PE USA Remote Practice Project & Administrative Support Coordinator

Job Description 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