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Admissions Assistant (Part-Time)

Location: Carrer Montevideo, 31 Barcelona, Spain | 20 hours/week

Schedule: Monday to Friday from 10am to 2pm

The Position

The AESA International School System is seeking a highly organized, professional, and results-driven Admissions & Enrollment Assistant to support both our Barcelona campus and our online school, AESA Prep International. This is not a clerical role. It is a structured, revenue-focused position that combines relationship management, sales discipline, data tracking, and operational precision. You will report to the Director of Operations and play a key role in driving sustainable enrollment growth.

About AESA

The AESA International School System comprises a global network of schools and affiliated academic programs. We offer students the opportunity to receive a great education that prepares them for success at university. Some of our students learn through face-to-face instruction at our campuses in Spain and the United States. Other students—from all over the world—learn through our innovative online school and its partners.

Role Overview

The Admissions Assistant manages the full admissions pipeline—from first inquiry through enrollment—for both on-campus and online programs. This role is ideal for someone who enjoys building relationships, creating and refining structured processes, and tracking measurable results.

Key Responsibilities:

Admissions Pipeline Management

• Respond to all new inquiries within one business day
• Qualify prospective families and students
• Schedule and coordinate campus tours and virtual meetings
• Track applicants through every stage of the funnel
• Maintain accurate CRM and admissions records
• Ensure no qualified lead is left without a defined next step

Conversion Focus

• Drive inquiry-to-enrollment conversion rates
• Monitor funnel performance and identify bottlenecks
• Support achievement of enrollment targets
• Track enrollment completion
• Contribute to admissions forecasting

Family Experience

• Serve as primary point of contact for prospective families
• Deliver a polished, responsive, and professional experience
• Provide timely follow-up and clear communication
• Coordinate initial onboarding once a student enrolls

Administrative & Compliance Support

• Prepare enrollment agreements and documentation
• Ensure complete and compliant student files
• Coordinate with finance regarding deposits and tuition plans
• Maintain organized digital records

Reporting & KPIs

• Maintain weekly admissions dashboard
• Track conversion rates, lead sources, response times, and enrollments
• Provide structured weekly reports to the Director of Operations

Candidate Qualifications

Required

• Impeccable written and verbal communication skills in English and Spanish
• High level of organization and follow-through
• Comfort working with data, dashboards, and CRM systems
• Professional demeanor with international families
• Sales mindset without being pushy

Preferred

• Full proficiency in Catalan and/or any other major world languages
• Experience in education, international schools, or admissions
• Experience in a structured sales or customer acquisition role
• Familiarity with CRM tools

Performance Expectations

Success in this role is measured by:

• One business day response rate to new inquiries
• Conversion from qualified lead to tour/demo
• Conversion from offer to deposit
• Enrollment growth
• Accuracy and completeness of admissions files
• Weekly KPI reporting discipline

Schedule & Growth Opportunity

• 20 hours per week at AESA's Barcelona campus: Monday to Friday, 10am to 2pm

Strong performance may lead to expanded responsibilities, increased hours, and long-term growth into a senior admissions or other operations role

Compensation

Competitive compensation commensurate with experience.

How to Apply

Please submit the following documents to jpinho@aesaprepbarcelona.com:

• CV and cover letter explaining why you are interested in enrollment-driven education roles
• Recommendation letter and/or professional references