Administration and Events Coordinator

Email [email protected] with your resume and cover letter to apply!

Position: Administration and Events Coordinator

Status: Full-time, permanent

Hours: 35 hours per week, Monday to Friday, 9:00 AM to 4:30 PM

Salary range: $48,000 to $58,000 annually, commensurate with experience

Location: Fort McMurray, Alberta (in-office)

Reports to: Executive Director

About Sport Wood Buffalo

Sport Wood Buffalo Association (SWBA) is the regional sport council for the Regional Municipality of

Wood Buffalo. 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 Role

The 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 and

delivery 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 Responsibilities

Event Operations and Logistics

• Coordinate 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 solving
• Prepare event timelines, run sheets, and checklists to ensure smooth delivery
• Coordinate post-event wrap-up, including equipment returns, venue reconciliation, and debrief notes
• Support the Sport Attraction Manager with hosting logistics for tournaments, championships, and other sport tourism events

Registration and Participant Management

• Own the registration pipeline for all SWBA programs and events: setup, payment processing, waitlists, confirmations, cancellations, and refunds
• Serve as the primary point of contact for participant and parent inquiries about programs, schedules, registration, and events
• Maintain accurate participant records and compile registration and attendance data for reporting

Volunteer Coordination

• Recruit, schedule, and coordinate volunteers for programs, events, and community initiatives
• Track volunteer hours for CIP in-kind reporting and maintain the volunteer database
• Ensure volunteers are oriented, supported, and recognized for their contributions

Office and Administrative Operations

• Manage all incoming correspondence, including phone, email, and in-person inquiries, responding promptly and professionally
• Maintain and organize physical and digital filing systems, ensuring records are complete, current, and easy to locate
• Coordinate office supplies, equipment, and vendor relationships
• Prepare correspondence, reports, meeting materials, and other documents as directed by the Executive Director
• Provide direct administrative support to the Executive Director and all management staff, including scheduling, travel arrangements, and day-to-day coordination

Data, Records, and Reporting

• Maintain accurate and up-to-date organizational databases, including contact lists, membership records, participant data, partner information, and sponsor deliverables
• Compile program and event statistics (participation, attendance, demographics) for grant reporting, board updates, and CIP interim and final reports
• Maintain the organization's shared document and records management systems (SharePoint/OneDrive)
• Ensure data is stored securely and in compliance with privacy legislation

Calendar and Scheduling

• Manage all organizational calendars, including program schedules, staff schedules, facility bookings, board meetings, and key deadlines
• Coordinate meeting logistics, including room bookings, agendas, and materials preparation
• Prepare and distribute meeting minutes for staff meetings, board meetings, and committee meetings as required
• Track grant and reporting deadlines and flag them in advance for the Executive Director

Board and Governance Support

• Assemble and distribute board meeting packages on schedule
• Track board action items and follow up on outstanding items
• Maintain the board director contact list, term expiry dates, and governance documents
• Keep the organizational policy register current

Financial Administration

• Process accounts payable and receivable documentation, including coding invoices and preparing payment requests for approval
• Support expense tracking and petty cash management
• Assist with the preparation of financial documents for grant applications and reporting
• Coordinate with the external bookkeeper to ensure records are submitted on time

Sponsorship and Partner Administration

• Generate sponsor and partner thank-you letters and acknowledgements
• Track sponsorship deliverables (logo placement, recognition, reporting) and send renewal reminders
• Maintain the partner and sponsor contact database

HR, Compliance, and Asset Management

• Maintain employee personnel files and track staff certifications (coaching, first aid, vulnerable sector checks)
• Support onboarding of new hires with required paperwork and orientation logistics
• Track insurance certificates, liability renewals, and compliance deadlines
• Manage organizational asset and equipment inventories, including the Mobile Sport unit and program supplies

Marketing and Communications Support

• Compile 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 post
• Coordinate with the Marketing and Communications staff on promotional timelines, ensuring event and program information is provided well in advance of deadlines

Qualifications

Required

• Minimum three years of experience in administrative coordination, office management, or event coordination
• Demonstrated experience with event logistics, including venue coordination, vendor management, and on-site operations
• Proven ability to manage databases, records systems, registration platforms, and organizational calendars
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, SharePoint, Teams)
• Excellent written and verbal communication skills
• Exceptional attention to detail and organizational skills
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• An outgoing, people-oriented personality with a genuine enthusiasm for connecting with the public, partners, volunteers, and stakeholders
• Willingness to work occasional evenings and weekends for SWBA events

Preferred

• Experience working in a nonprofit, sport, recreation, or municipal environment
• Familiarity with grant administration and reporting processes (particularly municipal or provincial funding programs)
• Experience with volunteer recruitment and coordination
• Experience with registration and participant management systems
• Post-secondary education in business administration, event management, sport management, or a related field
• Knowledge of the Regional Municipality of Wood Buffalo and its sport and recreation landscape

Working Conditions

• Full-time, in-office position based at the SWBA office in Fort McMurray
• Monday to Friday, 9:00 AM to 4:30 PM (half-hour lunch)
• Occasional evening or weekend work is required for SWBA events and programs
• Some physical activity involved in event setup and teardown
• Two-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 Director

Sport Wood Buffalo Association

[email protected]

Applications 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.