Administrative Assistant to the Athletic Director and Logistics Manager

Position Type: Administration Date Posted: 7/2/2026 Location: Saint Ignatius High School

About the Position

Saint Ignatius High School, a Catholic, Jesuit college preparatory school for boys, is seeking a dynamic, highly organized, and proactiveAdministrative Assistant to the Athletic Director and Logistics Manager. Serving as the central hub and the welcoming face of the Athletic Department, this position provides critical operational, logistical, and administrative support to the Athletic Director, Associate Athletic Director, coaching staff, and student-athletes. The ideal candidate will thrive in a fast-paced environment, masterfully managing everything from compliance and team travel logistics to game-day preparations and seasonal events. Ultimately, this role is vital in ensuring the seamless, daily execution of a premier high school athletic program while championing the holistic development of our student-athletes.

Primary Responsibilities

The Assistant to the Athletic Director provides comprehensive administrative, operational, and logistical support to the Athletic Department. This role ensures seamless daily operations, compliance with state and school regulations, efficient travel coordination, and excellent execution of game-day and seasonal events.

Key Responsibilities

1. Administrative Assistant to the Athletic Director

• Assist the Athletic Director with daily, seasonal, and yearly department operations.
• Manage the Athletic Director's professional calendar.
• Build and maintain the master yearly athletic calendar in alignment with the school calendar.
• Coordinate with opponent schools weekly to confirm upcoming event and contest details.
• Handle daily department mail and package distribution.
• Other duties as assigned by the Athletic Director.

2. Personnel Management & Compliance

• Oversee the onboarding process for new coaches in collaboration with Human Resources.
• Track and verify 100% compliance of all coaching certifications via Coaches Tool Chest prior to the start of seasons.
• Assist coaches with Ohio Department of Education (ODE) Pupil Activity Permit applications and renewals.

3. Athletic Travel Logistics

• Schedule and coordinate all team busing for daily practices, local games, and out-of-town trips.
• Manage out-of-town travel logistics: hotel blocks, meeting rooms, team meals, rooming lists, and tax-exempt forms (coordinating with coach's/parent liaisons).
• Process financial paperwork, including check requests, expense receipts, and coaching clinic accommodations.
• Submit early dismissal lists to the attendance office and organize visiting team hospitality.
• Manage the scheduling and key distribution for school vans.

4. Game-Day Operations

• Collaborate with and schedule ticketing personnel to ensure game-day worker and ticket-seller coverage.
• Prepare ticketing tables, financial materials, and event signage.
• Provide on-site support for home football games, select basketball games, and major events; serve as the primary Game-Day Manager as needed.

5. Seasonal Events & Recognition

• Awards: Communicate mid-season with Head Coaches to confirm end-of-season banquet plans (distinguishing between school-planned vs. team-planned events). Organize, order, and distribute student awards and letter recognition pins to the coaches.
• Facilities: Reserve space for team dinners, parent meetings, and banquets via FMX.
• Special Events: Lead the administrative planning for Senior Recognition Nights and coordinate sports rally logistics with the AP for Student Life.
• Team Photos: Schedule, communicate, and supervise seasonal sports picture days. Coordinate the distribution of final photo orders upon delivery.

Qualifications

Education & Experience

• Requirements: Minimum of an Associate degree with 3 5 years of dedicated, proven experience in office management or as an Administrative Assistant (preferably in an educational or athletic setting). A Bachelor's degree is preferred.

Technical Skills

• Proficiency with office productivity suites (Microsoft Office and Google Workspace, specifically Word, Excel, Docs, and Sheets).
• Experience with or a strong aptitude to quickly learn specialized school management software, specifically FMX (facility/vehicle scheduling) and Final Forms (athletic compliance).

Characteristics of a Successful Candidate

• Exceptional Organization: Highly detail-oriented with a proven ability to multitask, prioritize high-volume workloads, and meet strict deadlines in a fast-paced environment.
• Strong Communication: Excellent verbal and written communication skills; comfortable interacting professionally with administrators, coaches, parents, opponents, and vendors.
• Interpersonal Excellence: A welcoming, friendly, and professional demeanor, serving as an excellent initial point of contact for the Saint Ignatius Athletic Department.
• Proactive Mindset: A confident, self-motivated worker who anticipates departmental needs and problem-solves independen…