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Über
We are seeking a detail-oriented, proactive Transaction Coordinator to enforce and operationalize the systems, standards, and processes established by leadership. This is a fractional, freelance position hours per week, hourly, with potential to scale to full-time) designed to serve as the execution engine that keeps our advisors accountable, organized, and focused on revenue-generating activities rather than administrative tasks.
This role is focused on execution and enforcement, not system design. Platform architecture and process design are owned by leadership. Your job is to operationalize those frameworks with discipline, consistency, and attention to detail. You will manage up, holding advisors accountable to the standards we have established while reducing the administrative burden placed on them. You are not simply taking direction from the advisors. You are ensuring the advisors are executing within the framework of the organization.
This position reports directly to the Director of Platform and Execution. As the organization grows, this role has a clear path to expand in scope and hours, with the potential to scale to a full-time position for the right candidate.
Core Responsibilities
Advisor Accountability and Process Enforcement
• Enforce established follow-up cadences on active agreements, sponsor engagements, and client interactions across the advisor team
• Track action items from internal meetings and ensure owners complete deliverables by established deadlines
• Maintain and update the sponsor relationship pipeline, ensuring accurate status tracking across all active and prospective engagements
• Monitor advisor compliance with organizational communication standards, documentation requirements, and reporting protocols
• Flag stalled relationships, missed deadlines, or process gaps to the Director of Platform and Execution with recommended next steps
Scheduling and Meeting Coordination
• Coordinate complex group scheduling across multiple advisors, clients, sponsors, and external partners
• Manage calendar logistics using Google Meet, Zoom, and other video conferencing platforms
• Prepare and distribute meeting agendas in advance, including participant lists, topics, and key talking points
• Capture post-meeting action items and distribute recap documentation with clear ownership assignments and deadlines
• Coordinate with the executive assistant on scheduling requests, ensuring all meeting requests include participants, topic, and a brief agenda
CRM and Workflow Management
• Maintain and manage workflows within , including task tracking, status updates, and automated notification cadences
• Manage the Monday CRM to ensure sponsor, client, and family office records are current and complete
• Support the capital pipeline management process by ensuring data accuracy and timely updates
• Build and refine automations to reduce manual tracking and improve operational visibility
Administrative and Documentation Support
• Maintain organized records of all client and sponsor interactions, including meeting notes, agreement status, and correspondence logs
• Support the onboarding process for new sponsor relationships and family office clients, ensuring intake forms and documentation are complete
• Assist in preparing professional documents including meeting memos, engagement summaries, and status reports
• Ensure Slack channels and email communications follow established organizational guidelines
Document Flow Management and Quasi-Paralegal Support
• Manage the end-to-end documentation flow for nondisclosure agreements (NDAs), engagement letters, and other transactional documents across the advisor team
• Maintain organized shared document storage environments (Dropbox) with consistent naming conventions, version control, and access permissions
• Track document execution status including redlines, pending signatures, and outstanding items, escalating bottlenecks to the Director of Platform and Execution
• Coordinate document routing between advisors and outside counsel through the execution channel, ensuring legal and deal documentation flows through the proper review chain rather than through general administration
• Leverage AI tools (ChatGPT, Claude, and similar platforms) extensively for document drafting, editing, summarization, and formatting to maximize speed and quality of output
• Use AI-assisted workflows to generate first drafts of memos, correspondence, meeting recaps, and standard agreement templates, applying professional judgment to review and refine all AI-generated content
• Maintain a library of document templates and standard language for recurring agreement types and client communications
Important: This role coordinates document flow, tracks execution status, and manages administrative aspects of agreement processing. This role does not provide legal advice, negotiate legal terms, or independently modify legal language. All legal review and negotiation remains with outside counsel.
Requirements
Required Experience
• Demonstrated experience using Workflow and Monday CRM (this is non-negotiable)
• Proven experience coordinating schedules across multiple stakeholders using Google Meet, Zoom, and shared calendar tools
• Strong experience managing documentation flow, including processing NDAs, engagement letters, and transactional documents through review and execution cycles
• Proficiency working within shared document storage platforms such as Dropbox, including folder organization, version control, and access management
• Demonstrated, hands-on experience using AI tools (ChatGPT, Claude, or similar) for document generation, editing, summarization, and workflow acceleration - this is a core requirement, not a nice-to-have
• Background in transaction coordination, executive administration, quasi-paralegal support, or operations support within professional services, financial services, or real estate
• Track record of managing up - holding professionals accountable to process standards without direct authority
• Strong written communication skills with the ability to produce professional, client-ready documentation
• Clear understanding of the boundary between document coordination and legal advice - comfort working alongside outside counsel without overstepping into legal interpretation or negotiation
Preferred Qualifications
• Experience supporting independent advisors, consultants, or broker teams within a platform or firm structure
• Familiarity with family office, investment advisory, or capital markets environments
• Experience building automations and custom workflows
• Background in CRM data management and pipeline reporting
• Paralegal certificate or formal training in legal document management
• Experience creating and managing AI-assisted document workflows, including prompt engineering for consistent, high-quality outputs
• Comfort working within Slack-based team communication environments
Key Attributes
• Highly organized with strong attention to detail and follow-through
• Proactive communicator who anticipates needs rather than waiting for direction
• Comfortable holding others accountable in a professional, constructive manner
• Thrives in an execution role - takes pride in enforcing standards and operationalizing frameworks built by others rather than needing to design from scratch
• Ability to work independently within established frameworks and escalate appropriately
• Discretion and professionalism when handling sensitive client and financial information
• Growth mindset - interested in expanding scope and responsibility as the organization scales
How to Apply
Please submit your proposal with the following:
• A brief overview of your relevant experience, specifically highlighting your work with , multi-stakeholder scheduling, and document flow management
• Specific examples of how you currently use AI tools (ChatGPT, Claude, or similar) in your professional workflow - what you use them for, how often, and how they improve your output
• An example of a time you successfully managed up - holding professionals accountable to standards or processes
• Your hourly rate and weekly availability
• Any relevant portfolio samples or references from similar engagements
We are looking for someone who understands that this role is not just about checking boxes. It is about providing the execution discipline that allows a team of high-performing advisors to focus on what they do best - building relationships and closing deals. For the right person, this is not a static freelance gig. It is an opportunity to grow with a scaling organization and expand into a full-time role with increasing responsibility.
Contract duration of more than 6 months. with 30 hours per week.
Mandatory skills: Administrative Support, Communications, Virtual Assistance, Executive Support, Scheduling, File Management, Project Scheduling, Light Project Management
Sprachkenntnisse
- English
Hinweis für Nutzer
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