TRACK & FIELD PROGRAM & EVENTS COORDINATOR JOIN OUR OFFICE & PROGRAM TEAM
Flying Angels Track & Field Full-Time | 35 Hours Per Week JOIN THE FLYING ANGELS TEAM Flying Angels is seeking an experienced, highly organized, and results‑oriented Full-Time Track & Field Program & Events Coordinator to take responsibility for the successful coordination and delivery of our track and field programs, competitions, and special events.
This is a hands‑on coordination and leadership position for someone who knows how to plan, organize, execute, follow up, and deliver successful programs and events.
We are looking for someone who can take ownership of an initiative, determine what needs to be done, establish a plan and timeline, coordinate the people and resources required, solve problems, and ensure the initiative is successfully completed.
The successful candidate must be proactive, resourceful, accountable, and comfortable managing multiple responsibilities without requiring constant direction or supervision.
ABOUT THE POSITION Flying Angels operates track and field programs at locations throughout Ontario and organizes several track and field competitions and special events each year.
The Track & Field Program & Events Coordinator is responsible for the successful operation of assigned programs and events.
The position combines:
Event management
Officials and volunteer coordination
Facility coordination
Equipment and logistics
Communications
Project management
Administrative planning and follow‑up
The Coordinator reports to the Program Director but is expected to independently manage assigned responsibilities and provide regular updates on progress, challenges, and outcomes.
This is a position for someone who can take responsibility for getting things done.
PRIMARY AREAS OF RESPONSIBILITY The Track & Field Program & Events Coordinator has two major areas of responsibility:
1. PROGRAM OPERATIONS
Take responsibility for ensuring assigned Flying Angels programs and locations are properly organized, coordinated, and operating successfully.
2. TRACK MEETS & EVENTS
Take responsibility for the planning, organization, coordination, and successful operational delivery of assigned Flying Angels-hosted track meets and special events.
The Coordinator is accountable for ensuring plans are converted into successful outcomes.
PROGRAM COORDINATION & OPERATIONS The Coordinator is responsible for the successful coordination of assigned Flying Angels programs and locations.
Responsibilities include:
Coordinate the operation of assigned Flying Angels programs
Ensure programs are prepared and operational for each season
Coordinate program schedules and operational requirements
Ensure training location information is accurate and current
Coordinate program launches and seasonal transitions
Monitor athlete participation and program capacity
Coordinate with coaches regarding program requirements
Ensure coaches and staff receive the information required to operate their programs
Communicate program information and changes to appropriate stakeholders
Monitor assigned programs and identify operational issues
Resolve day‑to‑day program issues within the scope of the position
Coordinate camps, clinics, specialty programs, and other assigned initiatives
Maintain accurate program records and operational information
Establish and monitor program deadlines
Follow up to ensure required tasks are completed
Identify opportunities to improve program operations and participant experience
Provide regular updates and recommendations to the Program Director
Organizing and successfully delivering Flying Angels‑hosted track meets is a major responsibility of this position.
The Coordinator will be responsible for assigned competitions from the planning stage through event delivery and post‑event follow‑up.
Responsibilities include:
Develop comprehensive event plans and timelines
Establish deadlines and key milestones
Identify all operational requirements for each competition
Coordinate venue and facility requirements
Coordinate officials and volunteer requirements
Coordinate equipment and event supplies
Coordinate awards and medals
Coordinate registration and check‑in requirements
Coordinate signage, credentials, passes, and operational materials
Coordinate hospitality, hydration, concessions, and other assigned operational areas
Communicate with participating clubs, coaches, officials, volunteers, facilities, suppliers, and other stakeholders
Monitor event preparation and outstanding deliverables
Follow up to ensure deadlines are met
Identify potential problems before competition day
Develop and implement solutions
Escalate significant issues when appropriate
Ensure all assigned operational areas are prepared before the competition begins
Coordinate post‑event breakdown and follow‑up
Conduct post‑event reviews and recommend improvements for future competitions
The Coordinator is expected to know how to manage an event plan, maintain timelines, coordinate multiple stakeholders, anticipate problems, and ensure deliverables are completed.
