Part-Time Program Operations & Project Coordinator

Immediate Start | Remote | 10–12 Hours per Week | Minimum 6-Month Commitment About The Vanguard Network The Vanguard Network is a senior executive network and advisory platform working with General Counsel, C-Suite leaders, Boards, and senior advisors. We are looking for a highly organized, dependable part-time contractor to support the operational and project management backbone of our programs and client engagements. This role is focused on program operations, meeting coordination, project tracking, and keeping multiple workstreams moving. It is ideal for someone who is proactive, detail-oriented, comfortable working with senior stakeholders, and able to make sure schedules, follow-ups, and deliverables stay on track. Our current part-time project manager is transitioning into a full-time opportunity, so we are looking to hire quickly and would like someone who can start almost immediately. Time Commitment - Approximately 10–12 hours per week on an ongoing basis. - We are looking for someone who can commit for at least 6 months. There is potential for a longer-term engagement for the right person. - Some overlap with U.S. Eastern Time business hours is required, especially around scheduled meetings. Role Overview This role blends project coordination and live meeting operations. You will help coordinate meetings with advisors, clients, and internal team members; track next steps and deadlines; keep project timelines updated; and make sure nothing falls through the cracks. Think of this role as the operational copilot: someone else may be leading the strategy, but you are helping keep direction, timing, follow-up, and momentum on track. Key Responsibilities Program & Meeting Operations Manage and support virtual meetings, primarily on Zoom, including: - Setting up, opening, and closing meetings on time - Managing participant flow, breakout rooms, chat, and timing - Ensuring meetings are technically smooth and professionally executed - Coordinating meeting reminders, agendas, materials, and follow-ups - Confirming attendance and helping keep schedules accurate - Flagging scheduling conflicts or missing information before they become issues Project Coordination - Support active Strategic Counsel engagements and internal programs by: - Coordinating meetings among advisors, clients, and internal stakeholders - Tracking deliverables, milestones, deadlines, and next steps - Maintaining clear project timelines and simple status trackers - Making sure client touchpoints are scheduled and happen as planned - Following up proactively with internal team members on open items - Preparing concise updates on what is done, what is pending, and what needs attention - Helping move pipelines forward and flagging bottlenecks early Process & Efficiency Support - We are a small team, so we value someone who can help improve how work gets done. This may include: - Creating or improving simple trackers, templates, and checklists - Identifying ways to make recurring processes smoother - Keeping project information organized and easy to find - Helping ensure consistency across meetings, programs, and client engagements How We Work The Vanguard Network’s Strategic Counsel services are different from traditional consulting. We are a small, senior team focused on structured, high-trust conversations with executives, advisors, and clients. This role requires discretion, good judgment, professionalism, and strong follow-through. You do not need to produce heavy analysis or large slide decks, but you do need to be highly organized and comfortable supporting work involving senior-level participants. Ideal Candidate You may be a good fit if you have experience in: Project coordination Program operations Executive support Client services Meeting operations Professional services or advisory environments We are looking for someone who is: - Highly organized and reliable - Comfortable managing live virtual meetings - Proactive about follow-up and reminders - Clear and professional in written communication - Able to manage multiple workstreams independently - Detail-oriented without needing constant direction - Comfortable working with senior executives, advisors, or clients - Able to create simple systems that keep projects moving Tools Required: - Zoom - Google Workspace Strongly preferred: - Airtable Helpful but not required: Excel / Google Sheets Notion Asana Trello Slack or similar project management tools Engagement Details Fully remote Part-time freelance / contractor role Approximately 10–12 hours per week Minimum 6-month commitment Immediate start preferred Long-term potential for the right candidate How to Apply Please include the following in your application: - A brief summary of your relevant project coordination or meeting operations experience - Examples of similar roles or projects you have supported - Your CV - Your hourly rate - Your availability and time zone - Confirmation that you can commit to at least 6 months - Your experience with Zoom and Airtable, if applicable A short response to the exercise below Short Exercise We want to understand how you organize work and follow through. Scenario: You are supporting a client engagement with: A kickoff meeting next week Biweekly client check-ins Internal prep before each client meeting Follow-up notes and next steps after each meeting In 2–3 bullet points, please explain how you would keep the project organized and make sure meetings, deadlines, and follow-ups do not slip. A simple written response is enough. No visuals required.