Executive Assistant / Office Support (m/f/d) for Consulting Business (Freelance)
kalum consulting GmbH is a boutique consulting network specializing in corporate change and leadership development, based in Hamburg. We work with a highly international team. Wherever organizational change is initiated, leaders are developed, or corporate culture is reshaped, we are in our element.
To support our back office and the management team, we are looking for a Executive Assistant / Office Support (m/f/d) for Consulting Business (Freelance) starting April 2026, who will independently and reliably handle organizational, coordination, and administrative tasks.
Your Responsibilities
* Coordination of internal and external appointments and meetings, including follow-ups
* Organization of events, offsites, workshops, and coaching sessions (incl. room setup, technical setup, and follow-ups) in alignment with the respective kalum project lead
* Travel coordination (train, flights, hotels, restaurants)
* Calendar management and scheduling for the management team
* Proposal creation and management, also in coordination with our Finance team
* Creation, maintenance, and formatting of PowerPoint presentations and other MS365 documents (DE / EN)
* Support in the design, setup, and configuration of surveys (e.g. MS Forms, survey tools)
* Coordination and scheduling of interviews as part of diagnostic and consulting projects
* Support in data collection processes (e.g. surveys, interviews, feedback formats)
* Structuring, organizing, and managing collected data (qualitative & quantitative)
* Support in synthesizing insights and preparing structured outputs (e.g. tables, presentations)
* Support in the preparation and refinement of client deliverables (presentations, reports, synthesis documents)
* Support in organizing inputs from workshops, consultations, and stakeholder engagements
* Organization and maintenance of Microsoft Teams (e.g. folder structures) and SharePoint
* Set-up of new clients and projects in internal systems (e.g. MOCO)
* Maintenance of contact data, profiles, and documentation
* Creation and maintenance of email templates and internal workflows
* Support for events, offsites, and workshops (organization, lists, follow-ups)
* Research and coordination of service providers, locations, and offers
* Translations and bilingual support (German ↔ English)
* Interface role between consultants, external partners, and internal tools
Your Profile
* Several years of experience as a Personal Assistant, Executive Assistant, Office Manager, or Back Office Support
* Bachelor's degree or equivalent experience
* Strong written and verbal communication skills
* Native-level German proficiency (essential requirement)
* Very good English skills, written and spoken (international collaboration)
* Structured, independent, and reliable working style
* Experience in managing multiple priorities, administrative coordination, and logistics
* Confident use of Microsoft 365/Teams/SharePoint and digital tools
* Deep expertise in AI and confident use of AI tools (essential requirement), including:
* Requesting, refining, and applying the most effective AI prompts to improve quality, speed, and accuracy of outputs (e.g., drafting emails, structuring presentations, synthesizing workshop inputs, formatting documents, or preparing briefs)
* Understanding how AI supports and enhances daily work tasks, such as automating routine work, accelerating research, improving translation quality, generating first drafts, organizing qualitative data, and standardizing internal processes
* Ability to integrate AI into workflows proactively, recognizing when AI can provide leverage and when human judgment is required
* Confidence in evaluating AI‑generated content for accuracy, tone, and quality, ensuring that outputs meet consulting‑level standards
* Willingness to continuously learn and adapt to new AI tools, methods, and best practices as part of daily work
* Project management mindset with strong organizational and prioritization skills
* Discretion and reliability when handling confidential information
* Experience in a consulting or agency environment is a plus
Conditions
* Freelance role (self-employed basis)
* Scope: approx. 5–10 hours per week (can be increased rapidly)
* Location: Remote / Home office
* Start date: April 2026
* Long-term collaboration desired
Interested?
* If you enjoy creating structure, coordinating workflows, and being part of an international, values-driven consulting network, we look forward to receiving your message with complete application documents and an indication of your hourly rate at:
* info@kalumconsulting.com
* More information about us: www.kalumconsulting.com