MEET‑DAY LEADERSHIP & OPERATIONS On competition day, the Coordinator will have an active leadership role in event operations.
Responsibilities include:
Oversee assigned aspects of venue setup




Confirm operational areas are prepared before the event begins
Coordinate officials and volunteers
Ensure personnel understand their assignments
Ensure required equipment, supplies, and materials are in place
Monitor event operations throughout the competition
Communicate with staff, officials, volunteers, coaches, suppliers, and facility representatives
Identify and resolve operational issues
Reallocate people and resources when necessary
Provide clear direction to event personnel
Monitor assigned event areas throughout the competition
Escalate significant issues to the Program Director when necessary
Coordinate event breakdown and cleanup
Ensure equipment and supplies are accounted for and properly stored following the event
Complete required post‑event follow‑up
The successful candidate must be comfortable making decisions and solving problems in a fast‑paced live‑event setting.
OFFICIALS COORDINATION The Coordinator is responsible for ensuring assigned competitions have the officials required for successful operation.
Responsibilities may include:
Determine officials requirements
Recruit officials
Maintain officials contact and availability information
Track confirmations
Prepare assignment lists
Communicate reporting times, schedules, dress requirements, parking information, and event instructions
Coordinate officials sign‑in
Ensure officials receive required information and materials
Coordinate officials hospitality
Monitor staffing levels and fill vacancies
Provide operational support to officials during competitions
Maintain accurate officials records following events
VOLUNTEER COORDINATION The Coordinator is responsible for ensuring assigned events have sufficient volunteers and that volunteers are properly organized and managed.
Responsibilities include:
Track confirmations and availability
Communicate responsibilities and reporting instructions
Provide direction and leadership on event day
Reassign volunteers when operational needs change
Monitor volunteer coverage throughout the event
Coordinate post‑event follow‑up when required
FACILITIES, EQUIPMENT & EVENT LOGISTICS The Coordinator is responsible for ensuring the logistical requirements of assigned programs and events are properly planned and executed.
Responsibilities may include:
Coordinate requirements with facilities and venues
Conduct pre‑event venue walkthroughs when required
Identify equipment and supply requirements
Develop and maintain equipment and supply checklists
Coordinate transportation of equipment
Ensure equipment and supplies arrive at the appropriate location
Coordinate tables, chairs, tents, signage, barriers, and other event requirements
Maintain event supply inventory
Identify equipment or supplies requiring purchase, replacement, or repair
Develop setup and breakdown plans
Ensure equipment and supplies are returned and properly stored following events
CAMPS, CLINICS & SPECIAL PROGRAMS The Coordinator may also be responsible for Flying Angels camps, clinics, special programs, and community initiatives.
For assigned initiatives, responsibilities may include:
Develop an operational plan
Establish timelines and deadlines
Coordinate facilities
Coordinate staffing
Coordinate participant registration
Ensure equipment and supplies are available
Communicate with participants and staff
Oversee on‑site operations
Resolve operational issues
Complete post‑program follow‑up
Evaluate outcomes and recommend improvements
COMMUNICATION & STAKEHOLDER COORDINATION The Coordinator will regularly communicate and coordinate with:
Coaches
Athletes and families
Flying Angels staff
Facilities and venue representatives
Suppliers and service providers
Community partners
The Coordinator is responsible for ensuring stakeholders receive the information they need, understand their responsibilities, and meet required deadlines.
Strong follow‑up skills are essential.
Sending an email or assigning a task is not considered completion. The Coordinator is expected to follow up, confirm, and ensure required deliverables are completed.
PLANNING, PROJECT MANAGEMENT & ACCOUNTABILITY The successful candidate must already possess strong organizational and project coordination skills.
Responsibilities include:
Develop project and event plans
Create and maintain timelines
Establish deadlines and milestones
Develop operational checklists
Track outstanding tasks and deliverables
Follow up with individuals responsible for completing tasks
Maintain organized project and event records
Monitor progress against established plans
Identify risks and delays early
Develop solutions and contingency plans
Provide progress updates to the Program Director
Complete assigned initiatives within established timelines
Evaluate results and identify improvements




The Coordinator must be able to move projects forward without requiring constant reminders or direction.
