This is a remote position.
Role Title:USA Remote PE Practice Project & Administrative Support Coordinator
Internal Role Name: The Coordinator
Location: Fully Remote — Kenya-based professional supporting a U.S.-based company
Engagement Type: Part-Time, 20 hours per week
Growth Path: Opportunity to grow from 20 to 40 hours per week as the practice expands;additional hours will be offered to the existing professional first before the client recruits another team member
Schedule & Availability: Consistent 4-hour daily block, Monday through Friday, generally aligned within 7:00 AM to 1:00 PM Eastern Time
Reports To: PE Practice Leader
Team Alignment: Private Equity Practice — Client Delivery Support
Client-Facing Status: None — behind-the-scenes support only
Contract Term: 12 months
Position Summary
The PE Practice Project & Administrative Support Coordinator will serve as the behind-the-scenes operational engine of the client's Private Equity practice.
The successful candidate will:
● Coordinate multiple parallel projects and workstreams.
● Manage the PE Practice Leader’s EmmerScale calendar.
● Track deliverables, timelines, and action items.
● Maintain accurate Monday.com boards.
● Support Slack communication and information flow.
● Prepare meeting materials and follow-up.
● Update documentation and SOPs.
● Use Claude and other AI tools to accelerate administrative workflows.
● Support onboarding activity when needed.
● Provide light HubSpot administrative support.
● Ensure important details do not fall through the cracks.
This is not a client-facing role. The coordinator may attend meetings in a silent support capacity to capture notes and action items, but will not lead meetings, contact clients directly, conduct outreach, or own client relationships.
Key Responsibilities
1.
Project Coordination
● Track multiple concurrent projects and workstreams across the Private Equity practice.
● Maintain visibility into action items, owners, deadlines, dependencies, deliverables,next steps, and project status.
● Follow up with internal stakeholders on outstanding tasks and deliverables.
● Help ensure nothing stalls, gets overlooked, or is dropped.
● Provide the PE Practice Leader with a clear view of what requires attention.
● Maintain accuracy and urgency while managing multiple simultaneous priorities.
2.
Calendar Ownership
● Manage the PE Practice Leader’s calendar.
● Schedule and reschedule meetings.
● Coordinate availability across project and team calendars.
● Identify and resolve scheduling conflicts.
● Adjust meetings when priorities or availability change.
● Help prepare the Practice Leader’s calendar for upcoming work.
● Provide light calendar support for internal or non-PE Practice work when needed.
3.
Slack Communication Support
● Support day-to-day communication flow within the client's Slack environment.
● Monitor assigned channels and relevant internal communications.
● Surface important information and outstanding action items.
● Post internal updates as directed.
● Help ensure requests communicated through Slack are captured and followed through.
● Maintain organized and timely communication across project teams.
● Use scheduled Slack messaging when appropriate to support different working hours and time zones.
4.
Meeting Logistics & Follow-Up
● Prepare materials and documentation before meetings.
● Organize meeting-related information.
● Capture clear and structured notes.
● Identify decisions, action items, owners, and deadlines.
● Track follow-up responsibilities after meetings.
● Ensure actions are documented and completed.
● Attend meetings in a silent support capacity when required.
● Do not present, lead discussions, or independently engage clients.
5.
Deliverable & Timeline Tracking
● Track deliverables, deadlines, milestones, and project commitments.
● Keep timelines current across active workstreams.
● Identify overdue or at-risk items.
● Follow up on approaching deadlines.
● Help maintain visibility into what is on track and what requires intervention.
● Provide concise updates to the PE Practice Leader.
6.
Monday.com Board Management
● Maintain day-to-day project board hygiene.
● Update statuses and task progress.
● Maintain task ownership and due dates.
● Add updates when work progresses.
● Flag overdue items.
● Keep project information current and accurate.
● Work primarily within boards and structures already created by project leadership.
● Use basic Monday.com proficiency to support information sharing and project updates.
7.
Documentation & SOP Support
● Maintain and update existing operational documentation.
● Update SOPs as processes change.
● Use meeting transcripts, notes, or instructions to revise documentation.
● Prepare updated drafts for review.
● Organize process information clearly.
● Maintain documentation so it remains accurate and transferable.
● Support Trainual or other knowledge-management systems when required.
8.
AI-Assisted Workflow Execution
● Use Claude or another approved large language model as a daily work tool.
● Summarize meeting transcripts.
● Identify and organize action items.
● Prepare first drafts.
● Consolidate notes and information.
● Support recurring administrative workflows.
● Work within existing Claude Projects and established instructions.
● Use AI to increase speed, consistency, and accuracy.
● Apply sound judgment when reviewing AI-generated outputs.
● No advanced AI automation or technical build experience is required.
9.
Onboarding Support
● Provide backup administrative support when new employees, contractors, brands, or projects are onboarded.
● Assist with onboarding trackers.
● Update timelines and checklists.
● Maintain document flow.
● Update Monday.com boards.
● Help coordinate onboarding-related information.
● Support existing onboarding owners rather than leading the process independently.
10.
HubSpot & PE Business Development Support
● Provide light administrative support within HubSpot.
● Add new leads when directed.
● Update basic CRM records.
● Update deal stages.
● Maintain relevant activity information.
● Prepare brief summaries of PE business development activity when requested.
● Support the PE Practice Leader’s established processes.
● Do not independently prospect, conduct outreach, or own business development strategy.
● Basic HubSpot familiarity is sufficient; advanced proficiency is not required.
11.
Time & Administrative Reporting
● Record working hours accurately in the approved time-tracking system.
● Support basic spreadsheet or administrative reporting when requested.
● Export and organize data when needed.
● Summarize time or project information.
● Flag discrepancies or missing information proactively.
Requirements
Required Skills & Experience
● Bachelor’s degree in Business Administration, Operations, Communications,Project Management, or a related field.
● 2+ years of experience in project coordination, administrative support, operations,or a similar fast-paced professional environment.
● Exceptionally strong organizational skills.
● Ability to manage multiple concurrent workstreams without losing accuracy or urgency.
●
Experience using at least one project-management platform such as Monday.com,Asana, ClickUp, or equivalent.
● Experience tracking tasks, owners, deadlines, deliverables, and follow-upresponsibilities.
● Excellent written and verbal English communication skills.
● Strong general business acumen.
● High degree of common sense and professional judgment.
● Ability to identify priorities and context without being told every detail.
● Self-directed and comfortable working with minimal supervision.
● Reliable and consistent in completing recurring responsibilities.
● Proactive and intuitive in anticipating needs.
● High emotional intelligence.
● Coachable and receptive to feedback.
●
Comfortable using Slack, Google Workspace, calendar systems, andproject-management tools.
●
Practical experience using Claude or another LLM for everyday work.
● Technologically adaptable and able to learn software quickly.
● Comfortable working behind the scenes in a fast-moving professional environment.
● Able to handle confidential information with discretion.
●
Available for a consistent 4-hour daily block, Monday through Friday.
Preferred Qualifications
● Experience supporting private equity, conglomerates, holding companies,multi-brand organizations, consulting firms, professional services firms, or fractional teams.
●
Familiarity with EOS/Traction, including Rocks, L10 meetings, and accountability structures.
●
Basic HubSpot familiarity.
●
Familiarity with Trainual or another SOP/LMS platform.
● Previous experience managing calendars for an executive, project leader, account leader, or consultant.
Benefits
Compensation & Benefits
● Competitive Salary
● Performance raises
● Remote work flexibility
● Opportunity to work with a diverse, dynamic team
● Career growth potential
Salary: 75000
