Administration and Events Coordinator
Sport Wood Buffalo Association · Fort McMurray, Alberta, Canada
Tailor my CV for this job — freeEmail ed@sportwoodbuffalo.com with your resume and cover letter to apply!Position: Administration and Events CoordinatorStatus: Full-time, permanentHours: 35 hours per week, Monday to Friday, 9:00 AM to 4:30 PMSalary range: $48,000 to $58,000 annually, commensurate with experience
We champion participation, development, and excellence in sport across our communities through programming, events, partnerships, and sport tourism. Our small, committed team works closely together to deliver a wide range of programs and services that make sport accessible for everyone in the region.About the RoleThe Administration and Events Coordinator is the operational backbone of SWBA. You will keep the organization running smoothly behind the scenes while playing a hands-on role in the logistics anddelivery of our events and programs. This is not a desk-only position: you will be on the ground coordinating event setups, managing registration, organizing volunteers, and making sure every detail is covered.You will work directly with the Executive Director and provide administrative and operational coordination for all SWBA management staff. You will have full visibility into everything the organization offers, from community sport programs and multi-sport events to sport tourism initiatives and regional partnerships.This is a people-first role. You are the face of SWBA for many of our participants, parents, partners, and volunteers. We are looking for someone who is outgoing, energetic, and genuinely enjoys connecting with people. You bring positive energy to the team, thrive in a busy environment, and are the kind of person who makes everyone feel welcome the moment they walk through the door or pick up the phone.Your hours are set to ensure SWBA is accessible to the public through the after-school window, when parents and participants are most likely to reach out with questions about programs, registration, and events.The ideal candidate is detail-oriented, resourceful, personable, and experienced in administration and event coordination within a nonprofit, government, sport, or recreation organization.Duties and ResponsibilitiesEvent Operations and LogisticsCoordinate all logistical requirements for SWBA events, including venue bookings, facility permits, equipment setup and teardown, and vendor coordination (catering, AV, printing, signage)Manage event-day operations, including registration tables, volunteer check-in, and on-site problem solvingPrepare event timelines, run sheets, and checklists to ensure smooth deliveryCoordinate post-event wrap-up, including equipment returns, venue reconciliation, and debrief notesSupport the Sport Attraction Manager with hosting logistics for tournaments, championships, and other sport tourism eventsRegistration and Participant ManagementOwn the registration pipeline for all SWBA programs and events: setup, payment processing, waitlists, confirmations, cancellations, and refundsServe as the primary point of contact for participant and parent inquiries about programs, schedules, registration, and eventsMaintain accurate participant records and compile registration and attendance data for reportingVolunteer CoordinationRecruit, schedule, and coordinate volunteers for programs, events, and community initiativesTrack volunteer hours for CIP in-kind reporting and maintain the volunteer databaseEnsure volunteers are oriented, supported, and recognized for their contributionsOffice and Administrative OperationsManage all incoming correspondence, including phone, email, and in-person inquiries, responding promptly and professionallyMaintain and organize physical and digital filing systems, ensuring records are complete, current, and easy to locateCoordinate office supplies, equipment, and vendor relationshipsPrepare correspondence, reports, meeting materials, and other documents as directed by the Executive DirectorProvide direct administrative support to the Executive Director and all management staff, including scheduling, travel arrangements, and day-to-day coordinationData, Records, and ReportingMaintain accurate and up-to-date organizational databases, including contact lists, membership records, participant data, partner information, and sponsor deliverablesCompile program and event statistics (participation, attendance, demographics) for grant reporting, board updates, and CIP interim and final reportsMaintain the organization's shared document and records management systems (SharePoint/OneDrive)Ensure data is stored securely and in compliance with privacy legislationCalendar and SchedulingManage all organizational calendars, including program schedules, staff schedules, facility bookings, board meetings, and key deadlinesCoordinate meeting logistics, including room bookings, agendas, and materials preparationPrepare and distribute meeting minutes for staff meetings, board meetings, and committee meetings as requiredTrack grant and reporting deadlines and flag them in advance for the Executive DirectorBoard and Governance SupportAssemble and distribute board meeting packages on scheduleTrack board action items and follow up on outstanding itemsMaintain the board director contact list, term expiry dates, and governance documentsKeep the organizational policy register currentFinancial AdministrationProcess accounts payable and receivable documentation, including coding invoices and preparing payment requests for approvalSupport expense tracking and petty cash managementAssist with the preparation of financial documents for grant applications and reportingCoordinate with the external bookkeeper to ensure records are submitted on timeSponsorship and Partner AdministrationGenerate sponsor and partner thank-you letters and acknowledgementsTrack sponsorship deliverables (logo placement, recognition, reporting) and send renewal remindersMaintain the partner and sponsor contact databaseHR, Compliance, and Asset ManagementMaintain employee personnel files and track staff certifications (coaching, first aid, vulnerable sector checks)Support onboarding of new hires with required paperwork and orientation logisticsTrack insurance certificates, liability renewals, and compliance deadlinesManage organizational asset and equipment inventories, including the Mobile Sport unit and program suppliesMarketing and Communications SupportCompile and prepare content for the website and social media channels, including event details, program schedules, results, and news items, for the Marketing and Communications staff to review and postCoordinate with the Marketing and Communications staff on promotional timelines, ensuring event and program information is provided well in advance of deadlinesQualificationsRequiredMinimum three years of experience in administrative coordination, office management, or event coordinationDemonstrated experience with event logistics, including venue coordination, vendor management, and on-site operationsProven ability to manage databases, records systems, registration platforms, and organizational calendarsStrong proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams)Excellent written and verbal communication skillsExceptional attention to detail and organizational skillsAbility to manage multiple priorities and meet deadlines in a fast-paced environmentAn outgoing, people-oriented personality with a genuine enthusiasm for connecting with the public, partners, volunteers, and stakeholdersWillingness to work occasional evenings and weekends for SWBA eventsPreferredExperience working in a nonprofit, sport, recreation, or municipal environmentFamiliarity with grant administration and reporting processes (particularly municipal or provincial funding programs)Experience with volunteer recruitment and coordinationExperience with registration and participant management systemsPost-secondary education in business administration, event management, sport management, or a related fieldKnowledge of the Regional Municipality of Wood Buffalo and its sport and recreation landscapeWorking ConditionsFull-time, in-office position based at the SWBA office in Fort McMurrayMonday to Friday, 9:00 AM to 4:30 PM (half-hour lunch)Occasional evening or weekend work is required for SWBA events and programsSome physical activity involved in event setup and teardownTwo-week paid office closure over the Christmas holiday period*How to Apply*Interested candidates are invited to submit a resume and cover letter with subject line: SWBA Admin and Events Coordinator, to:Rashpal Khakh, Executive DirectorSport Wood Buffalo Associationed@sportwoodbuffalo.caApplications will be reviewed on a rolling basis. The position will remain open until a suitable candidate is found. Sport Wood Buffalo Association is committed to building a diverse and inclusive team. We encourage applications from all qualified candidates.