Job Title: Admin & Operations Assistant

Type: Full-time, permanent

Location: 10331 176 street NW, Edmonton

Reports to: CEO and Director of Operations

Hours: Monday to Friday, 9:00 am – 5:00 pm. Hours may vary, and occasional evening and weekend work may be required

Sport Central:

Sport Central is a children’s charity whose main goal is to assist low-income families by providing sports equipment and bicycles for children to participate in the sport of their choice. The goal is accomplished by collecting gently used sports equipment, repairing, and refurbishing it and redistributing it to children/families. The benefit of active participation includes mental, physical, and social benefits. Ultimately the children/families feel hope through opportunity, inclusion, and joy.

Position Summary:

The Admin & Operations Assistant plays a critical role in ensuring the seamless execution of Sport Central’s day-to-day administrative and operational systems. Reporting to the CEO and Director of Operations and working closely with internal departments, this position is responsible for optimizing office operations, managing key organizational systems and accounts, and supporting strategic initiatives that enhance organizational efficiency and effectiveness.

This role oversees office administration, internal communications, CRM system, and document management. It also provides support to the CEO, contributes to cross-functional project management, and ensures operational alignment across the organization.

The ideal candidate is a proactive, detail-oriented, and highly organized professional who excels at managing multiple priorities, fostering collaboration, and driving continuous improvement.

Overview:

- Provide administration and oversight to ensure Sport Central office operations are effective, effective, and aligned with strategic goals.
- Track and monitor project progress to support executive decision-making and ensure accountability.
- Build and sustain positive relationships with external stakeholders and partner organizations.

Key Duties and Responsibilities: 1. Office Operation & Administration (50%):

a) Manage the Customer Relationship Management (CRM) system - Keela b) Coordinate and produce monthly and annual reports c) Create and maintain all jot forms d) Manage thekid@ email e) Manage and distribute survey information and results f) Monitor and order general office supplies g) Monitor and order kitchen and paper goods supplies h) Oversee and maintain document management systems (both electronic and physical) to ensure accuracy, accessibility, and compliance i) Order and distribute Sport Central clothing items to staff and volunteers j) Collaborate with the accounting department to manage aspects of the corporate credit cards k) Manage and update the phone system l) Manage and coordinate the supplies for the Xerox machine m) Manage the organization’s accounts (TELUS, Indeed, Google Business, etc.)

n) Manage IT-related accounts (Google Business, Clickatell, Tech Soup, Go Daddy, Mailchimp, Microsoft, etc.).

o) Troubleshoot and resolve day-to-day IT issues (hardware and software)

p)



Manage and update AGLC contacts and related information q) Maintain and update all internal forms and procedures

2. Support to the CEO (25%):

a) Coordinate all aspects of Board of Directors and committee meetings, including agenda development, briefing materials, logistics, and follow-up.

i. Manage all board-related documentation, including meeting minutes, correspondence, reports, and budget records.

ii. Organize the Annual General Meeting b) Support policy development and implementation as required c) Draft, edit, and proofread correspondence, letters of support, quotes, testimonials, briefing notes, and other strategic documents.

d) Provide responsive, day-to-day organizational support to the CEO e) Maintain and track a schedule of key issues requiring CEO attention; prepare supporting materials and ensure timely follow-up.

f) Lead and manage select organizational projects on behalf of the CEO, ensuring clear deliverables, measurable outcomes and timelines g) Monitor project progress and milestones to provide accurate, timely updates that support executive decision-making.

h) Coordinate stakeholder engagement and foster strong relationships with government representatives, community stakeholders, and partner organizations.

3. Partnerships (10%):

a) Draft, finalize, and execute contracts b) Track deliverables and issue invoices c) Ensure appropriate partner recognition

1. Human resources (5%)

a) Coordinate monthly staff events b) Plan and execute the annual team-building event c) Manage staff recognition initiatives
1. Events (10%)

Coordinate all aspects of the following events:
- Grand opening
- Open houses
- Other events as needed

General Responsibilities:

- Champion and model the charity’s mission, vision and values
- Mission – Empowering kids, one piece of sports equipment at a time
- Vision – Changing lives through sport
- Values – Appreciation, Fun, Inclusive, Relationships, Service
- Safeguard and enhance the reputation of Sport Central through professionalism and integrity.
- To understand, adhere to and actively implement all the polices and procedures of Sport Central and its services at all times
- As a service-based organization, a response time of within 24 hours is required on all communication
- Foster, promote, and strengthen teamwork and collaboration across the organization.
- · Support the organizations volunteers
- Comply with and promote organization Occupational Health and Safety. Health and Safety are everyone’s responsibilities in the workplace
- Provide reporting as requested
- To undertake trainings as required
- Assist with other work, events, and projects as needed




- To undertake additional tasks reasonably requested by the CEO or Director of Operations
- Plan, prioritize, and organize workload to ensure timely completion of projects and responsibilities.
- Coordinate cross-departmental collaboration by aligning resources, monitoring progress, and addressing challenges.
- Represent Sport Central in a professional manner, ensuring that stakeholder inquiries and contacts are managed with care, responsiveness, and alignment to organizational values.
- Contribute to a safe, inclusive, and respectful workplace by modeling collaboration, accountability, respect, and empathy.

Evaluation:

- This position is evaluated by the CEO and Director of Operations on an annual basis.

Qualifications

- Minimum of three years of progressive experience in a similar administration, operations, or project management role.
- Demonstrated ability to manage complex projects involving multiple stakeholders and competing priorities.
- Proven track record of exercising discretion and maintaining the highest ethical standards when handling confidential information.
- Strong strategic thinking, problem-solving, and decision-making skills, with a proactive, solution-oriented mindset.
- Exceptional written and verbal communication skills, with the ability to prepare high-quality reports, correspondence, and presentations.
- Effective at working independently while fostering collaboration and contributing to a positive team environment.
- Confident, professional, and respectful in navigating complex, demanding, and sensitive situations.
- Strong interpersonal and relationship-building skills with the ability to engage effectively across all levels of stakeholders, including government, community, and partner organizations.
- Highly organized with exceptional time management skills, able to balance a diverse and fast-paced workload with accuracy and attention to detail.
- Demonstrated adaptability and resilience in managing uncertainty, change, and shifting priorities.
- Advanced proficiency in Microsoft Office Suite, Adobe and Excel; experience with virtual collaboration platforms and client relationship management software.
- Flexible, adaptable, and committed to continuous learning and professional development.
- General knowledge of office systems and technology, with the ability to adapt to evolving tools and platforms.

Working conditions

- Required in-office full time during first six months of employment. After six months there is the possibility of one day a week to work remotely. This is subject to change in the future.
- Routine use of computer and other technology
- Standard work week with regular time pressures, which are predictable, to finish specific job tasks and requires the ability to prioritize multiple work assignments
- May be required to work some additional hours during specific periods
- Sport Central is committed to an inclusive, respectful and equitable workplace. All employees will be given help, encouragement, and accommodation where necessary to be successful in the position.

Pay: $50,000.00 per year

Benefits

- Employee assistance program

Work Location: In person

📌 Admin & Operations Assistant (Edmonton)
🏢 Sport Central Association
📍 Edmonton