Business Operations AI Analyst

This is an opportunity to show how AI can reinvent operational excellence - contributing directly to our philanthropic mission. The role is based in Potsdam and is predominantly in-office, supporting close collaboration and fast decisions.

Your Responsibilities

• Run the work while you improve it

• Manage the calendars of our CFO and COO, coordinating with the executive assistants to our other Executive Board members.

• Anticipate priorities and protect time for preparation and decisions.

• Act as first point of contact: coordinate meetings with internal and external stakeholders, prepare briefings, and track follow-ups to completion.

• Organize business travel end to end, from booking to expense settlement.

• Coordinate team administration such as performance reviews, paid leave, cost approval or signature routing, following items through completion.

• Redesign the work with automation and AI

• Map the operational processes supporting the COO and CFO and identify opportunities to standardize them.

• Design and build technical automation and AI solutions, from templates and scripts to AI-enabled workflows and agents.

• Automate recurring tasks in scheduling, travel expense processing, and approvals, starting where the potential time savings are greatest.

• Document and hand over solutions that others can maintain and improve, meeting appropriate standards for security, reliability, and oversight.

• Build a reference business case for each priority workflow, tracking implementation effort and impact to inform the next area of work.

• As your own capacity frees up, take on a new process or project within the Operations team and apply the same approach.

What You Bring

You do not need to meet every requirement. If this role appeals to you and you meet most of the following criteria, we would like to hear from you.

• Three to five years of professional experience in a high-service environment—for example, as an Executive or Personal Assistant, Founder's Associate, a role in operations, office management, service desk, technical project or product management.
• A university degree in any field, paired with strong analytical skills and a proven ability to get things done.
• Proven experience building AI agents and automated workflows. You do not need to be a software engineer, but you should have built solutions that run without your day-to-day involvement. You have already raised your own productivity by 20 to 30 percent with AI and can show us how.
• Fluency in written and spoken English and a strong working command of German.

You Are...

• Hands-on and systems-minded. You spot repetitive manual work and duplicated effort, and you're willing to do the work yourself first so you understand how to improve it.
• An owner who follows through. You keep several workstreams moving without losing track of the details, and you see every commitment through to completion.
• Discreet and trustworthy. You handle confidential information with care and good judgment.
• Independent and comfortable with ambiguity. You enjoy shaping a role that doesn't come with a finished playbook.

What We Offer

• A distinctive mandate at the intersection of operations, AI and the nonprofit sector.
• Direct, day-to-day collaboration with executive leadership early in your career.
• A multi-year series of meaningful operational challenges, with support from our AI automation engineers and Operating Strategy team.
• The entrepreneurial pace and ownership of a high-ambition organization, backed by the stability of a well-funded endowment.
• A workplace already using various LLM and other AI-enabled operational tools, with a practical approach to AI: we are still building, and we focus on useful outcomes rather than headlines.
• AI tools in active use (n8n, Asana AI Studio); we’re early in the journey, building seriously; we see AI as a means to an end, not a headline.
• Competitive compensation, state-of-the-art IT, public transport ticket, free lunch, excellent coffee, outdoor sports, and a beautiful lakeside office in Potsdam.

To Apply

Send your CV, diplomas, references, salary expectations, and earliest start date as one PDF.