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Office Administrator

1 day ago

Thorold, Ontario, Canada Thorold Amateur Athletic Association Full time

Position Summary

The Office Administrator supports the effective governance, administration, and day-to-day operations of the Thorold Amateur Athletic Association. The position provides administrative and operational support to a volunteer Board of Directors, helping ensure the Association operates in a transparent, ethical, safe, and accountable manner.

The Office Administrator does not set policy or make governance decisions, but plays a critical role in supporting good governance, Safe Sport principles, financial stewardship, and clear communication across the organization.

Key Responsibilities

Governance & Board Support

  • Provide administrative support to the Board of Directors to support effective governance, oversight, and continuity.
  • Coordinate and attend monthly Board meetings, and support the Secretary in preparing agendas, distributing materials, recording minutes, and tracking action items.
  • Maintain accurate governance records, including minutes, policies, procedures, resolutions, and historical documentation.
  • Support the regular review and updating of governance documents.
  • Support clear separation between governance (Board) and operations (administration), ensuring decisions are documented and implemented appropriately.

Administrative & Operational Support

  • Manage day-to-day administrative functions to support smooth operation of Association programs and services.
  • Oversee office communications, including phone, voicemail, email, website inquiries, and mail.
  • Maintain organized digital and physical filing systems aligned with record retention best practices.
  • Manage office supplies and ensure administrative tools and equipment are operational.
  • Provide administrative support to committees, volunteers, and program leads as required support to ensure continuity in a volunteer-led environment.
  • Support transitions between Board members by maintaining organized records and documentation.
  • Manage organizational email accounts and basic IT coordination.

Communications & Information Management

  • Serve as a primary administrative point of contact for members, volunteers, and the public.
  • Monitor and respond to organizational email accounts daily; escalate issues appropriately to Board leadership.
  • Maintain and update the Association website to ensure accurate, accessible, and timely information.
  • Prepare, edit, format, and distribute organizational communications and documents.
  • Support transparency by ensuring accurate information sharing while respecting confidentiality.

Membership, Registration & Program Support

  • Support annual membership registration and program registration processes.
  • Maintain accurate membership and registration records to support reporting and planning.
  • Assist with improving administrative processes that enhance member experience and accessibility.
  • Financial Administration & Stewardship (Under Treasurer Oversight)
  • Receive and record payments in accordance with approved financial controls.
  • Report income and financial activity to the Treasurer in a timely and accurate manner.
  • Perform basic bookkeeping and financial tracking under the direction of the Treasurer.
  • Handle cash responsibly and in alignment with community sport financial stewardship practices.

Qualifications & Requirements

Education & Experience

  • Post-secondary education in office administration, business administration, sport administration, or a related field.
  • Experience working with a not-for-profit, community sport organization, or volunteer Board is an asset.
  • Familiarity with community sport structures & governance models.

Skills & Competencies

  • Strong organizational skills and attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to work professionally with volunteers, parents, coaches, and Board members.
  • High level of integrity, discretion, and respect for confidentiality.
  • Ability to manage competing priorities in a community sport environment.
  • Proficient in Google Workspace, Microsoft Word and Excel; comfortable managing digital records and communications.
  • Self-motivated, reliable, and able to work independently within a governance framework.

Compliance & Availability

  • Must be bondable and able to provide a Police Record Check upon hiring.
  • Must be comfortable handling cash and financial records.
  • Must be available 20 hrs per week with some evening and weekend work required.

Compensation

Rate: $20.00 per hour

Hours: Up to 20 hours per week

Status: Part-time, paid position

Application Process

Interested candidates are invited to submit a resume by email to:

and

Job Types: Part-time, Fixed term contract

Contract length: 12 months

Pay: $20.00 per hour

Expected hours: 15 – 20 per week

Work Location: Hybrid remote in Thorold, ON