We seek a reliable and organized Part-Time Administrative Associate to ensure our team runs smoothly. In this role, the Associate will manage schedules, handle essential tasks, and act as an important point of contact for internal and external communications. The ideal candidate is a solutions-oriented self-starter who can prioritize tasks effectively within a limited work schedule and is comfortable asking questions and sharing solutions. 

Reporting to the CEO and working closely with the management team, the Associate supports office management, project management and bookkeeping as well as general business operations and events to ensure the team is on time, on budget and on brand. 

The ideal candidate will have demonstrated success in team environments, a conscientious spirit, an understanding of the importance of data and systems management, and strong collaboration skills. A successful applicant will demonstrate strong organizational and communication skills along with initiative, resourcefulness, and an ability to work creatively and proactively. We seek a teammate who thrives in a fast-paced environment and pursues excellence in individual responsibilities.

Key Characteristics:

Team Oriented - Organized - Detail Oriented - Proactive

Key Responsibilities: 

• Communication Management: Monitor and respond to general email inboxes, draft professional correspondence (agendas, memos, letters, emails, meeting notes.)
• Scheduling & Coordination: Manage calendars, schedule meetings, and coordinate travel arrangements or virtual meetings and events (Zoom/Teams).
• Data & Documentation: Maintain electronic and physical filing systems, perform data entry, and prepare executive summaries, basic reports or presentations. Ensure all systems operate smoothly, efficiently, and adhere to quality control standards (i.e. follow workflows, ensure use of systems such as Salesforce, server maintenance) and records are accurate.
• Office Operations: Monitor and order office supplies, promotional items, manage inventory, and liaise with vendors or building management for repairs. 
• HR Support: Provide administrative support to the hiring managers (setting up email accounts, onboarding schedules, workspaces and team outings. 
• Project Support: Assist with special projects, event planning, and preparing presentation materials as needed. 
• Organization: Exceptional time management skills and the ability to multitask without supervision.
• Modern Tools: Familiarity with collaboration tools (airtable) and CRM software (e.g., Salesforce, MemberClicks) is a plus.

This description is intended to provide an overview of the responsibilities and duties of the position. It is not all-inclusive. The incumbent in the position will be expected to perform other duties as required and maintain a positive work environment to help motivate teammates through effective leadership and empowerment of members, partners and fellow employees. The responsibilities may change over time. This description is provided for informational purposes only and does not form the basis of a contract. 

Position Relationships:

1. Internal: Works closely with all staff to fulfill position responsibilities. Manages an intern. 
2. External: Maintains regular contact with the Board and key stakeholders.
3. Performance: 90-day probationary period. 

Background Preferences:

1. Education: High school diploma required; Bachelor’s degree preferred; association management experience is a plus.
2. Technical skills: Effective oral and written communication skills; including public speaking; experience with CRM and project management software (i.e. G Suite, Personify/Memberclicks, Salesforce, Airtable); Proficiency working with technology, including Google products, is a necessity; experience with various webinar platforms (Zoom, Teams, WebEx, etc) and related hardware (cameras, mics, etc); ability to work effectively with members and staff; ability to maintain confidentiality and have a service-oriented attitude. Must be able to manage multiple projects simultaneously; use critical thinking and implement problem-solving skills to effectively plan and organize projects. Must be able to lift up to forty (40) pounds.
3. Relevant Experience: Previous professional sports, hospitality, or association experience. Customer service is essential. Travel: Occasionally, the successful candidate will also be available for evening and weekend work and may travel up to ten (10) percent of the time.
4. Leadership skills: Mission-driven, results-oriented attitude and entrepreneurial spirit that thrives in a dynamic, fast-paced, collaborative environment while managing and prioritizing many simultaneous projects. Adaptable, resourceful, takes initiative, possesses a growth mindset and embraces a results-oriented culture.
5. Relationship skills: Highly-effective at building relationships and partnerships across sector, discipline, and demographics to accomplish shared goals. Prompt, professional interaction with high-level internal and external stakeholders.
6. Event Management: Minimum of two (2) years of experience coordinating external events, conferences, board meetings, speaking engagements, etc. in a professional, non-profit, sports, government, and/or philanthropic environment.

To Apply:  If you are interested in applying for the position, please complete this form.

• Hourly Rate: $20.00 per hour 
• Schedule: Monday to Friday, up to 29 hours/week (Flexible hours available)
• [9:00 AM - 5:00 PM, Mon, Tues & Thurs]
• [9:00 AM – 1:00 PM, Wed]
• Benefits: Flexible scheduling, professional development and growth opportunities.

About Pro Sports Assembly

Pro Sports Assembly is the industry association for professional sports organizations and business leaders at U.S. based teams, leagues, unions and venues.

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