Administrative Assistant

Administrative Assistant | Dark Horse Athletics

Position Type: Full-Time

Start Date: April 2026

Reports To: Co-Directors of Administration

Job Summary

The Administrative Assistant provides critical support to customers, training staff, and the management team. This role serves as the "face and voice" of Dark Horse Athletics, requiring a blend of exceptional customer service, meticulous office management, and event logistics. You will navigate a high-paced environment, managing multiple priorities—from financial record-keeping and payment collection to coordinating youth hockey associations and supporting large-scale tournaments.

Key Objectives & Purposes

• Customer Excellence: Act as the primary point of contact, ensuring every interaction is knowledgeable, professional, and friendly.
• Financial Stewardship: Maintain high attention to detail and discretion while tracking membership payments and resolving overdue balances for 1,500+ members.
• Operational Efficiency: Master proprietary scheduling and project management software to ensure programs run seamlessly.
• Adaptability: Transition fluidly between focused desk work and physical tasks (inventory, retail trips, and event setup).

Major Duties & Responsibilities

1. Communication & Relationship Management

• Responsiveness: Answer phone calls and emails within a strict 24-hour window, providing detailed and helpful information.
• Escalation: Identify and escalate urgent issues to management to ensure timely resolution.

2. Financial Tracking & Collection

• Accounts Receivable: Maintain accurate records of all member payments.
• Collections: Proactively follow up on overdue balances, documenting special circumstances or payment plans with high levels of discretion.
• POS Operations: Assist with retail sales (primarily apparel), ensuring accurate transactions and inventory tracking.

3. Systems & Project Management

• Project Tracking: Utilize proprietary software to monitor program applications and delegate tasks for special projects.
• Scheduling: Manage and update complex training and staff calendars, communicating changes proactively to all stakeholders.
• Technology Proficiency: Maintain high-level performance within Google Workspace and internal platforms. (Experience with Hubspot, WordPress, and SEO is a significant plus).

4. Operations, Purchasing & Logistics

• Procurement: Manage inventory for office and training supplies. This includes online ordering and "run-to-store" trips for large retail pickups.
• Tournament Support: Assist in (or lead) the organization of tournament logistics, including booking officials, trainers, and staff.
• Physical Requirements: Must be able to comfortably lift 50 pounds and remain active when moving materials or setting up for training sessions.

5. Event Commitment

• Tournament Weekends: Availability to work two tournament weekends per year is required. This involves on-site coordination and event leadership.

Qualifications

• Professionalism: Proven ability to communicate effectively with families and executive leadership.
• Technical Skills: Expert-level Google Workspace skills; ability to learn proprietary software quickly.
• Work Ethic: Thrives in a high-intensity environment; able to manage multiple tasks without losing attention to detail.
• Discretion: Experience handling sensitive financial information.