FDN - Administrative Assistant for the Music School - 100 004

Fondation

Music School

Seeks for 4th August 2025

Founded in 1924, and enjoying close ties with the UN, the Foundation of the International School of Geneva, commonly known as Ecolint, is the world's number one international school. With eight schools on three campuses across the Geneva area, we educate around 4500 students aged from 3-18. We have around 1250 employees representing more than 60 nationalities. Ecolint is built on strong humanitarian values and prides itself on its long history of pedagogical innovation, including the creation of the International Baccalaureate, currently a reference in more than 3500 international schools in the world. Our mission is to shape students' lives and prepare them to be world citizens engaged with the political, ethical and environmental challenges of their times.

Music School's mission statement: 

• To create a musical community that is rich with diversity of musical opportunities and participants: Ecolint and external students, teachers, parents-
• To advance music education by encouraging the study of music and preparing each student with a solid foundation in various musical disciplines and a wide selection of instrument playing.
• To develop technical skills and artistic abilities in the performance of instrument(s) as soloist or in ensembles/orchestra and chorus.

To complete our team, we are looking for an:

Administrative Assistant for the Music School

Temporary mission - 6 months

Part-time: 50% - 20 hours per week

Responsibilities:

Support the organisational structure

• Student Absence management
• Teacher Cover management
• Attendance and master files
• Assist with overflow work from music school office manager and Heads
• Assist with rehearsal and performance organisation
• Handle correspondence (letters, emails, etc.) of the music school
• Maintain online extra-curricular data
• Ensure room booking and logistics as required (including setting up, ordering refreshments for orchestra, etc.)
• Order equipment for the department and track orders 
• Any ad hoc administrative tasks (word processing, creating spreadsheets, presentations)
• Be available for weekend rehearsals and evening concerts

Provide students direction and support

• Be approachable and available to support students in need through a caring personality
• Participate in the admission of students if necessary (creation and updating of student data).
• Acting directly with students, parents and teachers to prevent incidents and check anomalies (e.g. emergency cards data missing).
• Create electronic files for all new students and keep them updated, adding academic reports and other additional reports
• Creating attestations and certificates of enrollment
• Work on timetabling

Ensure up to date and functional technology

• Publish and update school calendars, internally and externally

Support communications management and relationships building 

•  Assist with organisation of school events: parent teacher conferences, graduation ceremonies, pedagogical days, etc. 

Candidate requirements

• Higher school / Technical diploma in a relevant field
• Between 2-4 years of work experience as an administrative assistant
• Bilingual French/English. Other languages an asset
• Caring personality who enjoys working with young adults
• Good teamwork and active listening skills.
• Flexibility and adaptability
• Strong ICT skills (Google Suite environment)
• Excellent organisational skills in order to increase department's performance
• Able to work autonomously, review work and provide feedback
• Self-reflective and able to solve complex problems
• Experience in support with budget and accounting
• Previous experience in an IB school an asset

Candidates are required to apply online sending their current CV and a cover letter for the attention of Mrs Mary Eileen Marie, International School of Geneva, Foundation, by 4 June 2025, mentioning the reference number 100 004.

The International School of Geneva welcomes applications from candidates with diverse backgrounds and experiences. The School is committed to safeguarding and promoting the welfare of children, and applicants must be willing to undergo child protection screening appropriate to the post, including checks with past employers.