Operations & Executive Assistant; German-speaking, Remote, Part-Time

I’m looking for a structured, proactive Operations & Executive Assistant who can keep my business organized, responsive, and running smoothly.

I work as a consultant in e-commerce, experimentation, and optimization. My work is very client-facing and idea-heavy. I don’t need another strategist. I need someone who enjoys order, follow-through, and clear processes – and who can turn chaos into simple, reliable systems.

If you like owning communication, operations, and admin and you enjoy making someone else more effective, this might be a good fit.

What you’ll be responsible for:

Communication & follow-up

• Triage my inbox, draft and send replies for standard topics.
• Turn meeting notes or recordings into clear summaries and follow-ups.
• Make sure clients receive recaps, next steps, and documents after calls.

Admin, invoicing & time tracking

• Create and send invoices based on agreements and tracked time.
• Track payments and send friendly reminders when necessary.
• Keep time tracking and basic documentation up to date for bookkeeping.

Project & client operations

• Maintain an overview of all active clients and projects.
• Prepare project timelines, simple roadmaps, and documents from my rough notes.
• Keep CRM / lead lists clean, tagged, and updated with next steps.

Content & outreach support

• Help structure and publish my newsletter (formatting, links, checks, scheduling).
• Support simple outreach (sending templated emails, tracking responses).
• Help prepare and upload course materials to the training platform.

Logistics & systems

• Book and coordinate travel (flights, trains, hotels, etc.).
• Keep my calendar in order: meetings, focus time, buffers.
• Maintain and improve basic processes with checklists and simple automations (e.g. Zapier/Make/n8n – I’ll guide you where needed).

You’ll be a great fit if…

• 🇩🇪 You are fluent in German and comfortable writing professional emails.
• 🇬🇧 You are confident in English for tools and some communication.
• You have 2+ years of experience as an Executive Assistant, Operations Assistant, Project Coordinator, or similar.
• You’ve worked in or around agency / consulting / online business / e-commerce / SaaS.
• You like structure, clarity, and getting things finished.
• You’re not afraid to remind me about things I said I’d do.
• You are comfortable working from voice notes and rough ideas and turning them into clean documents and tasks.
• You are reliable, detail-oriented, and prefer long-term collaboration over quick gigs.

What I offer

• Remote work with flexible hours within European time zones.
• Part-time start (~15–20 hours/week) with room to expand.
• Direct collaboration with the founder: you’ll see everything and have real impact.
• A role where you can shape processes, not just follow them.

Up for the challenge?

Follow this link to apply -> tally(dot) so/r/7RXd
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