Position Summary:

Detail-oriented Administrative Assistant with experience supporting daily operations, managing communications, and coordinating program logistics. Skilled in handling registrations, maintaining accurate records, and ensuring compliance with required documentation. Proven ability to collaborate with internal teams and external partners such as Calgary Minor Soccer Association to ensure efficient program delivery. Recognized for strong organizational skills, effective communication.

Key Responsibilities:

• Act as a central point of communication between parents, coaches, and external organizations
• Manage and respond to emails and phone calls promptly, ensuring clear and professional communication
• Manage communication (emails, calls, inquiries) between stakeholders (CMSA, Kidsport, Tim Horton’s Timbits Soccer)
• Manage player registration processes (TeamSnap), including data entry and maintaining accurate participant records
• Ensure all seasonal deadlines (registrations, league submissions, documentation) are met and operations remain on schedule.
• Proficiency in Microsoft Office or Google Workspace (Docs, Sheets, Drive)
• Prepare and maintain registration forms and assist with participant onboarding
• Ensure all required documentation is completed and compliant, including waivers and age exemption forms
• Coordinate and respond to email communications in a timely and professional manner
• Support coach development by organizing course registrations and tracking certifications
• Organize and coordinate seasonal logistics, including scheduling, equipment ordering, and program setup
• Collaborate with internal staff to improve administrative processes and support overall operational efficiency

Parent & Community Relations:

• Act as the primary point of contact for all parent inquiries, concerns, and escalations
• Communicate club policies, expectations, and development philosophy clearly and consistently
• Mediate and resolve parent-player-coach conflicts in a fair, professional, and constructive manner
• Provide transparency around player placement decisions and development pathways
• Foster alignment and trust between families, coaches, and club leadership
• Promote and uphold a positive, respectful, and inclusive club culture