Project Support Specialist Full Time NEW

The problem this role solves
Advisory engagements involve a lot of moving parts. Multiple clients, multiple workstreams, data requests going in both directions, working sessions, internal reviews, draft deliverables, billing cycles, and deadlines that matter to people who are making real decisions. When the coordination layer is weak, good work arrives late, context gets lost, and the firm feels harder to deal with than it should.
The Project Support Specialist is responsible for making sure that does not happen.

What you will be doing

• Running the day-to-day logistics of live engagements across the firm
• Scheduling internal and client meetings across time zones, preparing agendas, and maintaining action logs that are actually referenced
• Tracking deliverable timelines and flagging slippage early enough to do something about it
• Managing document and data requests with clients, including following up until items actually arrive
• Formatting, proofreading, and quality-checking client-facing materials before they are sent
• Maintaining engagement records, internal documentation, and billing inputs
• Keeping senior advisors focused on the analytical and commercial work that requires their judgment

What a good week looks like

• No deadline is missed because of a coordination failure
• Every client interaction feels organised, responsive, and clear
• Internal meetings start with materials ready, not half-built
• When someone asks about a past engagement, the answer is findable within minutes

What we need from you
Essential

• Professional written and spoken English. You can write a clear email, run a neutral meeting, and adjust your register for a senior client.
• Organised under pressure. You can hold several threads at once without dropping any of them, and you can tell the difference between what is urgent and what is merely noisy.
• Ownership. If you are running it, it runs. You do not wait to be chased.
• Sound judgment. You know when to handle something yourself, when to escalate, and when to ask before acting.
• Reliability. Deadlines, availability, and follow-through are consistent.

Helpful but not required

• Prior experience in project coordination, executive assistance, engagement management, or operations, particularly in professional services, legal, finance, or consulting environments
• Exposure to project management tools such as Asana, Notion, ClickUp, Trello, or Monday
• Comfort with Microsoft 365 or Google Workspace at a level beyond casual use
• Any familiarity with document production and quality standards in a professional services context
• A second language

What we are not looking for
You do not need to have worked at a brand-name firm. You do not need a specific degree. You do not need five years of experience in the role. If you are the person in your current or previous setting that people quietly rely on to make sure things happen, that is the signal we care about.

Working at Blue Oak

• Fully remote, UK business hours
• Direct visibility into how a senior advisory firm actually operates
• A small team that values quiet competence and does not tolerate theatre
• Real ownership of a function that matters to the firm’s output