Flying Angels Track & Field

Part-Time / Full-Time Opportunity

Reports to: Program Director

 

JOIN THE FLYING ANGELS TEAM

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Flying Angels is seeking an organized, dependable, energetic, and motivated Track & Field Program Assistant to help coordinate and deliver our track and field programs, competitions, camps, and special events.

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This is a hands-on position for someone interested in sport management, recreation, event management, track and field, or youth programming who wants the opportunity to gain significant experience working within a growing sports organization.

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The Program Assistant will work directly with the Program Director and will be involved in both the planning and execution of Flying Angels programs and events.

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We are looking for someone who takes initiative, follows through on responsibilities, communicates well, and can be trusted to complete assigned projects and tasks without constant reminders.

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ABOUT THE POSITION

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Flying Angels operates track and field programs at locations throughout Ontario and organizes competitions, camps, clinics, and other activities throughout the year.

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The Track & Field Program Assistant helps ensure these programs and events are properly organized and successfully delivered.

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This is not strictly an office position.

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The successful candidate will spend time planning and organizing programs and events, communicating with coaches and other stakeholders, preparing materials and equipment, visiting program locations, and working on-site at Flying Angels track meets, camps, and other events.

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The position provides an opportunity to develop significant experience in sports administration, program coordination, and event operations.

 

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KEY RESPONSIBILITIES

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​PROGRAM OPERATIONS

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The Program Assistant will work with the Program Director to help coordinate Flying Angels programs and training locations.

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Responsibilities may include:

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• Coordinate assigned program-related tasks and projects

• Maintain accurate information about programs, schedules, and locations

• Communicate with coaches regarding program operations

• Monitor assigned program activities and identify issues requiring attention

• Follow up on outstanding program requirements

• Help prepare programs for each new season

• Coordinate assigned aspects of program launches and seasonal transitions

• Maintain program participation information

• Visit Flying Angels training locations when required

• Help ensure coaches and programs have the information and resources they need

• Assist with the development and implementation of new programs and initiatives

• Complete assigned projects within established timelines

• Report program issues and progress to the Program Director

 

As experience and responsibility increase, the Program Assistant may be assigned specific programs or initiatives to coordinate.

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TRACK MEET PLANNING & ORGANIZATION

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Flying Angels organizes and hosts track and field competitions throughout the year.

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Track meet planning and operations are a major part of this position.

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The Program Assistant will work directly with the Program Director on the organization and delivery of Flying Angels-hosted competitions.

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Responsibilities may include:

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• Maintain track meet planning timelines and checklists

• Track important event deadlines

• Coordinate assigned areas of competition planning

• Communicate with officials, volunteers, coaches, clubs, facilities, and suppliers

• Help organize officials and volunteer requirements

• Maintain officials and volunteer lists

• Prepare assignment lists and event information

• Coordinate awards and medals

• Prepare signage, credentials, passes, and event materials

• Organize equipment and event supplies

• Coordinate assigned hospitality, hydration, concessions, or operational areas

• Prepare registration and check-in areas

• Help coordinate venue setup

• Follow up on outstanding event requirements

• Identify potential problems before competition day

• Ensure assigned responsibilities are completed before established deadlines

 

The Program Assistant is expected to take ownership of assigned areas of each event and follow them through to completion.

 

TRACK MEET OPERATIONS

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The Program Assistant will work on-site when Flying Angels hosts track meets and other major events.

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Meet-day responsibilities may include:

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• Participate in venue setup

• Ensure assigned event areas are prepared before competition begins

• Coordinate assigned officials and volunteer areas

• Provide instructions to volunteers

• Help manage athlete and coach check-in

• Ensure equipment and supplies are in the correct locations

• Monitor assigned areas throughout the competition

• Communicate with officials, volunteers, coaches, staff, and facility representatives

• Respond to operational issues

• Help solve problems as they arise

• Coordinate awards and other assigned areas

• Help ensure the competition remains organized and on schedule

• Participate in event breakdown and cleanup

• Ensure equipment and supplies are returned and properly stored

 

Track meets are fast-paced environments. The successful candidate should be comfortable working with people, responding to changing situations, and helping solve problems.

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OFFICIALS & VOLUNTEER COORDINATION

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The Program Assistant may be assigned responsibility for specific aspects of officials and volunteer coordination.

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Responsibilities may include:

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• Contact officials and volunteers

• Maintain contact and availability lists

• Track confirmations

• Follow up with individuals who have not responded

• Prepare assignment lists

• Communicate reporting times and event instructions

• Prepare sign-in materials

• Coordinate shirts, credentials, meals, and other requirements

• Help manage officials and volunteer sign-in

• Provide direction on event day

• Monitor staffing levels

• Identify vacancies or areas requiring additional support

• Complete post-event follow-up

 

CAMPS & SPECIAL PROGRAMS

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Flying Angels operates camps and special training activities throughout the year.

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These may include preseason camps, holiday camps, March Break programs, PA Day activities, summer camps, clinics, and other special programs.

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The Program Assistant may:

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• Coordinate assigned aspects of camp planning

• Maintain camp planning timelines

• Coordinate facilities

• Prepare schedules

• Coordinate staffing requirements

• Maintain participant information

• Prepare equipment and supplies

• Communicate information to participants and families

• Help organize camp setup

• Work on-site during camps when required

• Monitor assigned operational areas

• Complete post-program follow-up

 

As experience increases, the Program Assistant may be given responsibility for coordinating specific camps or programs.

