Administrative Assistant

Dark Horse Athletics•Blaine, MN

12d•$45,000 - $55,000

About The Position

Dark Horse Athletics is seeking a proactive, organized, and service-oriented Administrative Assistant – Level 1 to support the daily operations of its programs, training environment, and administrative functions. The role delivers 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. The position includes maintaining member payment and account records; managing communications and calendars; using internal systems; coordinating purchases, logistics, and events; and supporting training and facility operations. The assistant is expected to apply the organization’s methods and standards, participate in applicable Level 10 meetings, and contribute to a professional, accountable, and continuously improving team culture.

Requirements

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.

Responsibilities

Respond to phone calls and emails within a 24-hour window with timely, thorough, and helpful information.
Communicate professionally, empathetically, and thoughtfully in writing and verbally.
Build relationships with members, families, staff, and other stakeholders, and escalate urgent issues to management promptly.
Maintain accurate records of member payments and accounts receivable.
Support collection processes, including MOA, NCNS, money sheets, and other applicable account follow-ups.
Follow up on overdue balances and discreetly document special circumstances and payment arrangements.
Assist with front desk sales, retail transactions, storage, inventory tracking, and related administrative responsibilities.
Support accurate financial recordkeeping and payment tracking.
Use 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, and proactively communicate scheduling changes to affected stakeholders.
Develop and maintain proficiency in Player Pulse, Basecamp, Google Workspace (G-Suite), BambooHR, QuickBooks (QB), HubSpot, and Stripe.
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.
Support orientations, HP, special events, and other organizational commitments.
Assist with event preparation, coordination, logistics, and execution, and provide operational support as event needs require.
Contribute to a positive, organized, and professional experience for participants, families, staff, and guests.
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, and maintain professional appearance and attire consistent with organizational expectations.
Collaborate across teams and contribute to a culture of accountability and continuous improvement.