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Executive Administrator/Coordinator

Location:

Job Type:

Olds

Part Time, Hybrid

About the Company

Olds Minor Hockey Association

About the Role

 

Position Title: Executive Administrator/Coordinator

 

Salary Range & Other Remunerations:

 

· The position salary range is $29,500 to $37,000 per year based on an average 28-hour work week, commensurate with experience. The position is highly subject to seasonal fluctuations, so the average hours/work week is considerably variable.

· The position title (Executive Administrator or Executive Coordinator) will be articulated in the position contract based on the skill set and experience of the successful candidate.

· As it is a contracted position, the position is not eligible for health or other benefits.

Term: May 1, 2024 to May 31, 2025 (thirteen-month contract)

 

Job General Summary:

 

Responsibilities and Accountabilities:

The following constitute the general responsibilities, duties and expectations of the Executive Administrator/Coordinator:

 

General Functions in Support of Business and Hockey Operations:

· Support all hockey operations and business operations in general reception and administrative duties such as, but not limited to, routing phone calls and messages, fielding walk-in, email and telephone inquiries.

· Process all registrations for the regular Olds Minor Hockey season, hockey camps and tournaments, and provide additional administrative support to hockey operations for these functions as required.

· Provide general oversight and coordination of volunteers for the Association, as required, for functions such as recruiting, training, scheduling, communicating, and volunteer appreciation that do not fall within the prescribed scope of other Association contracted worker or board responsibilities.

· Implement and maintain professional and branding standards for all Olds Minor Hockey correspondence, media, signage, forms, publications, and web content.

· Generate, build, and update Association webpage content in a timely manner.

· Serve as a primary liaison between the Association and Town of Olds, Hockey Alberta, and other key Association partners.

· Assist the Association President and Secretary in the preparation and distribution of board agendas, minutes, communications, and other administrative functions. Provide basic administrative support in support of general Board, Committee and Sub-Committee functions.

· Maintain accurate and consistent Olds Minor Hockey corporate records and files in both hard and electronic forms.

· As the position will be privy to confidential or sensitive information, confidentiality and professionalism are required in internal and external interactions.

· Manage and troubleshoot the inventory of office and other technological equipment for the Association.

· Process and ensure all external regulatory requirements of external bodies are met in an appropriate and timely manner, unless otherwise assigned within the Association.

· Proactively schedule and adjust ice bookings for all games, practices and tournaments.

· Provide oversight of Association social media.

· Order office and other supplies, as required, for the Association.

· Prepare information packages for players, parents, officials, and volunteers at the outset of the season.

· Prepare board information packages at outset of an incoming Director’s term.

· Administration of Team Snap and data input, as required.

· Proactively identify potential issues or concerns to the responsible board or contracted worker if the matter is outside the scope of the Executive Administrator/Coordinator’s responsibilities and accountabilities.

· Implement all relevant board policies and uphold all operational procedures and protocols in the execution of the above duties.

· Assist the Association in fulfilling other duties as required.

 

Reporting Structure:

· The Executive Administrator/Coordinator reports and is directly accountable to the Board of Directors, however, if a Business Manager or Executive Director is contracted by the Association during the contract term, the Executive Administrator/Coordinator position will report directly to the Association’s designated operational lead instead of the Board of Directors.

 

Working Conditions:

· The Executive Administrator/Coordinator is expected to work predominantly in-person out of the Olds Minor Hockey office at the Sportsplex, while occasionally attending meetings at the Grizz Den.

· The position requires availability during regular business hours of the Olds Minor Hockey office and is responsible for keeping the office open for a minimum number of ten consistent weekly hours, with the exception of statutory holidays. This office minimum is to ensure that the Olds Minor Hockey office is accessible to Association members, and does not necessarily reflect the weekly total hours required of the Executive Administrator/Coordinator.

· Remote work is permitted, if desired, provided the minimum consistent weekly office hour requirement is fulfilled.

· The position is highly subject to seasonal pressures, with the workload of the position intensifying during June, July, August, and September.

· The position further requires flexible availability on evenings, weekends and on statutory holidays throughout the year to accommodate Association requirements for meetings, evaluations, home games, weekend tournaments, hockey camps and occasionally for fundraisers or other special events and initiatives of the Association.

· The Executive Administrator/Coordinator is required to provide the President with two weeks notice when expected to be away from Olds and district and/or not available for Association business.

· The Executive Administrator/Coordinator may need to be available to receive and appropriately respond to phone calls, texts, and emails outside of regular business hours to attend to emergent concerns or time-sensitive matters of the Association.

· The position will be provided an Association laptop while in contracted position for the Association.

 

Minimum Qualifications:

· Minimum of high school diploma or college level administrative certificate.

· Minimum of three years executive administration or coordination experience or equivalent.

· Must have supervisory experience over volunteers.

· Must have a Class Five Alberta Driver’s License and be insurable.

· Must successfully pass RCMP criminal record check and vulnerable sector check before contract is finalized.

· Preference may be given to candidates within proximity to Olds and district and/or the Association’s draw zone.

· Experience working in hockey and/or not-for-profit organizations and/or hockey knowledge considered an asset.

 

Required Skill Sets:

· Proficient in basic computer and other technological applications.

· Must possess a friendly, approachable and professional demeanour, as well as a positive and team-oriented attitude.

· Demonstrated ability to respect confidential and sensitive information.

· Ability to troubleshoot and problem solve general administrative and technological issues.

· Ability to navigate and successfully resolve relational conflict.

· Uphold a corporate and personal standard of excellence and diligent work ethic.

· Must be proactive in addressing needs of the Association and effectively responsive to requests.

· Demonstrated proactive commitment to general professional standards and external regulatory requirements.

· Ability to multi-task and appropriately prioritize simultaneous projects, files and responsibilities, and adapt to changing priorities.

· Ability to correctly interpret and effectively implement board directed policy.

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