Athletics / Activities Administrative Assistant

JOB SUMMARY:

The Athletics & Activities Administrative Assistant supports the planning, coordination, and execution of school-wide events, athletic programs, and student travel. This role manages a combination of administrative, logistical, and operational responsibilities, including event coordination, travel logistics, budgeting support, record-keeping, and office administration.

Working closely with the Athletics & Activities Director and Coordinator, the Assistant ensures that programs run efficiently, deadlines are met, and operations are executed to a high standard. The role requires strong organization, attention to detail, and the ability to manage multiple priorities independently.

DUTIES AND RESPONSIBILITIES

Event Planning & Hosting (40%)

• Coordinate and execute athletic events, tournaments, and school programs
• Manage logistics including venues, equipment, schedules, and staffing
• Arrange hospitality for visiting teams (transportation, lodging, catering)
• Liaise with Operations, Security, and Maintenance for event support
• Support risk assessments and ensure compliance with school policies
• Assist with event promotion and communication
• Provide on-site support, including occasional evenings/weekends

Travel & Trip Logistics (30%)

• Coordinate all travel arrangements for student activities and athletics programs. This includes, but is not limited to, PRIME Trips and Week Without Walls
• Liaise with travel agencies for flights, visas, insurance, and itineraries
• Arrange transportation (buses, airport transfers, local travel)
• Manage hotel bookings and accommodations
• Track travel expenses and support budget reconciliation
• Coordinate with families and Business Office for fee collection
• Maintain accurate travel records and ensure policy compliance
• Notify divisions of student absences due to travel

Budget & Financial Support (10%)

• Track departmental expenses and maintain financial records
• Support procurement and vendor coordination
• Assist with budget reporting and documentation
• Process stipends and payments for coaches and service providers

Office Administration (10%)

• Provide general administrative and clerical support
• Prepare communications, reports, and presentations
• Maintain HR documentation for coaches and activity providers
• Assist with contracts, compliance, and payment processes
• Update departmental website and communication platforms
• Support Arabic/English translation as needed

Records & Systems (5%)

• Maintain student participation records and required documentation
• Track waivers, eligibility, and program data
• Support annual reporting and data collection

Calendaring & Facility Booking (5%)

• Support coordination of the school-wide activities calendar
• Manage facility bookings and scheduling
• Coordinate with Operations to ensure event readiness

Shared Responsibilities

• Support End-of-Season Awards Ceremony planning and execution
• Assist with additional events, tournaments, and community programs
• Collaborate with team members to ensure smooth office operations

Other

• Perform additional duties as assigned

QUALIFICATIONS

• University degree or equivalent
• Fluency in English and Arabic both written and spoken
• Advanced computer skills (Google Suite)
• Database management experience (one year minimum)
• Excellent organizational and time management
• Excellent and effective communication skills

DESIRED EXPERIENCE

• Experience in a school environment
• Experience with events, athletics, or travel coordination

WORKING CONDITIONS

Based in the Athletics & Activities Office at Cairo American College. The role involves managing multiple projects simultaneously and may require occasional evening or weekend work.

SUPERVISION & DECISION MAKING

The Assistant works independently with minimal supervision, managing priorities across multiple responsibilities. Sound judgment is required to resolve issues efficiently and determine when to escalate concerns.