Administrative Assistant (Front and Back Office) 100%

Permanent position

The successful candidate will play a key role in coordinating school operations and services, ensuring a seamless experience for students and parents. This involves organising and managing school trips, overseeing daily student transportation, and providing front desk and administrative support. The main responsibilities will include:

School trips:

• Organise and coordinate school trips, ensuring smooth planning and execution.
• Manage logistics, including transportation, accommodation, and supplier selection, aligning with budget and programme requirements.
• Build and maintain strong relationships with travel providers, such as bus companies, tour operators, hotels, and airlines.
• Liaise with teachers, parents, and external providers to confirm trip details and ensure seamless communication.
• Handle trip-related communication, providing timely updates and essential information.
• Monitor and track trip budgets, manage expenses, and oversee accurate billing and credit card reconciliations.

Daily student transportation:

• Oversee daily bus operations, ensuring punctuality, safety and efficiency.
• Act as the primary point of contact between the school and the transport providers.
• Manage student transport registrations and ensure accurate and up-to-date records in the database.
• Handle transport-related inquiries from parents, providing clear and timely responses.
• Monitor and address any issues related to transport schedules and service quality.
• Manage billing and invoicing for transportation services, ensuring timely and accurate processing.

Reception and Administrative Support:

• Welcome and direct visitors, students, and parents to appropriate locations.
• Manage incoming calls and email inquiries ensuring prompt and professional responses.
• Provide clear and accurate information regarding the school, admissions procedures, and upcoming events.
• Support various administrative and logistical tasks, including those related to the cafeteria, facility rentals and events.

This position follows a five-day workweek during school terms, and benefits from eight weeks of holiday to be taken during school closures (annual employment rate: 90%).

Qualifications and qualities desired:

• CFC employé(e) de Commerce with at least five years of experience, or a Bachelor’s degree in Hospitality Management, Business Management, Tourism or a related field with at least two years of experience.
• Previous experience in customer-focused and administrative roles, preferably in the transport, hospitality, education, or international sectors.
• Excellent verbal and written communication skills in both English (C1 minimum) and French (C1 minimum); any other language would be an asset.
• Proficiency in Microsoft Office with an emphasis on Excel and database management.
• Strong organisational skills with the ability to manage multiple tasks simultaneously, set priorities, and adapt to changing priorities.
• Reliable with a high level of attention to detail and accuracy.
• Strong interpersonal skills, with the ability to build positive, effective relationships in a culturally diverse environment.
• Proactive, accountable, and quick to learn, with a solutions-oriented mindset.
• Strong analytical and negotiation skills are an asset.
• Customer-focused, flexible, and pragmatic, with a commitment to delivering high-quality services.

Are you interested?

To apply please submit the following documents on JobUp:

• cover letter
• résumé/CV
• copies of diplomas
• copies of work certificates / reference letters (if any)
• copy of work permit (if applicable)

Due to work permit limitations, preference will be given to candidates having a Swiss / EU citizenship or holding a Swiss work permit.

We care for children

The International School of Lausanne is committed to safeguarding and promoting the welfare of children and young people. We expect all of our staff to share this commitment. A complete reference check and criminal records check will be conducted on all successful applicants.

We value diversity

At ISL, all members of our community contribute to creating an environment where diversity is valued. Each individual is committed to ensuring everyone has a strong sense of belonging and feels respected. ISL is committed to being an inclusive employer that values diversity. Find out more about our values here .