nobody else asked, then you write the SOP so it never has to be asked again. You build with AI every day, and you know when to trust it and when to check it.

You care about the people who care for everyone else: frontline workers, caregivers and communities recovering from disaster.

In this role you work one on one with our Founder and Chief Medical and Innovation Officer across three connected bodies of work, each with a team of one to three people. Your job is to keep all of them moving, connected and executive ready. This is a strategy role. You shape the plan, guide the team and design the systems. Others build and execute. The one area you implement directly is evaluating staffing.

04What you will work on

• Shared Harvest Foundation, a nonprofit focused on community health and disaster recovery
• Partner with our new Deputy Program Director to build systems that run two grant budgets
• Serve as the go between with our Chief Medical and Innovation Officer and general counsel
• Keep disaster care projects and design partner engagements on schedule
• Support StoryCare, a trauma informed workshop series helping frontline workers process their experiences through screenplay and creative writing
• Set the timeline, pace and contractor plan for our website relaunch in January
• A national workforce wellbeing and financial security research study
• Project manage alongside our Public Health Director
• Make sure participant interviews are scheduled, completed and documented
• Keep partners aligned and surface new funding opportunities
• Coordinate practicum students from three academic institutions
• Well Around The World, executive advisory and consulting for wellbeing
• Connect our marketing and website teams to launch our first international wellbeing retreat
• Build the timeline backward from a February registration deadline
• Work with our marketing coordinator, strategic partner and videographer
• Manage a lean budget and the subscriptions behind it
• Across all three

Join development team meetings with our grant writer, sponsor development coordinator and fundraising partners, and make sure the right questions get asked and the work gets documented

Write SOPs, build checks and balances, and wireframe AI agents for our technology team

Time splits roughly 40% project management, 30% research and AI workflows, and 30% chief of staff coordination.

05Your day to day

Schedule meetings and keep project dashboards current

Check in with the Deputy Program Director to spot bottlenecks and clear the path

Confirm meeting notes, documentation and follow ups are complete

Facilitate a weekly roundup, 45 minutes to an hour, with the Founder and sometimes the Deputy Program Director

Make sure our Senior Executive Assistant has a clear daily task list and workflow that makes the most of her time

In rare cases, help interview new hires or manage a departure, working with general counsel

You set your own schedule. Because we work across time zones, we ask for reasonable availability between 8 a.m. and 8 p.m. Pacific, five days a week of your choosing, for calls, emails and updates. These hours help us coordinate with other contractors and providers so the work keeps moving. This is not a 12 hour workday, and we respect your boundaries.

06Your first 90 days

• Day 30: one shared tracker live across all three projects, a weekly rhythm in place, and your first SOPs and agent wireframe delivered
• Day 60: website and campaigns ready for retreat registration, research interviews on schedule, and every development meeting closing with written decisions
• Day 90: registrations on pace, grant reporting on time, agents delivered, a staffing evaluation complete, and measurably less back and forth for the Founder

07What you bring

• One to five years in project coordination, program management, research or operations; recent graduates in public health, policy or related fields welcome
• Extreme organization and attention to detail
• Clear, polished writing and presentations
• Hands on experience building AI workflows and agents, including tools like Claude, without leaning on them alone
• Research skills and the stamina to go deep when it matters
• Comfort with basic budgeting
• Initiative: you act before you are asked and follow up without reminders
• Honesty, a strong work ethic and discretion
• Able to be in Pasadena or Culver City occasionally
• Personal assistant experience is a bonus, not a requirement.

08Pay and structure

$3,500 a month for months one and two

$4,000 in month three when all 90 day deliverables are complete

Quarterly pay reviews after that, tied to revenue growth and efficiency, meaning work moved to automation and AI agents and stronger systems in place

The role starts as a contract and can convert to a part time employee position after a successful review. This is a 10-month target engagement with no benefits package.

09How to apply

• Send your resume and short answers to these three questions:

Tell us about a time you kept several teams moving toward one deadline. What did you track, and how?

Describe one AI workflow or agent you built. What did it replace, and how many hours did it save?

Which of our three bodies of work speaks to you most, and why?

Finalists complete a short paid work sample.