PE USA Remote Practice Project & Administrative Support Coordinator

PE USA Remote Practice Project & Administrative Support Coordinator

Location: Fully Remote — Kenya-based professional supporting a U.S.-based company

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

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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.

• 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