À propos
This is not a classic admin role. You will work inside my Notion workspace, use AI daily to speed up execution, and create high-quality deliverables in Notion or Figma (slides/assets for workshops and audits). The role starts hands-on and can evolve into a COO-lite position if we find a strong long-term fit.
Key Responsibilities:
1) Inbox and Follow-up Ownership (Email)
- Triage email into: No action, Waiting, Action
- Create a daily Decision Queue (max 5 to 10 items)
- Track follow-ups until closed and document outcomes in Notion
- Draft replies when appropriate. Sensitive topics require approval
2) Outreach and Coordination (WhatsApp-first)
- WhatsApp outreach based on scripts
- Bundle replies, maintain a follow-up list, escalate exceptions only
- Coordinate scheduling and confirmations
3) Notion Operations
- Create and maintain tasks with clear next steps, context, links, and due date suggestions
- Keep workflows clean and consistent
4) Delivery Support and Assets (Figma)
- Prepare slides/assets in Figma for workshops and audits based on templates
- Turn rough notes into structured outputs for review
- Support BAFA-related documentation drafts when needed
Qualifications (Must-have):
- German native or near-native (written and spoken)
- English conversational
- Figma proficiency is mandatory (layout, components, exporting, slide/asset work)
- Strong Notion skills (databases, tasks, clean linking)
- Daily AI usage (summaries, extracting next steps, drafting, variants)
- Highly reliable, detail-oriented, ownership mindset
- Comfortable working with a solo founder in a fast-moving environment
Hours and Trial:
- Start: 5 to 8 hours per week for a 2-week trial
- If successful: slowly scale to 10 to 15 hours per week
IMPORTANT:
Please start your application message with: "ZIRKEL8 Ops"
Contract duration of more than 6 months. with 30 hours per week.
Languages: German.
Mandatory skills: Administrative Support, Email Communication
Optional skills: Phone Communication, Microsoft Excel
Compétences linguistiques
- English
Avis aux utilisateurs
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