Administrative Assistant

Administrative Assistant – Level 1 | Marketing & Operations

Position Overview:

Dark Horse Athletics is seeking a proactive, organized, and service-oriented Administrative Assistant – Level 1 | Marketing & Operations to support the daily operations, marketing coordination, and administrative functions of our programs and training environment.

This hybrid role combines traditional administrative and operational responsibilities with a meaningful marketing coordination function. Approximately 40% of this position will be dedicated to coordinating and executing day-to-day marketing initiatives across Dark Horse Athletics, working closely with marketing staff, internal teams, and program leadership to help bring campaigns, content, promotions, and marketing requests to life.

The remaining responsibilities will focus on supporting daily business operations, member and family communication, financial tracking, scheduling, purchasing, events, and general organizational needs.

This individual will help connect marketing strategy to execution by keeping projects organized, coordinating deliverables, managing requests, supporting social media initiatives, and ensuring marketing priorities continue moving forward.

The ideal candidate is organized, dependable, creative-minded, detail-oriented, solutions-focused, and comfortable balancing competing priorities. They take initiative, communicate effectively, follow through, and are committed to helping create a first-class experience for our athletes, families, staff, and partners.

At Dark Horse Athletics, every interaction is an opportunity to inspire, improve, and demonstrate that Every Kid Matters.

Key Responsibilities

1. Marketing Coordination & Execution (Approximately 40% of Role)

• Coordinate day-to-day marketing initiatives, projects, and deliverables across Dark Horse Athletics programs, brands, and business units as assigned.
• Serve as an organizational point of contact for incoming marketing requests, helping gather necessary information, clarify priorities, assign or route requests, and track projects through completion.
• Coordinate with marketing staff, program leaders, coaches, and other internal stakeholders to ensure marketing needs are communicated, organized, and executed effectively.
• Support social media coordination, including content calendars, post scheduling, gathering content, coordinating approvals, organizing assets, and ensuring timely execution across applicable platforms.
• Assist with the execution of marketing campaigns, promotions, program launches, events, enrollment initiatives, and seasonal marketing priorities.
• Coordinate content needs with internal staff and media production resources, including photography, video, graphics, testimonials, and other marketing assets.
• Organize and maintain marketing materials, creative assets, campaign calendars, project trackers, and related documentation.
• Monitor marketing timelines and deliverables, proactively communicating delays, outstanding items, and project needs to the appropriate team members.
• Assist with day-to-day marketing operations, including email marketing coordination, website content updates, promotional materials, and other marketing execution needs as assigned.
• Support the development and distribution of internal marketing communications and resources when needed.
• Help maintain consistency with Dark Horse Athletics' brand standards, messaging, and visual identity across marketing materials and communications.
• Assist with tracking basic marketing activity and campaign metrics, organizing information, and preparing updates on project progress and execution.
• Identify opportunities to improve marketing workflows, communication, organization, and execution efficiency.

2. Communication & Relationship Management

• Respond to phone calls and emails within a 24-hour window, providing timely, thorough, and helpful information.
• Deliver professional, empathetic, and thoughtful written and verbal communication.
• Build strong relationships with members, families, staff, and other stakeholders.
• Recognize urgent issues and escalate them to management promptly to ensure timely resolution.
• Treat every interaction as an opportunity to provide a first-class experience.

3. Financial Tracking & Member Account Support

• Maintain accurate records of member payments and accounts receivable.
• Support collection processes, including MOA, NCNS, money sheets, and other applicable account follow-ups.
• Proactively follow up on overdue balances while documenting special circumstances and payment arrangements with discretion.
• Assist with front desk sales, retail transactions, storage, inventory tracking, and related administrative responsibilities.
• Support accurate financial recordkeeping and payment tracking.

4. Systems, Scheduling & Project Management

• Utilize proprietary software and internal systems to monitor program applications, marketing requests, assignments, and project progress.
• Track assignments and coordinate or delegate tasks for special projects as appropriate and within the role's authority.
• Manage and maintain complex training, staff, event, and applicable marketing calendars.
• Communicate scheduling changes proactively to affected stakeholders.
• Develop and maintain proficiency in the systems used by Dark Horse Athletics, including:
  • Player Pulse
  • Basecamp
  • Google Workspace (G-Suite)
  • BambooHR
  • QuickBooks (QB)
  • HubSpot
  • Stripe
  • Applicable social media, scheduling, and marketing platforms

5. Operations, Purchasing & Logistics

• 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.

6. Events & Organizational Support

• Support orientations, HP, special events, and other organizational commitments.
• Assist with event preparation, coordination, logistics, and execution.
• Coordinate marketing-related event needs as assigned, including promotional materials, content collection, photography/video coordination, and event communications.
• Contribute to a positive, organized, and professional experience for participants, families, staff, and guests.
• Provide operational support as event needs require.

7. Team & Organizational Standards

• Participate actively and prepared in Level 10 (L10) meetings, as applicable to the role.
• Learn and apply Dark Horse Athletics' methodology, processes, brand standards, and operating expectations.
• Demonstrate reliability, punctuality, preparedness, and professionalism.
• Maintain professional appearance and attire consistent with organizational expectations.
• Collaborate effectively across teams and contribute to a culture of accountability and continuous improvement.
• Demonstrate initiative, ownership, and follow-through in both administrative and marketing responsibilities.

Qualifications & Role Requirements

Dark Horse Athletics is a multi-campus organization. While this position will have a primary campus, there will be times when the Administrative Assistant is expected to provide short-duration administrative or operational support at other company locations as business needs require.

• Strong organizational skills and attention to detail, with the ability to manage multiple projects, requests, schedules, and deadlines.
• Professional written and verbal communication skills.
• Interest in marketing, social media, content coordination, and campaign execution.
• Comfort coordinating projects and working collaboratively with marketing staff and cross-functional teams.
• Familiarity with social media platforms and digital marketing tools; experience with content scheduling, email marketing, or marketing coordination is preferred.
• Ability to manage competing priorities and adapt to changing business needs.
• 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.