Project Assistant (m/f/d)

i-potentials is the leading executive search boutique for transformation and innovation in the DACH region. We fill first-level leadership positions and supervisory board roles in organizations going through pivotal phases of change. Our ambition: to safeguard the future viability of the companies shaping Europe’s economy.

We combine cutting-edge AI-enabled research and analytical methods with what no algorithm can replace: deep market and assessment expertise, strategic advisory, genuine relationships, and stakeholder management with tact and sensitivity. We are convinced that a future worth living starts with responsible leaders in the roles that matter most. Contributing to that is our aspiration as an executive search boutique—and it shapes our work every day. For every mandate, we go the extra mile, and for years we have been recognized with top ratings, including in Wirtschaftswoche’s renowned ranking of HR consultancies, as well as the German Excellence Award and the “HR Excellence” Award. For current insights, listen to this episode of the “Mittelstars” podcast featuring our Managing Partner, Constanze Buchheim.

Position Description

Excellent outcomes require excellent organization. That’s why we’re looking for you as a Project Assistant (m/f/d).

As a Project Assistant, you keep our mandates on track—with oversight, accuracy, and a strong sense for what’s needed when. You work closely with Partners, Principals, and Research Consultants, and you help shape what executive search at the highest level looks like.

Key Responsibilities

• Coordinating schedules and aligning candidate interviews and pitches across multiple projects
• Preparing and following up on meetings, candidate conversations, and client appointments, including documenting and structuring meeting notes—both in day-to-day mandate execution and in the preparation of client presentations
• Creating and maintaining candidate dossiers as a decision-making basis for project leads
• Maintaining and updating our systems (CRM, ATS, project management tools): ensuring clean data, up-to-date project overviews, ongoing documentation, and tracking of KPIs and metrics so project leads always have a clear view of the status of all mandates
• Supporting research and analyses and contributing to candidate identification to move mandates forward efficiently
• Using AI tools to support efficient preparation, documentation, and identification of candidates

Your profile

• You are highly organized and keep a clear overview in dynamic environments with several parallel projects, switching quickly between topics
• You work in a structured and precise way, have a strong eye for detail, and ensure clean documentation and high data quality
• Taking ownership comes naturally to you—you anticipate what is needed and act independently and with focus
• You are driven by ambition and a strong desire to excel, with a clear commitment to delivering outstanding results
• Even in intense project phases, you remain reliable and maintain both speed and quality standards
• At the same time, you value collaboration: you share knowledge, give and receive feedback, and actively contribute to a team culture where everyone improves
• You have completed vocational training or a university degree (Bachelor’s or Master’s)
• Initial experience in project coordination, recruiting, assistance, or a comparable dynamic environment is an advantage
• You communicate confidently and convincingly in both German and English

What to expect

• From day one, you will work in C-level executive search on mandates that help secure the future viability of Europe’s market leaders
• You will work directly with Principals, Partners, and Research Consultants and learn from some of the most experienced minds in the industry
• You will join a team that enjoys high performance—where mindset, willingness to learn, and personality matter more than elbows-out behavior
• You will work in an environment that expects, supports, and rewards top performance
• You can work full-time or part-time, with the flexibility and office presence required for modern ways of working—and the standards that define a boutique like i-potentials

Application Process

Once we have received your application documents, our colleagues will take care of processing them. We naturally treat your information confidentially and in accordance with our data protection policy. If you have any questions, Circle Lead Sandra Böhme is available via email at .