Position : Administration and Events Coordinator

Status : Full time, permanent

Hours : 35 hours per week, Monday to Friday, 9:00 AM to 4:30 PM

Salary range : $48,000 to $58,000 annually, commensurate with experience

Location : Fort McMurray, Alberta (in-office)

Reports to: Executive Director

About Sport Wood Buffalo
Sport Wood Buffalo Association (SWBA) is the regional sport council for the Regional Municipality of

Wood Buffalo. We champion participation, development, and excellence in sport across our communities through programming, events, partnerships, and sport tourism. Our small, committed team works closely together to deliver a wide range of programs and services that make sport accessible for everyone in the region.

About the Role
The Administration and Events Coordinator is the operational backbone of SWBA. You will keep the organization running smoothly behind the scenes while playing a hands‑on role in the logistics and delivery of our events and programs. This is not a desk‑only position: you will be on the ground coordinating event setups, managing registration, organizing volunteers, and making sure every detail is covered.

You will work directly with the Executive Director and provide administrative and operational coordination for all SWBA management staff. You will have full visibility into everything the organization offers, from community sport programs and multi‑sport events to sport tourism initiatives and regional partnerships.

This is a people‑first role. You are the face of SWBA for many of our participants, parents, partners, and volunteers. We are looking for someone who is outgoing, energetic, and genuinely enjoys connecting with people. You bring positive energy to the team, thrive in a busy environment, and are the kind of person who makes everyone feel welcome the moment they walk through the door or pick up the phone.





Your hours are set to ensure SWBA is accessible to the public through the after‑school window, when parents and participants are most likely to reach out with questions about programs, registration, and events.

The ideal candidate is detail‑oriented, resourceful, personable, and experienced in administration and event coordination within a nonprofit, government, sport, or recreation organization.

Duties and Responsibilities
Event Operations and Logistics

Coordinate all logistical requirements for SWBA events, including venue bookings, facility permits, equipment setup and teardown, and vendor coordination (catering, AV, printing, signage)

Manage event‑day operations, including registration tables, volunteer check‑in, and on‑site problem solving

Prepare event timelines, run sheets, and checklists to ensure smooth delivery

Coordinate post‑event wrap‑up, including equipment returns, venue reconciliation, and debrief notes

Support the Sport Attraction Manager with hosting logistics for tournaments, championships, and other sport tourism events

Registration and Participant Management

Own the registration pipeline for all SWBA programs and events: setup, payment processing, waitlists, confirmations, cancellations, and refunds

Serve as the primary point of contact for participant and parent inquiries about programs, schedules, registration, and events

Maintain accurate participant records and compile registration and attendance data for reporting

Recruit, schedule,



and coordinate volunteers for programs, events, and community initiatives

Track volunteer hours for CIP in‑kind reporting and maintain the volunteer database

Ensure volunteers are oriented, supported, and recognized for their contributions

Office and Administrative Operations

Manage all incoming correspondence, including phone, email, and in‑person inquiries, responding promptly and professionally

Maintain and organize physical and digital filing systems, ensuring records are complete, current, and easy to locate

Coordinate office supplies, equipment, and vendor relationships

Prepare correspondence, reports, meeting materials, and other documents as directed by the Executive Director

Provide direct administrative support to the Executive Director and all management staff, including scheduling, travel arrangements, and day‑to‑day coordination

Data, Records, and Reporting

Maintain accurate and up‑to‑date organizational databases, including contact lists, membership records, participant data, partner information, and sponsor deliverables

Compile program and event statistics (participation, attendance, demographics) for grant reporting, board updates, and CIP interim and final reports

Maintain the organization's shared document and records management systems (SharePoint/OneDrive)

Ensure data is stored securely and in compliance with privacy legislation

Calendar and Scheduling

Manage all organizational calendars, including program schedules, staff schedules, facility bookings, board meetings, and key deadlines

Coordinate meeting logistics, including room bookings, agendas, and materials preparation

Prepare and distribute meeting minutes for staff meetings, board meetings, and committee meetings as required

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📌 Administration and Events Coordinator (Alberta)
🏢 Sport Wood Buffalo Association
📍 Alberta