Administrative Assistant

Date: 27 Jun 2024 Location: Geneva, CH Job ID: 3140 School: Collége du Léman, Geneva Company: Nord Anglia Education WHO WE ARE Collège du Léman is one of Switzerland’s most prestigious international schools, located on the edge of Lake Geneva in view of the Swiss Alps. We welcome children from 2 to 18 years old to become part of a truly international community with more than 120 different nationalities.
Our vision is to shape generations that harness differences and empower our students to change the world for the better. We nurture individual strengths through our outstanding educators and the sheer breadth of opportunities that we offer as part of our curriculum and activities.
Collège du Léman is part of the Nord Anglia Education family of more than 80 premium schools, educating students in over 30 countries. MAIN PURPOSE OF THE ROLE The Extra-Curricular Administrative Assistant will work under the Extracurricular Senior Manager and assist in the planning, coordination, implementation, and marketing of all extracurricular activities for day and boarding students. The Assistant will provide customer service to parents, assist in administrative tasks, and support the logistical needs of extracurricular events and shows. The Assistant will also ensure that the Extracurricular database is up to date and liaise with the marketing communication officers to promote the department.

KEY RESPONSIBILITIES

Customer Service

• Provide timely customer service to parents through emails, phone calls, and front desk enquires
• Investigate and solve customer’s problems
• Keep accurate records of discussions or correspondence with parents
• Be responsible for the operational and strategic results of parent’s and student’s experience through the use of Class Dojo for staff and parents
• Collect visual data for the department yearbook and events and ensure their distribution

Administration

• Support the daily administrative tasks of the department
• Liaise with the Extracurricular Senior Manager, Head of Performing Art, and the department Artistic coordinator to ensure smooth logistics for students and parents
• Ensure logistic needs on the terrain are kept up to date
• Collect administrative and visual data for annual and periodical extracurricular events and marketing tools
• Maintain up-to-date Extracurricular database for Class Dojo
• Liaise with marketing communication officers to enhance the visibility of the department

Operational

• Support the terrain logistics and students movement for the organisation of extracurricular shows and events
• Collect visual material to support the promotion of department events
• Demonstrate the ability to cover the needs of the field based on exceptional necessity
• Other tasks as required by management

All areas of this job specification are subject to regular review and changes.

CANDIDATE PROFILE

You have excellent written and oral English and French (one mother tongue) skills, and outstanding customer service abilities. Thanks to your sound organisational skills, you are able to prioritise tasks while ensuring high-quality delivery. You have the ability to work under pressure, both in a team and independently, with a problem-solving mindset and a flexible approach. A prior experience of one year in an administrative role within an international environment is required for this role, as well as a very good knowledge of the Office Suite (i.e., use of functions and pivot tables in Excel, experience with internal software). An advanced level in Excel and Word is necessary. Knowledge of the Class Dojo app is an asset, as well as marketing knowledge and Photoshop experience.

ESSENTIAL INFORMATION

It is important that the post holder is always aware of Child Protection guidelines and observes a professional distance from students whilst still developing effective working and caring relationships. You understand and embrace the importance of diversity and inclusion and stand against discrimination in any form. Background investigations and reference checks for the past ten years will be conducted during the selection process.