Hi there, if you genuinely love project planning and management, live and breathe Excel, and want to use AI to automate the work you do every day, keep on reading :)
You will help diligently run the operational backbone of how Bots & People delivers trainings. That means planning sessions with our trainer network, keeping projects on track, sending out purchase orders, and checking invoices. The part most people would find dry is the part you will actually enjoy, because you like things clean, structured, and under control.
Here is the twist that makes this role special. You will do this admin work while automating it on the go. We literally teach enterprises how to adopt AI, so the person running our training operations gets to apply that to their own job. Every recurring task you handle is a candidate for a workflow, an agent, or a clever prompt. By the end of your time here, you will not only have the admin under control, you will have built the system that runs a big chunk of it for you. And you will have had a front-row seat to the fastest-evolving topic of our time.
Bots & People builds learning experiences that help teams adopt automation and AI in a practical, hands-on way. We have trained 80,000+ employees across 30+ large enterprises like Deutsche Telekom, Daimler Truck, and Siemens Energy, in 8 languages, with an NPS of 59. We are a 10-people core team with 50+ freelance trainers, and we are growing fast.
You will work closely with our Head of Learning & Operations Sara, our learning team, and our trainer network. On the AI automation side, you will collaborate closely with Sara, and our co-founder Olli.
Tasks
Training operations & session management (~50%)
- Plan and schedule training sessions with trainers and clients across multiple enterprise projects in parallel
- Align with trainers on upcoming sessions, preparation needs, and logistics
- Coordinate meetings between internal team, trainers, and client stakeholders
- Send communications to learners: invitations, reminders, pre-work, follow-ups
- Translate presentations and session materials between German and English
- Manage session rescheduling when things shift (they always do)
- Run session aftercare: materials handover, follow-up messages, open questions
Project controlling, reporting & trainer planning (~40%)
- Run project controlling in Excel: who is delivering what, when, for which client, at what cost, and where we are versus plan
- Produce attendance reports for clients and internal tracking
- Prepare numbers for impact reviews (NPS, completions, adoption KPIs) so clients see the value and we see where to improve
- Send purchase orders to trainers based on confirmed bookings
- Check incoming trainer invoices against POs and project plans, flag anything that does not match
- Keep documentation and filing in order so finance can close the month without chasing Learning Consultants
AI automation & process improvement (~10%)
- Identify recurring admin tasks that should not take a human anymore
- Build automations using AI tools, Power Automate, Make, Zapier, custom GPTs, or agent builders, in close collaboration with Sara and Olli
- Improve our internal Excel and project controlling setup so it scales without adding manual work
- Share what you build with the team so others benefit from it too
Requirements
Must have
- Genuine love for admin work, structure, and clean data (you read the list above and did not flinch)
- Advanced Excel skills: pivots, lookups, nested formulas, conditional logic, data validation, ideally Power Query
- Super detail-oriented: you catch the typo in the PO, you notice the invoice amount is off by €50, you spot when two sessions are booked on top of each other
- Reliable and structured: when you take something over, people can stop worrying about it
- Genuine curiosity about AI: you already play around with ChatGPT, Claude, or similar, and you want to go much deeper
- Solid German and English (our clients are DACH, a lot of our content is in English)
- Currently enrolled at a university as Werkstudent:in or available as an intern for at least 6 months, based in Berlin or willing to work hybrid
Nice to have
- First experience with Power Automate, Make, Zapier, or similar automation tools
- Background or study focus in business administration, project management, finance, or operations
- Experience working with freelancers or external contractors
- Familiarity with HubSpot, Notion, or any CRM/project management tool
Benefits
30 vacation days per year (for full time employees) + unlimited home office days, remote work, or work from our beautiful Berlin office - you choose
- A highly dynamic startup environment where you can grow and reach the next stage of your career.
- The opportunity to work and develop in one of the fastest-growing technology topics of our time (process automation)
- Work on a highly relevant field: automation, AI adoption, and modern upskilling
To apply: Send a short Cover Letter telling us why this role fits and your best Excel Hack.
