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 setting, 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 ev

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