Athletics and Activities Administrative Associate

K-12 Athletics and Activities Administrative AssociateStart Date: May 17, 2026Qualifications and Desirable SkillsBachelors’ Degree is required, Master’s Degree preferred.A minimum of 5 years of administrative experience in a fast‑paced, service‑oriented environment.Expertise in travel coordination, including booking flights, managing itineraries, and preparing travel documentation.Detail oriented, creative thinker and problem solver; handles unexpected issues efficiently and proactively.Engaging and persuasive public speaker; comfortable presenting to families and leading informational sessions.Strong marketing and communications/digital media background, including social media and website management, promotional content development, and digital design.Exceptional organizational skills with the ability to manage multiple complex systems and deadlines.Professional communication skills, both written and verbal.High level of interpersonal skills, with the ability to work effectively with students, parents, staff, and external partners.Strong understanding of confidentiality, data protection and child safeguarding policies.Strong understanding of co‑curricular programs, student activities, and school‑based events.Proficiency in digital tools such as design platforms (Photoshop, Adobe Suite, Canva, AI Graphic/Visual design tools), scheduling and SIS/CRM systems, and office software (Google Workspace, Microsoft Office).Experience maintaining budgets, processing invoices, and tracking expenditures.Ability to represent the school professionally in all public‑facing interactions.Ability to work on weekends, evenings (information nights), provides on‑site support for tournaments and large‑scale activities.Reports to: Director of Athletics and Director of ActivitiesThe Understandings, Skills, Values, and Mindset of the Athletics & Activities Administrative Associate are:The Athletics & Activities Administrative Associate shall provide comprehensive support for the school’s athletics and activities programs. This individual is a point of contact for travel coordination, payment follow up, Athletics/Activities social media and Athletics website, and administrative operations that keep both Athletics and Activities programs running smoothly. The role calls for a proactive, self‑directed individual who communicates with professionalism, maintains exceptional organizational systems, and engages confidently with the AIS‑R community members.Administrative Operations:Provides high‑level administrative support to the Directors of Athletics & Director of Activities.Assists with the operation and organization of athletics and activities programs.Maintains accurate records, databases, and documentation for all athletics and activity programs and travel.Manages office operations and serves as the central point of coordination for schedules, facility requests, and event logistics.Processes invoices, purchase orders, receipts, and reimbursements.Maintains budgets for departmental activities and track expenditures.Oversees inventory and maintenance of uniforms, equipment, and materials.Handles all operational and logistical needs for events, tournaments, and special programs.Circulates and distributes athletic and activity information to administration.Coordinates and actively supports tournament and event operations, overseeing all logistical details in collaboration with relevant departments.Works with external activities providers and communicates registration and follows up on appropriate registration as per AIS‑R/HR policies.AIS‑R Sports and Activities Travel Coordination:Manage all travel arrangements for athletics, activities, and student trips (local and international).Coordinates all logistics related to EY‑12 Week Without Walls program with divisions.Book flights, accommodations, transportation, and coordinate visas (communicating with official channels, embassies and acquiring information to share with families).Prepare comprehensive travel packages for coaches, students, and families.Collect and manage documentation: passports, permissions, medical forms, emergency contacts.Coordinate with security, facilities, finance, and external vendors to ensure seamless travel experiences.Track travel budgets and reconcile all expenses.Activity Promotion, Marketing, and Digital Media:Serves as a primary communicator between the Athletics & Activities Office and parents, students, and staff.Develops clear and engaging written communications, manages Athletics and Activities websites/newsletters, and gathers updates from the Athletics and Activities teams.Works closely with the Communications Design Manager to create large‑scale marketing campaigns for sports/activities.Works with Directors of Athletics and Activities, PTSO and Booster Club to promote AIS‑R programs.Co‑plans and delivers parent information sessions on travel, safety, program expectations, and seasonal updates with the Director of Athletics and Director of Activities.M