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EQUIPMENT & EVENT LOGISTICS

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The Program Assistant will help ensure programs and competitions have the equipment and supplies required to operate successfully.

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Responsibilities may include:

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• Maintain equipment and supply lists

• Prepare equipment for programs and competitions

• Organize event supplies

• Coordinate transportation of equipment to venues

• Help organize equipment setup

• Maintain event supply inventory

• Identify items that need to be purchased or replaced

• Ensure equipment is collected following events

• Organize and properly store equipment and supplies

 

COMMUNICATION & FOLLOW-UP

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Strong communication and follow-up skills are essential.

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The Program Assistant will regularly communicate with:

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• Coaches

• Athletes and families

• Officials

• Volunteers

• Flying Angels staff

• Facilities

• Suppliers

• Participating clubs

 

The Program Assistant must be comfortable following up with people to ensure information is received and assigned responsibilities are completed.

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Simply sending a message is not always enough. The successful candidate should be willing to follow up, confirm, and make sure important tasks get done.

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ADMINISTRATION & PROJECT SUPPORT

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This position also includes administrative responsibilities related to programs and events.

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Responsibilities may include:

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• Maintain spreadsheets and program records

• Prepare schedules and lists

• Maintain planning documents

• Update calendars and timelines

• Prepare online forms

• Organize electronic files

• Track outstanding tasks

• Prepare reports and summaries

• Maintain event checklists

• Conduct research related to programs and events

• Obtain quotes from suppliers and service providers

• Assist with other program-related projects assigned by the Program Director

 

WHAT WE'RE LOOKING FOR

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We are looking for someone who is:

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• Highly organized

• Dependable and punctual

• Energetic and motivated

• Comfortable taking responsibility

• Able to follow instructions and work independently

• Able to manage multiple tasks and deadlines

• Comfortable following up with people

• Detail-oriented

• A strong communicator

• Comfortable working with coaches, parents, officials, volunteers, and young athletes

• Resourceful and willing to solve problems

• Comfortable working in a fast-paced environment

• Able to adapt when plans change

• Comfortable using computers and online systems

• Willing to take initiative

• Interested in developing within a growing sports organization

 

We don't expect the Program Assistant to know everything on the first day.

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However, we do expect the successful candidate to bring strong organization, communication, professionalism, initiative, and work habits to the position.

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EDUCATION & EXPERIENCE

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Post-secondary education or current studies in one of the following areas would be an asset:

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• Sport Management

• Recreation Management

• Event Management

• Kinesiology

• Business Administration

• Project Management

• Sport Administration

• A related field

 

Relevant work or volunteer experience may also be considered.

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Experience in any of the following would be an asset:

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• Sports organizations

• Recreation programs

• Event operations

• Track and field

• Camps

• Youth programs

• Community organizations

• Project coordination

• Volunteer coordination

 

Previous track and field experience is an asset but is not required.

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COMPUTER & TECHNOLOGY SKILLS

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Applicants should be comfortable using:

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• Microsoft Word and Excel

• Google Docs, Sheets, Forms, and Drive

• Email and online communication platforms

• Spreadsheets

• Online forms

• Calendars and scheduling tools

 

Experience with registration systems, project management software, databases, or website management would be an asset.

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HOURS & SCHEDULE

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This position may begin as a part-time position with the opportunity to grow into a full-time role as Flying Angels continues to expand.

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The specific weekly schedule and number of hours will be established based on organizational needs.

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This is not strictly a Monday-to-Friday daytime position.

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Flying Angels programs frequently operate during evenings, while track meets, camps, and special events often take place on weekends.

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Evening and weekend availability will be required at various times throughout the year.

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Work schedules may be adjusted around major competitions, camps, and special events.

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PHYSICAL & EVENT REQUIREMENTS

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Because this is a hands-on sports program and event position, applicants should be comfortable:

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• Working at track and field facilities

• Walking and standing for extended periods during events

• Moving throughout competition venues

• Participating in event setup and breakdown

• Organizing and moving event supplies and equipment

• Working indoors and outdoors

• Travelling locally to Flying Angels locations and event venues

 

Reasonable accommodations can be made where appropriate.

 

OPPORTUNITY FOR GROWTH

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Flying Angels continues to expand its programs, locations, competitions, and events.

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We want the person in this position to grow with the organization.

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As the Program Assistant demonstrates the ability to successfully manage programs, projects, and events with greater independence, there may be opportunities to take on additional responsibilities and advance within Flying Angels.

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Potential future advancement may include greater responsibility for program operations, event management, and coordination of Flying Angels programs and competitions.

 

HOW TO APPLY

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Interested candidates should complete the Flying Angels Online Employment Application.

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Please be prepared to provide:

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• Your contact information

• Your résumé

• Information about your education and previous work experience

• Your availability

• Information about relevant sport, program, event, or leadership experience

• A brief explanation of why you are interested in joining 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, camps, and youth sport programming at locations throughout Ontario.

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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.

Flying Angels also organizes and hosts track and field competitions throughout the year.

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As our organization grows, we are looking for talented people who want to grow with us.

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If you are organized, dependable, motivated, and interested in building a career in sport and event operations, we would like to hear from you.

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APPLY NOW