Administrative Assistant

Administrative Assistant – Level 1

Position Overview

Dark Horse Athletics is seeking a proactive, organized, and service-oriented Administrative Assistant – Level 1 to support the daily operations of our programs, training environment, and administrative functions.

This role is responsible for delivering a first-class experience to members, families, staff, and partners through professional communication, accurate financial tracking, scheduling, project coordination, purchasing, and event support.

The ideal candidate is reliable, detail-oriented, solutions-focused, and committed to helping create an environment where every kid matters.

Key Responsibilities

1. Communication & Relationship Management

• Respond to phone calls and emails within a 24-hour window, providing timely, thorough, and helpful information.
• Deliver professional, empathetic, and thoughtful written and verbal communication.
• Build strong relationships with members, families, staff, and other stakeholders.
• Recognize urgent issues and escalate them to management promptly to ensure timely resolution.
• Treat every interaction as an opportunity to provide a first-class experience.

2. Financial Tracking & Member Account Support

• Maintain accurate records of member payments and accounts receivable.
• Support collection processes, including MOA, NCNS, money sheets, and other applicable account follow-ups.
• Proactively follow up on overdue balances while documenting special circumstances and payment arrangements with discretion.
• Assist with front desk sales, retail transactions, storage, inventory tracking, and related administrative responsibilities.
• Support accurate financial recordkeeping and payment tracking.

3. Systems, Scheduling & Project Management

• Utilize proprietary software and internal systems to monitor program applications and project progress.
• Track assignments and coordinate or delegate tasks for special projects as appropriate.
• Manage and maintain complex training and staff calendars.
• Communicate scheduling changes proactively to affected stakeholders.
• Develop and maintain proficiency in the systems used by Dark Horse Athletics, including:
  • Player Pulse
  • Basecamp
  • Google Workspace (G-Suite)
  • BambooHR
  • QuickBooks (QB)
  • HubSpot
  • Stripe

4. Operations, Purchasing & Logistics

• Monitor and maintain inventory of office and training supplies.
• Coordinate purchasing, including online orders and local retail pickups as needed.
• Assist with tournament planning and logistics, including coordinating officials, trainers, and staff.
• Support training session setup, material movement, and general operational needs.
• Help ensure facilities, supplies, and resources are organized and ready for daily operations.

5. Events & Organizational Support

• Support orientations, HP, special events, and other organizational commitments.
• Assist with event preparation, coordination, logistics, and execution.
• Contribute to a positive, organized, and professional experience for participants, families, staff, and guests.
• Provide operational support as event needs require.

6. Team & Organizational Standards

• Participate actively and prepared in Level 10 (L10) meetings, as applicable to the role.
• Learn and apply Dark Horse Athletics’ methodology, processes, and operating standards.
• Demonstrate reliability, punctuality, preparedness, and professionalism.
• Maintain professional appearance and attire consistent with organizational expectations.
• Collaborate effectively across teams and contribute to a culture of accountability and continuous improvement.
  

Qualifications & Role Requirements

Dark Horse Athletics is a multi-campus organization. While this position will have a primary campus, there will be times when the Administrative Assistant is expected to provide short-duration administrative or operational support at other company locations as business needs require.

• Strong organizational skills and attention to detail.
• Professional written and verbal communication skills.
• Ability to manage competing priorities, schedules, and deadlines.
• Comfort with administrative systems, data entry, payment tracking, and digital tools.
• Demonstrated discretion when handling sensitive account and payment information.
• Dependability, punctuality, initiative, and a solutions-oriented mindset.
• Ability to collaborate with a team while independently managing assigned responsibilities.
• Ability to meet the physical demands of moving materials and assisting with training setup, including lifting up to 50 pounds, if confirmed as an essential job function and with applicable accommodations.