Course Admin & Email Support

I’m looking for a reliable virtual assistant with german language skills who can take full ownership of three operational pillars in my training business.

First, you will serve as my communications hub. Using Microsoft Outlook, you’ll screen every incoming message, answer general questions from participants or parents in a friendly, error-free tone, and forward only the issues that truly need my input. Quick, well-structured replies and tidy folders are essential so nothing slips through the cracks.

Second, I need you to keep our course engine running. In Excel you’ll build and update the deployment sheet for all instructors across our quarterly courses (QK), summer intensive courses (IK) and one-to-one lessons. When an instructor is suddenly unavailable, you find and confirm a suitable stand-in, update the plan and notify everyone involved. For private lessons you handle the entire workflow—from logging a request and matching dates with an instructor, to sending confirmations and preparing the final invoice.

Finally, you will safeguard quality by tracking every instructor’s external certificates and renewals (e.g. Brevet IGGH/SLRG, BLS-AED). Deadlines for refreshers must be flagged early so nobody ever teaches with an expired credential.

Success for me means: inbox cleared daily, live Excel plan that’s always accurate, zero unattended course cancellations, and certificate records that stay 100 % compliant. If you have the organisational flair and proactive communication style to make this run smoothly, I’d love to hear how you would approach the work and what similar systems you’ve already managed.