Practice Project & Administrative Support Coordinator

This is a fully remote position, open to applicants in Kenya.

📋 Description

• Oversee multiple simultaneous projects and workflows within the Private Equity practice.

• Manage the calendar of the PE Practice Leader, including scheduling appointments, coordinating availability, and resolving conflicts.

• Facilitate daily communication via Slack and ensure follow-up on internal action items.

• Create meeting materials, organize information, take structured notes, and track decisions, responsibilities, deadlines, and follow-up tasks.

• Monitor deliverables, deadlines, milestones, dependencies, project commitments, overdue items, and work at risk.

• Maintain Monday.com boards, including task statuses, ownership, due dates, progress updates, and project details.

• Keep operational documentation, SOPs, and knowledge management systems up to date.

• Utilize Claude or another authorized LLM to summarize transcripts, organize action items, draft materials, consolidate information, and support ongoing workflows.

• Provide backup administrative assistance for onboarding employees, contractors, brands, or projects.

• Offer light administrative support in HubSpot, including adding leads, updating CRM records and deal stages, and preparing activity summaries.

• Track working hours and assist with spreadsheet, administrative, time, and project reporting.

• Attend meetings in a silent support role when necessary; refrain from presenting, leading discussions, contacting clients, conducting outreach, or managing client relationships.

⛳️ Requirements

• Bachelor’s degree in Business Administration, Operations, Communications, Project Management, or a related discipline.

• More than 2 years of experience in project coordination, administrative support, operations, or a similar fast-paced professional setting.

• Exceptionally strong organizational capabilities.

• Ability to handle multiple concurrent workstreams while maintaining accuracy and urgency.

• Proficiency with at least one project management platform such as Monday.com, Asana, ClickUp, or similar.

• Experience in tracking tasks, owners, deadlines, deliverables, and follow-up responsibilities.

• Excellent written and verbal communication skills in English.

• Strong general business understanding.

• High level of common sense and professional judgment.

• Ability to discern priorities and context independently without detailed guidance.

• Self-motivated and comfortable operating with minimal supervision.

• Dependable and consistent in fulfilling recurring responsibilities.

• Proactive and intuitive in foreseeing needs.

• High emotional intelligence.

• Open to coaching and constructive criticism.

• Proficient in using Slack, Google Workspace, calendar systems, and project management tools.

• Practical experience with Claude or another LLM for routine tasks.

• Technologically adaptable and quick to learn new software.

• Comfortable working behind the scenes in a dynamic professional environment.

• Capable of handling confidential information with discretion.

• Available for a consistent 4-hour daily block, Monday through Friday.

• Preferred: Experience in supporting private equity, conglomerates, holding companies, multi-brand organizations, consulting firms, professional services firms, or fractional teams.

• Preferred: Familiarity with EOS/Traction, including Rocks, L10 meetings, and accountability structures.

• Preferred: Basic knowledge of HubSpot.

• Preferred: Familiarity with Trainual or another SOP/LMS platform.

• Preferred: Prior experience in managing calendars for an executive, project leader, account leader, or consultant.

🏝️ Benefits

• Competitive Salary

• Performance raises

• Remote work flexibility

• Opportunity to work with a diverse, dynamic team

• Career growth potential