PE USA Remote Practice Project & Administrative Support Coordinator at CDL Human Resource

PE USA Remote Practice Project & Administrative Support Coordinator at CDL Human Resource | Iko Kazi

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