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 today's and future generations. Get a glimpse of how we learn [here].

We’ve 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 users—learners, 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: June 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 you're 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. Everyone—families, learners, core team members, partners, and investors—should feel safe to be their authentic selves.