Executive Assistant - Teams and Operations - Fluent German & English

You will be a central coordination point across the team, ensuring that priorities, projects, and communication stay aligned and on track.

You bring structure, clarity, and momentum across multiple topics and stakeholders.

You will combine:

• Team support
• Program coordination
• Content & presentation support
• Operational follow-up

This role requires ownership, judgment, and the ability to think ahead.

You will combine:

• Executive support
• High-level content preparation
• Strategic coordination
• Proactive anticipation

This role requires precision, judgment, and the ability to think ahead.

Key Responsibilities

Team Support & Coordination

• Manage calendars and priorities across the team, anticipating conflicts and dependencies
• Prepare meetings with full context, materials, and clear objectives
• Coordinate internal and external stakeholders with professionalism and ease
• Prepare agendas, document decisions, and ensure follow-up on action points
• Keep communication structured and information flowing across the team
• Support travel planning and logistics when required

Program & Project Coordination

• Track multiple projects and ensure timelines, deliverables, and responsibilities are clear
• Follow up proactively to keep momentum across workstreams
• Support the planning and execution of leadership programs and client engagements
• Identify gaps, risks, or bottlenecks early and escalate when needed
• Bring structure to complex, multi-stakeholder environments

Content & Presentation Support

• Create and refine PowerPoint presentations for client work (pitches, workshops, proposals)
• Support proposal and RFP preparation through light research and structuring
• Help shape executive summaries and internal documents
• Ensure clarity, consistency, and strong storytelling in all materials
• Maintain and improve templates and presentation standards

Client & Operational Support

• Prepare client meetings and ensure smooth execution
• Support selected client interactions and follow-ups when needed
• Keep track of deliverables and deadlines across engagements
• Ensure nothing falls through the cracks

What You Bring

• Excellent English (written and spoken)
• Strong PowerPoint and document structuring skills
• Exceptional organization and attention to detail
• Ability to work independently in a remote setup
• Strong prioritization in fast-moving environments
• Confidence coordinating across multiple stakeholders
• High level of ownership and reliability
• Discretion and professionalism

Ideally:

• Experience in consulting, professional services, or project/program coordination
• Experience supporting teams (not only individuals)

Who You Are

• You think ahead and connect the dots
• You bring clarity to complexity
• You take ownership and follow through
• You stay calm under pressure
• You combine structure with flexibility
• You enable others to perform at their best
• You are comfortable operating without constant direction

• High autonomy and trust
• An empowered, international environment with flat hierarchies
• Continuous learning and growth
• Flexibility combined with a culture of openness and respect
• A role where you can leave your footprint

atrain is a global catalyst for human development, a dynamic leadership consultancy that empowers international clients to reshape their organizations from the inside out. We believe in the untapped potential of every individual. We’re here to create the conditions for people to breakthrough and make a positive impact on the world. Our collaborative, customized, and holistic approach focuses on co-creation and building long-term, trusted partnerships.