Administrative Assistant

Administrative Assistant to the Athletic Director and Logistics Manager Saint Ignatius High School, a Catholic Jesuit college preparatory school for boys, is seeking a dynamic, highly organized, and proactive individual to serve as the central hub and welcoming face of the Athletic Department. This role provides critical operational, logistical, and administrative support to the Athletic Director, Associate Athletic Director, coaching staff, and student-athletes. The ideal candidate will thrive in a fast‑paced environment, managing compliance, team travel logistics, game‑day preparations, and seasonal events to ensure the seamless daily execution of a premier high‑school athletic program. Primary Responsibilities Assist the Athletic Director with daily, seasonal, and annual department operations. Manage the Athletic Director’s professional calendar and maintain the master yearly athletic calendar aligned with the school calendar. Coordinate weekly with opponent schools to confirm event details. Handle daily department mail and package distribution. Oversee onboarding of new coaches with Human Resources and verify 100% compliance of coaching certifications via Coaches Tool Chest before season starts. Assist coaches with Ohio Department of Education (ODE) Pupil Activity Permit applications and renewals. Schedule and coordinate all team busing for practices, local and out‑of‑town games. Manage out‑of‑town travel logistics: hotel blocks, meeting rooms, team meals, rooming lists, and tax‑exempt forms. Process financial paperwork including check requests, expense receipts, and coaching clinic accommodations. Submit early dismissal lists to the attendance office and organize visiting team hospitality. Manage scheduling and key distribution for school vans. Collaborate with ticketing personnel to ensure game‑day coverage and prepare ticket tables, financial materials, and event signage. Provide on‑site support for home football games, select basketball games, and major events; serve as primary game‑day manager as needed. Communicate mid‑season with Head Coaches to confirm end‑of‑season banquet plans and coordinate awards, letter recognition pins, and student awards. Reserve space for team dinners, parent meetings, and banquets via FMX. Lead administrative planning for Senior Recognition Nights and coordinate sports rally logistics. Schedule and supervise seasonal sports photo days and distribute final photo orders. Serve as the primary Game‑Day Manager during major events. Qualifications Education & Experience Associate degree with a minimum of 10 years in office management or as an Administrative Assistant, preferably in an educational or athletic setting. Bachelor’s degree preferred. Technical Skills Proficiency with Microsoft Office (Word, Excel) and Google Workspace (Docs, Sheets). Experience or strong aptitude for specialized school management software, specifically FMX (facility/vehicle scheduling) and Final Forms (athletic compliance). Characteristics of a Successful Candidate Exceptional organization and multitasking ability with strict deadlines. Excellent verbal and written communication skills when interacting with administrators, coaches, parents, opponents, and vendors. Professional, welcoming demeanor as the initial point of contact for the Athletic Department. Proactive, self‑motivated, problem‑solving independently while contributing to a collaborative team environment. Confidentiality and sound judgment when handling sensitive information. Flexibility to work occasional evenings and weekends to support athletic events. Applicants With Disabilities As an equal opportunity employer, Saint Ignatius High School is committed to a diverse workforce. Individuals who require accommodation for the job application process may contact the Human Resources Office at View phone number on click.appcast.io. Salary Salary range: $52,000 – $62,000 #J-18808-Ljbffr