Administrative Assistant – Athletic Department

About the role

Saint Ignatius High School is seeking a dynamic Administrative Assistant to support the Athletic Director and manage logistics for the Athletic Department. This full‑time position serves as the central hub for daily operations, ensuring smooth coordination of compliance, travel, game‑day events, and seasonal activities for a premier high‑school sports program.

Key responsibilities

• Assist the Athletic Director with daily, seasonal, and yearly department operations.
• Maintain the Athletic Director’s professional calendar and the master yearly athletic calendar.
• Coordinate weekly with opponent schools to confirm event details.
• Handle department mail, package distribution, and other administrative tasks.
• Oversee onboarding of new coaches in partnership with Human Resources.
• Track and verify coaching certifications and manage ODE Pupil Activity Permit applications.
• Schedule and coordinate team busing, hotel blocks, meeting rooms, meals, and related travel logistics.
• Process financial paperwork, including check requests and expense receipts.
• Manage ticketing personnel, prepare ticketing tables, financial materials, and event signage.
• Provide on‑site support for home football games, select basketball games, and major events as Game‑Day Manager.

Required profile

• Highly organized, proactive, and able to thrive in a fast‑paced environment.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Excellent communication skills for interacting with coaches, staff, parents, and external partners.
• Demonstrated reliability and discretion when handling confidential information.

Required skills

• Proficiency in calendar management and scheduling tools.
• Experience with travel coordination and logistics planning.
• Familiarity with basic financial processing and expense reporting.
• Ability to use ticketing and event‑management software.

What we offer

• Opportunity to contribute to a respected Jesuit educational institution.
• Engagement with a vibrant athletic community and diverse sports programs.
• Professional development and growth within the school’s administrative team.