Part-Time Athletics Administrative Assistant

Buckingham Browne Nichols School•Cambridge, MA

2d•Hybrid

About The Position

The Athletics Department at BB&N is seeking a part-time, non-benefits eligible, Administrative Assistant through July 2027 to provide high-level administrative and organizational support for the Director of Athletics. The Administrative Assistant will help ensure the smooth day-to-day operation of the Athletics Department. This position plays a key role in supporting administrative tasks related to the hiring of coaches, along with being a point of contact for coaches, student-athletes, families, and outside organizations, supporting scheduling, records management, and general office management, communications, and departmental support.

Requirements

A hardworking, passionate, and dedicated community member who values and respects diversity, promotes equity and inclusion in work.
Ability to exemplify cooperation and collaboration.
Demonstrate leadership when necessary.
At least 1-3 years of administrative support experience.
High school diploma or equivalent required.
Strong organizational and time-management skills, with the ability to prioritize competing tasks and meet deadlines.
Clear, professional, and culturally responsive communication skills (written and verbal).
Attention to detail and ability to manage confidential information with discretion.
Prior administrative or office support experience required.
Ability to work independently, anticipate needs, and proactively resolve scheduling or logistical challenges.
Commitment to BB&N's values in daily work.

Nice To Haves

Associate's or Bachelor's degree preferred.
Experience supporting hiring/HR-related processes preferred.
Experience in an athletics, school, or sports-related setting a plus.

Responsibilities

Assist with administrative tasks related to the hiring of coaches, including scheduling interviews and responding to inquiries.
Track and organize hiring paperwork and documentation for coaching candidates, ensuring completeness and accuracy.
Support onboarding processes for newly hired coaches, including collection of required forms, certifications, and compliance documentation.
Partner closely with the Director of Athletics throughout each stage of the coach hiring process to ensure timely and organized execution.
Provide direct administrative support to the Director of Athletics, including correspondence, calendar management, and general office functions.
Serve as a point of contact for coaches, staff, and families, responding to inquiries and directing them appropriately.
Support communication efforts related to athletics, including updates to the athletics website and department correspondence.
Assist with processing purchase orders, invoices, and budget documentation for the Athletics Department.
Support the planning and coordination of athletic award ceremonies, banquets, or other department events as needed.
Maintain confidentiality of student, family, and personnel information in accordance with school policy.
Coordinate and support logistics for meetings, events, and activities, including preparing materials and arranging travel.
Support team travel arrangements for overnight trips.
Other duties as assigned.