Project Assistant - 100% (m/f/d)

Supraregional

What we stand for

The AI Alliance Baden-Württemberg is working in one of the most dynamic fields of our time: the responsible and courageous development of artificial intelligence. As a cooperative, we work at the interface between business, science, and the public sector with the aim of supporting companies and public institutions in the responsible and effective use of AI.

With our regional partners, a growing community, and deep technical understanding of AI technologies, we are building structures that provide guidance, ensure quality, and accelerate innovation. The focus is on concrete impact—especially for small and medium-sized enterprises, municipalities, and regional networks.

To further expand this work, we are looking for a project assistant (100%) who can reliably manage organizational processes in the background, help coordinate projects, and effectively support the operational implementation of projects.

Your responsibilities

Administrative support

You will support the project team and project management in all administrative tasks, including scheduling, organizing meetings, and maintaining project documentation. You will assist with events, workshops, and presentations by providing preparation, logistics, and structured follow-up work.

communication management

You are the central contact person for internal and external project communication, write emails, minutes, and reports, and ensure a smooth flow of information. You coordinate internal coordination between team members, partners, and external organizations.

document management

You are responsible for creating, managing, and archiving all project-related documents and ensuring that they are always up to date and accessible.

Appointment and task tracking

You monitor project schedules, track task progress, and remind people of deadlines to ensure that project goals are met.

Data maintenance and reporting

You maintain project-related data in systems, create regular status reports, and prepare presentations for stakeholders.

What you should bring with you

Technical requirements

A completed commercial or administrative training program or bachelor's degree, e.g., in economics, social/communication sciences, or a related field—or relevant professional experience as an assistant, in back office, or in a project environment.
Proficiency in Microsoft Office and common collaboration tools (e.g., Teams, SharePoint) and willingness to learn new tools.
Excellent written communication skills and confident handling of business communication.
Advantageous: Experience in the field of research, technology, innovation projects, or public funding structures.

Working style & personality

You work in a structured and reliable manner and have high quality standards.
You maintain an overview even when dealing with many tasks simultaneously, are flexible, and set clear priorities.
You communicate clearly, in a friendly and engaging manner—both internally and externally.
You show initiative, recognize organizational needs early on, and act proactively.
You enjoy organizing, coordinating, and developing processes.

We offer

A varied role with plenty of creative freedom in the areas of organization and coordination.
Remuneration in accordance with TV-L (E9/E10, depending on profile), initially limited until the end of 2026; an extension is strongly desired.
Flexible working hours based on trust, the option of mobile working, and a Germany-wide public transport ticket.
A working environment at the interface between technology, small and medium-sized enterprises, research, and state politics.

We are looking for you!

Please send your application (resume, short cover letter, relevant references) by January 4, 2026, via email to:

bewerbung@ki-allianz.de
Subject: Project Assistant

We look forward to meeting you.

If you are unsure whether your profile is a perfect fit, please apply anyway. The key factors are reliability, flexibility, willingness to learn, and the desire to help shape this role.