K-12 Athletics and Activities Administrative Associate

K-12 Athletics and Activities Administrative Associate

Start Date:

May 17, 2026

• Bachelors’ Degree is required, Master’s Degree preferred.
• A minimum of 5 years of administrative experience in a fast‑paced, service‑oriented environment.
• Expertise in travel coordination, including booking flights, managing itineraries, and preparing travel documentation.
• Detail oriented, creative thinker and problem solver; handles unexpected issues efficiently and proactively.
• Engaging and persuasive public speaker; comfortable presenting to families and leading informational sessions.
• Strong marketing and communications/digital media background, including social media and website management, promotional content development, and digital design.
• Exceptional organizational skills with the ability to manage multiple complex systems and deadlines.
• Professional communication skills, both written and verbal.
• High level of interpersonal skills, with the ability to work effectively with students, parents, staff, and external partners.
• Strong understanding of confidentiality, data protection and child safeguarding policies.
• Strong understanding of co‑curricular programs, student activities, and school‑based events.
• Proficiency in digital tools such as design platforms (Photoshop, Adobe Suite, Canva, AI Graphic/Visual design tools), scheduling and SIS/CRM systems, and office software (Google Workspace, Microsoft Office).
• Experience maintaining budgets, processing invoices, and tracking expenditures.
• Ability to represent the school professionally in all public‑facing interactions.
• Ability to work on weekends, evenings (information nights), provides on‑site support for tournaments and large‑scale activities.

Reports to:

Director of Athletics and Director of Activities

The Athletics & Activities Administrative Associate shall provide comprehensive support for the school’s athletics and activities programs. This individual is a point of contact for travel coordination, payment follow up, Athletics/Activities social media and Athletics website, and administrative operations that keep both Athletics and Activities programs running smoothly. The role calls for a proactive, self‑directed individual who communicates with professionalism, maintains exceptional organizational systems, and engages confidently with the AIS‑R community members.

• Provides high‑level administrative support to the Directors of Athletics & Director of Activities.
• Assists with the operation and organization of athletics and activities programs.
• Maintains accurate records, databases, and documentation for all athletics and activity programs and travel.
• Manages office operations and serves as the central point of coordination for schedules, facility requests, and event logistics.
• Processes invoices, purchase orders, receipts, and reimbursements.
• Maintains budgets for departmental activities and track expenditures.
• Oversees inventory and maintenance of uniforms, equipment, and materials.
• Handles all operational and logistical needs for events, tournaments, and special programs.
• Circulates and distributes athletic and activity information to administration.
• Coordinates and actively supports tournament and event operations, overseeing all logistical details in collaboration with relevant departments.
• Works with external activities providers and communicates registration and follows up on appropriate registration as per AIS‑R/HR policies.

• Manage all travel arrangements for athletics, activities, and student trips (local and international).
• Coordinates all logistics related to EY‑12 Week Without Walls program with divisions.
• Book flights, accommodations, transportation, and coordinate visas (communicating with official channels, embassies and acquiring information to share with families).
• Prepare comprehensive travel packages for coaches, students, and families.
• Collect and manage documentation: passports, permissions, medical forms, emergency contacts.
• Coordinate with security,…