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PE USA Remote Practice Project & Administrative Support Coordinator
Job Location:
Monthly Salary:
Experience Required:
Posted:
2 September 2026 (6 days ago)
Posted:
Application Deadline:
30 November 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
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 clients Private Equity practice.
The successful candidate will:
Coordinate multiple parallel projects and workstreams.
Manage the PE Practice Leaders EmmerScale calendar.
Track deliverables timelines and action items.
Maintain accurate 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 deliverablesnext 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 Leaders 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 Leaders 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 clients 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. 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 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 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 Leaders 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
Bachelors degree in Business Administration Operations CommunicationsProject Management or a related field.
2 years of experience in project coordination administrative support operationsor 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 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 companiesmulti-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
Required Skills:
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 Asana ClickUp or equivalent. Experience tracking tasks owners deadlines deliverables and follow-up responsibilities. 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 and project-management tools.
Required Education:
Bachelors degree in Business Administration Operations CommunicationsProject Management or a related field. 2 years of experience in project coordination administrative support operationsor a similar fast-paced professional environment.
