Administrative Assistant

Job Description

Job Description

Position Overview

The Administrative Assistant plays a key role in ensuring the smooth daily operation of the Youth Soccer Club. This position provides administrative support to the Director of Operations and the HR & Finance team, helping to coordinate programs, manage records, and maintain effective communication across staff, coaches, volunteers, and families. The ideal candidate is detail-oriented, organized, and comfortable working in a dynamic, sports-centered environment.

Key Responsibilities

• Serve as the first point of contact for club communications, including phone calls, emails, and inquiries.
• Schedule meetings, prepare agendas, take minutes, and manage calendars for leadership staff.
• Draft, edit, and distribute internal and external communications.
• Maintain accurate electronic and paper filing systems, including player, staff, and financial records.
• Assist the Director of Operations with scheduling, program coordination, and compliance requirements.
• Manage payment plans and billing in industry specific platform
• Communicate with members on past due balances
• Maintain detailed records of member volunteer hours tracking
• Monitor deadlines and follow up on action items for club programs and initiatives.
• Assist with onboarding new employees, coaches, and volunteers (document collection, and system setup).
• Track employee certifications, training, and compliance requirements.
• Assist Finance with invoice processing, expense reports, and reimbursements.

Qualifications

• Previous administrative experience, preferably in a nonprofit, sports, or youth-focused organization.
• Strong organizational and time management skills with the ability to multitask.
• Excellent communication skills, both written and verbal.
• Proficiency in Microsoft Office Suite, Google Workspace, and database management systems.
• Ability to handle confidential information with discretion.
• Detail-oriented with strong problem-solving skills.
• Flexible and adaptable to the needs of a fast-paced, community-oriented environment.
• Experience in HR and/or finance administration.

Work Environment

Full-time or part-time available; hybrid with 2 evenings a week required on site especially during training process

\nCompany Description

Non-profit youth soccer club for players ages 3 - 18 based in Tukwila serving Renton, Tukwila and Federal Way

Company Description

Non-profit youth soccer club for players ages 3 - 18 based in Tukwila serving Renton, Tukwila and Federal Way