Administrative Assistant

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      "state": "Minnesota"
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    "employmentStatusLabel": "Full-Time"
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    "location": {
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      "state": "Minnesota",
      "postalCode": "55449",
      "addressCountry": "United States"
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    "datePosted": "2026-04-19",
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    "description": "<p><span style=\"font-family: Arial, sans-serif; font-size: 18pt; font-weight: bold\">Administrative Assistant | Dark Horse Athletics</span></p>\n<p><br><br></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Position Type:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Full-Time</span></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Start Date:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> April 2026</span></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Reports To:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Co-Directors of Administration</span></p>\n<p><br><br></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 12pt; font-weight: bold\">Job Summary</span></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt\">The Administrative Assistant provides critical support to customers, training staff, and the management team. This role serves as the \"face and voice\" of Dark Horse Athletics, requiring a blend of exceptional customer service, meticulous office management, and event logistics. You will navigate a high-paced environment, managing multiple priorities—from financial record-keeping and payment collection to coordinating youth hockey associations and supporting large-scale tournaments.</span></p>\n<p><br><br></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 12pt; font-weight: bold\">Key Objectives &amp; Purposes</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Customer Excellence:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Act as the primary point of contact, ensuring every interaction is knowledgeable, professional, and friendly.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Financial Stewardship:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Maintain high attention to detail and discretion while tracking membership payments and resolving overdue balances for 1,500+ members.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Operational Efficiency:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Master proprietary scheduling and project management software to ensure programs run seamlessly.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Adaptability:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Transition fluidly between focused desk work and physical tasks (inventory, retail trips, and event setup).</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 12pt; font-weight: bold\">Major Duties &amp; Responsibilities</span></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">1. Communication &amp; Relationship Management</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Responsiveness:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Answer phone calls and emails within a strict 24-hour window, providing detailed and helpful information.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Escalation:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Identify and escalate urgent issues to management to ensure timely resolution.</span></li>\n</ul>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">2. Financial Tracking &amp; Collection</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Accounts Receivable:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Maintain accurate records of all member payments.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Collections:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Proactively follow up on overdue balances, documenting special circumstances or payment plans with high levels of discretion.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">POS Operations:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Assist with retail sales (primarily apparel), ensuring accurate transactions and inventory tracking.</span></li>\n</ul>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">3. Systems &amp; Project Management</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Project Tracking:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Utilize proprietary software to monitor program applications and delegate tasks for special projects.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Scheduling:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Manage and update complex training and staff calendars, communicating changes proactively to all stakeholders.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Technology Proficiency:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Maintain high-level performance within Google Workspace and internal platforms. (Experience with </span><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Hubspot, WordPress, and SEO</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> is a significant plus).</span></li>\n</ul>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">4. Operations, Purchasing &amp; Logistics</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Procurement:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Manage inventory for office and training supplies. This includes online ordering and \"run-to-store\" trips for large retail pickups.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Tournament Support:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Assist in (or lead) the organization of tournament logistics, including booking officials, trainers, and staff.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Physical Requirements:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Must be able to comfortably lift </span><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">50 pounds</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> and remain active when moving materials or setting up for training sessions.</span></li>\n</ul>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">5. Event Commitment</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Tournament Weekends:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Availability to work </span><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">two tournament weekends per year</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> is required. This involves on-site coordination and event leadership.</span></li>\n</ul>\n<p><br></p>\n<p><br></p>\n<p><span style=\"font-family: Arial, sans-serif; font-size: 12pt; font-weight: bold\">Qualifications</span></p>\n<ul>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Professionalism:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Proven ability to communicate effectively with families and executive leadership.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Technical Skills:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Expert-level Google Workspace skills; ability to learn proprietary software quickly.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Work Ethic:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Thrives in a high-intensity environment; able to manage multiple tasks without losing attention to detail.</span></li>\n<li><span style=\"font-family: Arial, sans-serif; font-size: 10pt; font-weight: bold\">Discretion:</span><span style=\"font-family: Arial, sans-serif; font-size: 10pt\"> Experience handling sensitive financial information.</span></li>\n</ul>",
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    "minimumExperience": "Mid-level",
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