ADMINISTRATIVE ASSISTANT POSITION

Flying Angels Track & Field
Full-Time | 35 Hours Per Week

 

 

JOIN THE FLYING ANGELS TEAM

​

Flying Angels is seeking a highly organized, dependable, and professional Full-Time Administrative Assistant to support the day-to-day operations of our growing track and field organization.

​

This is a hands-on administrative position supporting our athletes, families, coaches, programs, competitions, team travel, uniforms, hosted track meets, and general office operations.

​

The ideal candidate is an excellent communicator, comfortable with technology, highly organized, attentive to detail, and able to manage multiple responsibilities and deadlines in a fast-paced youth sports environment.

​

​

ABOUT THE POSITION

 

The Administrative Assistant works closely with the Program Director and other members of the Flying Angels team to help ensure the organization operates efficiently throughout the year.

​

This is much more than a traditional office administration position. The Administrative Assistant is involved in many aspects of the day-to-day operation of Flying Angels, including athlete registration, competition entries, athlete records and statistics, team travel arrangements, uniform administration, communications, and support for Flying Angels-hosted track meets.

​

The successful candidate should enjoy organizing information, communicating with people, coordinating logistics, meeting deadlines, and helping things run smoothly behind the scenes.

​

​

KEY RESPONSIBILITIES

​

OFFICE & ADMINISTRATION

​

• Provide general administrative and office support

• Respond to telephone calls, emails, and general inquiries

• Prepare documents, forms, correspondence, spreadsheets, and reports

• Maintain organized electronic files and records

• Update databases, registration systems, spreadsheets, and contact lists

• Assist with scheduling and administrative coordination

• Maintain athlete, coach, program, and organizational records

• Assist with collecting and organizing required forms and documentation

• Provide administrative support to the Program Director and other staff

• Help ensure administrative tasks and deadlines are completed accurately and on time

 

​

ATHLETE & FAMILY SUPPORT

​

The Administrative Assistant is one of the people who helps athletes and families navigate Flying Angels programs and procedures.

​

Responsibilities include:

​

• Responding to questions from athletes and parents

• Assisting families with registration and membership processes

• Providing information about programs, schedules, training locations, competitions, and organizational procedures

• Helping families understand registration requirements and deadlines

• Communicating important program and competition information

• Following up on missing information or documentation when required

• Directing inquiries to the appropriate staff member when necessary

 

​

PROGRAM & COACH SUPPORT

​

The Administrative Assistant provides administrative support for Flying Angels programs and coaches throughout Ontario.

​

Responsibilities may include:

​

• Maintaining athlete and program lists

• Assisting with attendance and membership records

• Preparing information required by coaches and program staff

• Communicating administrative information to coaches

• Assisting with seasonal registrations and program transitions

• Supporting the administrative needs of Flying Angels training locations

• Helping maintain accurate information about programs, schedules, and participants

 

​

COMPETITION REGISTRATION & ATHLETE RECORDS

 

Competition administration is an important part of this position.

​

The Administrative Assistant helps ensure Flying Angels athletes are properly registered for competitions and that accurate athlete performance records are maintained throughout the season.

 

Responsibilities include:

​

• Registering Flying Angels athletes for track and field competitions

• Preparing and submitting competition entries by established deadlines

• Coordinating with coaches to confirm athlete event selections

• Confirming athlete eligibility, age categories, events, and required registration information

• Maintaining accurate lists of athletes entered in competitions

• Communicating competition registration information and deadlines to athletes, parents, and coaches

• Making approved changes, scratches, and updates to competition entries when required

• Reviewing entry lists and helping identify and correct registration issues

• Maintaining records of competitions attended by Flying Angels athletes

• Recording and maintaining athlete competition results

• Tracking athlete personal bests and seasonal bests

• Maintaining club records and other performance information

• Updating athlete and team records following competitions

• Maintaining organized electronic records of entries and results

• Preparing athlete, team, and competition reports when required

• Assisting with athlete recognition, awards, and performance summaries using competition records

 

Accuracy and attention to deadlines are extremely important, as competition entries must be submitted correctly and on time.

​

​

TEAM TRAVEL

 

Flying Angels teams travel to competitions throughout Ontario, Canada, the United States, and internationally.

​

The Administrative Assistant helps coordinate the administrative and logistical arrangements for team travel and overnight competitions.

​

Responsibilities may include:

​

• Researching accommodation and transportation options

• Assisting with hotel reservations and team accommodation arrangements

• Assisting with flight, bus, van, and other transportation arrangements

• Communicating travel information and deadlines to athletes, parents, and coaches

• Maintaining accurate lists of athletes, coaches, and staff travelling with the team

• Collecting required travel information and documentation

• Preparing team itineraries and trip information

• Coordinating hotel rooming lists

• Assisting with transportation schedules and airport, hotel, and competition logistics

• Tracking trip registrations, payments, forms, and deadlines

• Communicating with hotels, transportation companies, and other travel suppliers

• Providing administrative support before, during, and following team trips

 

Strong attention to detail is especially important when coordinating travel arrangements for groups of athletes and staff.

​

​

UNIFORMS & ATHLETE APPAREL

 

The Administrative Assistant helps coordinate the ordering, organization, inventory, and distribution of Flying Angels uniforms and athlete apparel.