EXPERIENCE & QUALIFICATIONS We are looking for someone who already has demonstrated experience in program coordination, event management, project coordination, sport administration, recreation, or a related field.
The successful candidate should have:
Previous experience coordinating programs, projects, events, or operations
Demonstrated ability to take responsibility for projects from planning through completion
Strong organizational and time‑management skills
Experience managing timelines and multiple deadlines
Experience coordinating people, suppliers, volunteers, or other stakeholders
Strong problem‑solving and decision‑making skills
Excellent written and verbal communication skills
Strong attention to detail
Ability to prioritize multiple responsibilities
Ability to work independently without constant supervision
Ability to provide leadership and direction when required
Confidence following up with people and holding others accountable to deadlines
Ability to remain organized under pressure
Strong computer and administrative skills
A professional and dependable approach to work
Experience in sport management, recreation, event management, event operations, project coordination, community programming, or youth sport is strongly preferred.
Experience in track and field would be an asset.
EDUCATION Post‑secondary education in one of the following areas would be an asset:
Sport Management
Recreation Management
Event Management
Business Administration
Project Management
Kinesiology
Sport Administration
Hospitality or Event Operations
A related field
Equivalent relevant professional experience will also be considered.
COMPUTER & TECHNOLOGY SKILLS Applicants should be comfortable using technology to organize and manage their responsibilities.
Experience with the following is an asset:
Microsoft Word and Excel
Google Docs, Sheets, Forms, and Drive
Email and online communication platforms
Project management and planning tools
Scheduling systems
Online registration systems
Spreadsheets and databases
Website content management systems
Applicants should be comfortable learning Flying Angels‑specific systems, but should already possess strong general computer and technology skills.
HOURS & SCHEDULE This is a full‑time position of approximately 35 hours per week.
This is not strictly a Monday‑to‑Friday daytime position.
Flying Angels programs frequently operate during evenings, and track meets and special events commonly take place on weekends.
Because track meet and event management is a major responsibility of this position, evening and weekend work will be required at various times throughout the year.
The weekly schedule may be adjusted around competitions, programs, and special events.
Applicants must be comfortable working a flexible schedule during busy program and event periods.
PHYSICAL & EVENT REQUIREMENTS This is a hands‑on sport and event operations position.
Applicants should be comfortable:
Working at track and field facilities and event venues
Walking and standing for extended periods during events
Moving throughout large competition venues
Participating in event setup and breakdown
Organizing and moving event supplies and equipment
Working indoors and outdoors
Travelling locally to Flying Angels locations and competition venues
Reasonable accommodations can be made where appropriate.
WHO WE'RE LOOKING FOR We are looking for someone who is ready to take ownership.
You should already understand how to organize a project or event, manage a timeline, coordinate people, follow up on outstanding responsibilities, solve problems, and get things completed.
You don't need someone standing over you reminding you about every deadline.
When you identify a problem, you look for a solution.
When someone hasn't completed something you need, you follow up.
When a deadline is approaching, you make sure the work is on track.
And when you are responsible for an event or program, you take pride in ensuring it is successfully delivered.
You will need to learn the specific programs, systems, standards, and procedures used by Flying Angels, but you should arrive with the professional skills, experience, judgment, and initiative required to perform the role.
ABOUT FLYING ANGELS Flying Angels is a growing track and field organization providing training, competition, athlete development, and youth sport programming at locations throughout Ontario.
Our programs serve athletes at different ages and stages of development—from young athletes learning the fundamentals of track and field to competitive athletes pursuing provincial, national, and international competition.
Flying Angels also organizes and hosts track and field competitions throughout the year.
As our organization continues to grow, we need experienced, capable people who can take responsibility for programs and events and turn plans into successful outcomes.
If you are organized, experienced, resourceful, accountable, and ready to take ownership, we would like to hear from you.
Phylicia George, Summer and Winter Olympian
"I am proud to be a member of Flying Angels. They provide a great foundation for young athletes and give great support to Canada's top athletes."

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