School Office Manager, 2026–27

Do you love making complex systems run smoothly so that learning relationships and creativity can flourish

Learnlife a fully registered and accredited international school is seeking an exceptional School Office Manager to ensure the daily operations of our Urban Hub in Barcelona run with precision care and human warmth.

Our movement

At Learnlife we are committed to pioneering a paradigm shift in education. Our mission is to empower a love of learning by creating learning models tailored to the needs of todays and future generations. Get a glimpse of how we learn here.

Weve built 3 Hubs that host 250 school-aged learners in Barcelona.

As a School Office Manager you ensure the smooth day-to-day functioning of the Urban Hub and the experience of all its userslearners team members clients and visitors. Based at the Enrique Granados hub in Barcelona you design implement and continuously improve operational systems and processes that enable the learning ecosystem to thrive. You report to the Hub Lead and work in close coordination with the Maintenance and Reception teams.

Start date: full time from mid- August 2026

Hours: 8:30-17:30 - Monday to Friday in person in Enrique Granados 7 Barcelona.

Your responsibilities

Operational Leadership

• Ensure the smooth daily functioning of the Hub: schedules spaces safety resources and workflows.
• Anticipate needs and proactively solve problems in a high-energy people-dense environment.
• Coordinate with leadership Learning Guides team families and external providers.
• Work in close collaboration with the Community Host (reception) and Space Champion (maintenance) to ensure effective task distribution and the proper functioning of the space.

Communication

• Act as a central communication node between learners families team members and partners.
• Manage information flow with clarity warmth and professionalism in both Spanish and English.
• Support crisis response conflict de-escalation and high-pressure situations with calm presence.
• Communicate with providers and ensure the proper stocking of materials and the smooth functioning of the space.

Systems & Executive Function

• Design optimize and maintain operational systems: calendars documentation processes protocols.
• Bring exceptional executive functioning: prioritization follow-through accuracy and reliability.
• Use digital tools and AI to automate streamline and continuously improve workflows.

Technology & AI Enablement

• Lead the intelligent use of technology (including AI tools) to optimize administration communication and data management.
• Support the team in adopting and being trained on new tools including technology and AI to work more efficiently and sustainably..

Finance & Budget Support

• Track expenses and coordinate with finance to ensure invoices receipts and tickets are correctly matched and recorded.
• Manage purchasing processes including Amazon orders and materials procurement for the Hub.
• Support leadership with budget monitoring and basic financial oversight to ensure alignment with agreed budgets.

Internship Recruitment

• Support outreach to learning organizations and coordinate potential internship opportunities.
• Work closely with the Hub Lead to define internship roles and support intern onboarding and management once they have arrived.

Culture & Environment

• Create a welcoming safe and well-organized physical and emotional environment.
• Thrive in a lively sometimes noisy sometimes stressful school context with resilience and positivity.

Your profile

• You bring 5 years of experience in administrative operations or tech heavy roles where you have worked as an office manager administrative support or site operations.
• Ideally you come from schools or from the hospitality industry.
• Full professional proficiency in English and Spanish (spoken and written).
• Warm clear and confident communicator with learners families and colleagues.

• Exceptional planning prioritization and multitasking skills.
• Ability to hold multiple timelines responsibilities and stakeholders simultaneously.

• High level of digital competence (Google Workspace CRM LMS scheduling systems documentation tools).
• Demonstrated ability to use AI (e.g. ChatGPT automation tools workflow optimization) to increase efficiency and quality of work.

• Comfortable working in a busy loud emotionally rich school environment.
• Calm under pressure solution-oriented and emotionally intelligent.

• Strong alignment with learner-centered innovative and human-first education.
• Proactive self-directed and deeply committed to excellence in service.
• Sees administration not as support but as a strategic enabler of learning culture.

Join Us!

Help us shape the future of education and empower the next generation of lifelong learners in Barcelona city.

How to Apply

If youre ready for your next professional adventure please submit:
Your CV and/or portfolio
A short 1-minute video introducing yourself your interest in the position and your passion for innovative education. Please upload your video as a URL.

We look forward to your application!

At Learnlife our culture of creativity and innovation thrives on a diverse mix of minds backgrounds and experiences. We are committed to building an inclusive community where differences are valued and celebrated. Everyonefamilies learners core team members partners and investorsshould feel safe to be their authentic selves.

Required Experience:

Senior IC