​

Responsibilities include:

​

• Receiving and processing athlete uniform orders

• Maintaining accurate uniform and apparel records

• Tracking athlete sizes and uniform requirements

• Preparing uniform orders for suppliers

• Communicating with uniform and apparel suppliers

• Monitoring outstanding orders and expected delivery dates

• Receiving and organizing incoming uniform shipments

• Maintaining uniform and apparel inventory

• Preparing individual uniform packages for athletes

• Coordinating uniform distribution to athletes and Flying Angels locations

• Responding to athlete and parent questions regarding uniform orders

• Assisting with exchanges, missing items, or corrections when necessary

• Maintaining accurate records of items ordered, received, and distributed

 

​

FLYING ANGELS TRACK MEETS & SPECIAL EVENTS

 

Flying Angels hosts several track and field competitions and special events throughout the year.

​

The Administrative Assistant provides important administrative and operational support before, during, and following these events.

​

Responsibilities may include:

​

• Assisting with meet registrations and athlete entries

• Responding to inquiries from participating clubs, coaches, athletes, and parents

• Preparing meet-related documents and materials

• Assisting with communications to participating teams

• Preparing registration and check-in materials

• Assisting with officials and volunteer administration

• Preparing event packages, credentials, signage, and other materials

• Organizing administrative supplies required for the competition

• Assisting with event setup and preparation

• Providing administrative and operational support on meet day

• Assisting athletes, coaches, officials, volunteers, and spectators as required

• Helping ensure information is communicated effectively during the event

• Assisting with post-event administration, results, records, and follow-up

 

Because Flying Angels track meets are an important part of our organization, applicants should be comfortable working in an event environment where priorities can change quickly and teamwork is essential.

​

​

QUALIFICATIONS

 

We are looking for someone who is:

​

• Highly organized and dependable

• Detail-oriented and accurate

• Professional and friendly

• A strong written and verbal communicator

• Comfortable communicating with athletes, parents, coaches, suppliers, and members of the public

• Comfortable working independently and as part of a team

• Able to manage multiple projects, tasks, and deadlines simultaneously

• Able to prioritize responsibilities effectively

• Comfortable working with spreadsheets, databases, and online systems

• Comfortable coordinating arrangements with outside suppliers and service providers

• Able to learn new software and administrative systems

• Able to work effectively in a fast-paced environment

• Willing to take initiative and solve problems

• Interested in contributing to a growing youth sports organization

 

Previous experience in administration, customer service, sport, recreation, event administration, travel coordination, inventory management, or a similar environment would be an asset.

​

Previous track and field experience is not required. Training will be provided on Flying Angels systems, procedures, and track and field-specific administrative requirements.

​

​

COMPUTER & TECHNOLOGY SKILLS

​

Applicants should be comfortable using common office and online applications.

​

Experience with any of the following would be an asset:

​

• Microsoft Word and Excel

• Google Docs, Sheets, Forms, and Drive

• Email and online communication platforms

• Online registration systems

• Membership databases

• Contact management systems

• Website content management systems

• Online forms and spreadsheets

 

The successful candidate should be comfortable learning new technology and online platforms.

​

​

HOURS & SCHEDULE

 

This is a full-time position of approximately 35 hours per week.

​

Regular administrative duties will primarily be performed during scheduled office hours.

​

However, youth sport does not operate exclusively during traditional office hours. Flying Angels hosts track meets, competitions, and special events throughout the year.

​

Some evening and weekend work will be required, particularly when Flying Angels is hosting a track meet or special event.

​

When significant event-related work takes place outside regular office hours, the weekly work schedule may be adjusted based on organizational needs.

​

Applicants should be comfortable with a work schedule that occasionally changes around major competitions and events.

​

​

WORK ENVIRONMENT

​

The Administrative Assistant works as part of the Flying Angels administrative and program team.

​

The position may include a combination of:

​

• Office-based administrative work

• Telephone and online communication

• Visits to Flying Angels training locations

• Track meet and event-site responsibilities

• Meetings with staff, coaches, suppliers, and other partners

 

Some local travel may be required for meetings, programs, track meets, and special events.

​

​

WHO WOULD BE A GOOD FIT?

​

You do not need to be a track and field expert to succeed in this position.

​

We are looking for someone who is organized, reliable, professional, adaptable, willing to learn, and genuinely interested in helping an organization operate effectively.

​

You should enjoy keeping things organized, completing tasks accurately, communicating with people, solving problems, and working toward deadlines.

​

This position may be particularly suited to someone with experience or an interest in:

​

• Office administration

• Sports administration

• Recreation

• Event management

• Customer service

• Program administration

• Travel coordination

 

Most importantly, we are looking for someone who wants to become an important part of the team behind Flying Angels.

​

​

HOW TO APPLY

 

Interested candidates should complete the Flying Angels Online Employment Application.

​

Please be prepared to provide:

​

• Your contact information

• Your résumé

• Information about your education and previous work experience

• Your availability

• Information about your relevant skills and experience

• A brief explanation of why you are interested in working with Flying Angels

​

APPLY NOW

​

Only candidates selected to move forward in the hiring process will be contacted.

​

​

ABOUT FLYING ANGELS

​

Flying Angels is a growing track and field organization providing training, competition, athlete development, and youth sport programming at locations throughout Ontario.

​

Our programs serve athletes at different ages and stages of development—from young athletes learning the fundamentals of track and field to competitive athletes pursuing provincial, national, and international competition.

​

In addition to operating our training programs, Flying Angels hosts track and field competitions and provides opportunities for our athletes to compete and travel throughout Canada and internationally.

​

Behind every athlete and coach is an administrative team working to keep the organization moving.

​

If you are organized, motivated, and interested in helping us continue to grow, we would like to hear from you.

​

APPLY NOW