"We are looking for a proactive Consultant Assistant to join our team, supporting relocation and consulting projects. In this role, you will play a key part in assisting consultants, coordinating client interactions, and ensuring smooth delivery of tailored solutions."
Position Overview
The Consultant Assistant supports one or more assigned consultants in delivering high-quality consulting services by handling all associated administrative, organizational, and coordination tasks. This role enables consultants to focus their time on client sessions, strategic thinking, and solution design, while the assistant manages scheduling, communication, documentation, CRM records, proposals, agreements, and billing follow-ups.
The Consultant Assistant works closely with clients before, during, and after the consulting engagement—coordinating appointments, preparing and sending documents, following up on action items, and supporting the smooth delivery of services until completion.
Important Notice
All positions advertised represent planned recruitment needs and may not be immediately available. They are expected to open during the upcoming period. The publication of these vacancies does not constitute a binding offer of employment at the present time.
Responsibilities
- Scheduling & Calendar Management Organize consultant calendars, schedule meetings, manage time zones, and handle confirmations or rescheduling.
- Client Communication & Coordination Serve as the main administrative contact, respond to client inquiries, provide guidance on next steps, and support consultants during meetings.
- Meeting Support & Documentation Prepare materials, attend sessions, take minutes, and ensure follow-up actions are documented and communicated.
- Proposals & Agreements Draft proposals, contracts, and quotations using templates, track their status, and maintain proper documentation in CRM.
- CRM & Records Management Keep client records updated, log interactions, monitor pipeline stages, and generate simple reports.
- Service Delivery Coordination Liaise with internal departments to ensure smooth service delivery and proper handover to operations teams.
- Billing & Collections Support Coordinate invoicing, send payment requests, follow up on outstanding balances, and update finance teams.
- Reporting & Continuous Improvement Provide consultants with regular summaries, highlight process issues, and suggest workflow or communication improvements
Must Have
- Diploma/Bachelor’s in Business, Management, Communications, or related field; prior experience in admin, customer service, or coordination preferred.
- Familiarity with CRM systems and office tools (email, calendar, spreadsheets, documents).
- Strong written/verbal communication, customer service mindset, and ability to handle confidential information with discretion.
- Excellent organizational skills, attention to detail, and ability to manage multiple tasks, clients, and deadlines.
- Comfortable in structured, process-driven environments; proactive, reliable, persistent yet polite; fast learner with ability to grasp consulting workflows quickly
Preferred Skills
- Experience in B2C/B2B service industries, preferably recruitment, relocation, or professional services.
- Knowledge of GDPR and data protection best practices.
- Multilingual capabilities (German /A1-A2/- and English /B1 - B2/ required; additional languages an advantage).