Practice Project & Administrative Support Coordinator

This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for a Practice Project & Administrative Support Coordinator based in United States.

This fully remote, part-time role provides essential behind-the-scenes operational support to a Private Equity practice. You will coordinate multiple projects, manage calendars, track deliverables, and keep action items moving across fast-paced workstreams. The position combines project coordination, administrative organization, documentation, communication support, and practical use of AI tools. You will work closely with the Practice Leader and internal stakeholders while maintaining high accuracy, discretion, and follow-through. This is an independent role suited to someone who naturally anticipates needs and keeps complex workflows organized. The position offers an opportunity to grow from 20 to 40 hours per week as the practice expands.

Accountabilities:

• Coordinate multiple concurrent projects and workstreams by tracking owners, deadlines, dependencies, deliverables, action items, and project status, while proactively following up to prevent delays or overlooked responsibilities.
• Manage the Practice Leader’s calendar by scheduling and rescheduling meetings, coordinating availability, resolving conflicts, and adjusting priorities as project and team needs change.
• Support internal Slack communication by monitoring relevant channels, surfacing important information, capturing requests and action items, posting updates as directed, and helping maintain organized communication across teams and time zones.
• Prepare meeting materials, organize relevant information, capture structured notes, document decisions and action items, and track follow-up responsibilities while attending meetings only in a silent support capacity when required.
• Maintain visibility into project timelines, milestones, deliverables, and commitments, identifying overdue or at-risk items and providing concise updates on priorities requiring attention or intervention.
• Maintain Monday.com boards by updating statuses, task ownership, due dates, progress, and relevant information, while keeping project records accurate and current.
• Maintain and update operational documentation and SOPs using meeting transcripts, notes, and instructions, and support Trainual or other knowledge-management systems when required.
• Use Claude or other approved AI tools to summarize transcripts, organize information, draft materials, support recurring workflows, and improve administrative efficiency while applying sound judgment to AI-generated outputs.
• Provide backup onboarding support by maintaining trackers, timelines, checklists, documentation, and Monday.com updates without independently owning the onboarding process.
• Provide light HubSpot administration, including adding leads when directed, updating CRM records and deal stages, maintaining activity information, and preparing brief business development summaries when requested.
• Maintain accurate time and administrative reporting, including recording working hours, organizing spreadsheets or exported data, summarizing project information, and proactively flagging discrepancies or missing information.

Requirements:

• Bachelor’s degree in Business Administration, Operations, Communications, Project Management, or a related field, combined with at least 2 years of experience in project coordination, administrative support, operations, or a similar fast-paced professional environment.
• Exceptionally strong organizational skills and the ability to manage multiple concurrent workstreams while maintaining accuracy, urgency, and consistent follow-through.
• Experience using at least one project-management platform such as Monday.com, Asana, ClickUp, or an equivalent tool, with practical experience tracking tasks, owners, deadlines, deliverables, and follow-up responsibilities.
• Excellent written and verbal English communication skills, strong general business acumen, professional judgment, and the ability to understand priorities and context without needing every detail explicitly explained.
• A self-directed, reliable, proactive, and intuitive working style, with the ability to anticipate needs, complete recurring responsibilities consistently, work with minimal supervision, and remain receptive to coaching and feedback.
• High emotional intelligence, discretion when handling confidential information, and comfort working behind the scenes in a fast-moving professional environment.
• Practical experience using Claude or another LLM for everyday work, along with comfort using Slack, Google Workspace, calendar systems, and project-management tools.
• Strong technological adaptability and the ability to learn new software and workflows quickly.
• Availability for a consistent 4-hour daily block from Monday through Friday.
• Experience supporting private equity, conglomerates, holding companies, multi-brand organizations, consulting firms, professional services firms, or fractional teams is preferred.
• Familiarity with EOS/Traction, including Rocks, L10 meetings, and accountability structures, is preferred, as is basic HubSpot knowledge and familiarity with Trainual or another SOP/LMS platform.
• Previous experience managing calendars for an executive, project leader, account leader, or consultant is an advantage.

Benefits:

• Competitive salary with performance-based raises.
• Fully remote work flexibility.
• Part-time engagement of 20 hours per week, with the opportunity to grow to 40 hours as the practice expands.
• Opportunity to work with a diverse and dynamic professional team.
• Career growth potential through increasing responsibility and expanded hours.
• Exposure to project coordination, Private Equity operations, executive support, AI-assisted workflows, CRM administration, and knowledge-management processes.
• A behind-the-scenes role focused on operational impact, organization, and supporting high-priority workstreams.