School Administration / School Management Assistance (80-100%)

About the job

School Administration / School Management Assistance (80–100 %)

Myndsetting | Zürich-Altstetten

Myndsetting is a private day school in Zürich-Altstetten. We support children and young people with various educational and personal support needs in a manageable, individually tailored school setting.

For the further development of our school operations, we are looking for a reliable, communicative and well-organised person who noticeably relieves our school management in the administrative day-to-day business and acts as a central organisational hub in everyday school life.

Your Task

You will work closely with the school management and ensure that administrative processes function reliably, information reaches the right places, and open tasks are not lost.

In doing so, you will be an important contact person for employees, parents, municipalities, authorities and other external parties.

Your tasks include in particular:

• Managing our central email inbox and independently handling administrative enquiries
• Receiving and coordinating telephone calls
• Responding to general enquiries and forwarding them to the responsible persons
• Supporting the school management in administrative and organisational day-to-day business
• Scheduling and coordinating meetings, sessions and external appointments
• Maintaining student administration and internal overviews
• Managing and filing student records, reports and other documents
• Supporting admissions, departures and other administrative student processes
• Correspondence with parents, municipalities, authorities, specialist offices and other partners
• Preparing letters, confirmations, lists and administrative documents
• Taking minutes of selected meetings and sessions and following up on agreed next steps
• Passing on relevant information to employees and teams
• Monitoring deadlines, outstanding feedback and administrative tasks
• Maintaining a clear digital filing and task structure
• Contributing to organisational matters related to school operations
• Supporting the ongoing optimisation of our administrative processes

We work largely digitally and use Microsoft 365 & AI

What We Are Looking For

You do not need to take on a pedagogical leadership role or be responsible for school development. That is the responsibility of the school management.

We are looking for someone who enjoys ensuring in the background that everyday school life functions reliably and professionally from an administrative perspective.

You will fit well with us if you:

• have a commercial education or a comparable qualification
• already have professional experience in administration, assistance, office management or a comparable role
• ideally have had insight into a school, social or educational environment
• work very reliably, carefully and responsibly
• can oversee and prioritise several parallel tasks well
• enjoy telephone communication and confidently interact with different stakeholders
• communicate very confidently in German, both written and spoken
• independently obtain information and enjoy familiarising yourself with new processes
• recognise which tasks you can complete independently and when a decision from the school management is necessary
• consistently follow up on open tasks until completion
• handle confidential information discreetly and responsibly
• enjoy working with digital tools
• do not unnecessarily complicate existing processes but recognise and implement pragmatic improvements

Good knowledge of the Microsoft 365 environment is an advantage. However, what is most important to us is that you can quickly familiarise yourself with digital systems.

What Is Especially Important to Us in This Role

Good school administration means more to us than answering emails and filing documents.

You should think ahead, keep an overview and ensure that information leads to concrete next steps.

For example, if a municipality makes an enquiry, a parent is waiting for feedback, or a deadline is agreed in a meeting, it should be clear:

What needs to be done? Who is responsible? By when? And is the matter completed?

At the same time, you work closely with people. Therefore, we are looking for someone who communicates kindly and professionally, remains calm even in a lively school environment and enjoys being part of an interdisciplinary team.

What You Can Expect from Us

We offer you:

• a varied and responsible role in a growing educational environment
• close collaboration with the school management
• short decision-making paths
• a lot of personal responsibility in the administrative day-to-day business
• the opportunity to actively shape and further develop administrative processes
• modern digital tools and largely paperless processes
• a committed and interdisciplinary team
• direct contact with employees, parents, municipalities and other specialist offices
• a modern workplace in Zürich-Altstetten
• a role with a meaningful connection to education and supporting children and young people

Workload and Location

Workload: 80–100 %
Location: Zürich-Altstetten
Start date: by arrangement

Regular presence on site is important for this role, as school administration is a central point of contact in daily school operations. Some administrative tasks can be done from home depending on the workload and by agreement.

Interested?

Then we look forward to getting to know you.

Please send us your complete application documents including CV and relevant references. We look forward to hearing from you!