Administrative Assistant - Catholic Youth Sports

The Diocese of Orlando seeks a highly organized, detail-oriented, and mission-driven Administrative Assistant to serve as the Secretary for Catholic Youth Sports (CYS). This role supports the Director and Associate Director in managing a dynamic and growing youth athletics program that serves thousands of K–8 students and families across Central Florida.
 
The ideal candidate is a proactive problem-solver with exceptional customer service, communication, and multitasking skills. They must be adaptable and quick to act under pressure, often making critical decisions within tight timeframes to ensure games and events move forward without disruption. This position is key to sustaining and expanding the success of the program across multiple counties and sports seasons.

Key Responsibilities

Administrative and Office Support

• Provides direct administrative support to the Director and Associate Director, including calendar management, scheduling meetings, and planning events.
• Maintains confidentiality of sensitive organizational and participant information.
• Assists in game scheduling, including assigning Site Directors and coordinating logistics.
• Monitors and manages inventory of office supplies and equipment to ensure smooth day-to-day operations.

Registration & Team Coordination

• Oversees all aspects of the sports registration process from start to finish, ensuring accuracy, timeliness, and clarity.
• Maintains and updates the athlete registration database and respond to inquiries from parents and school administrators.
• Creates and manages team rosters and distribute relevant documentation.
• Assembles and delivers site packets to Game Day Facilities and Site Directors to ensure efficient game-day execution.

Uniform Management

• Coordinates uniform inventory, ordering, fulfillment, and distribution across participating schools.
• Resolves uniform-related issues quickly and professionally.
• Conducts post-season inventory reviews and helps plan uniform needs for future seasons.

Game Day & Event Support

• Acts promptly and decisively to make last-minute changes when unexpected challenges arise, such as weather disruptions, site availability, or personnel substitutions.
• Exhibits flexibility and responsiveness to ensure games and events occur within limited scheduling windows.
• Communicates changes swiftly and clearly to all stakeholders, minimizing confusion or delays.

Communication & Stakeholder Support

• Serves as a central point of contact for families, school personnel, coaches, and volunteers, providing timely and empathetic support.
• Drafts and distributes communications regarding seasonal updates, registration, schedules, and event reminders.
• Represents the Diocese and Catholic Youth Sports with professionalism and hospitality, fostering positive relationships with all stakeholders.

Program Development & Growth

• Supports initiatives to expand participation and enhance operational efficiency as the CYS program grows across counties.
• Gathers and tracks feedback to improve future registration, logistics, and family experience.
• Helps implement new systems and processes that align with the mission of faith-filled youth formation through sports.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and with limited supervision. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Catholic Faith

Requires an appreciation and respect for the Catholic Church and its teachings. Church employees must conduct themselves in a manner that is consistent with and supportive of the mission and purpose of the Church. Their public behavior must not violate the faith, morals or laws of the Church or the policies of the Diocese.

Qualifications

• 2+ years of administrative experience, preferably in an educational, sports, or nonprofit setting.
• Demonstrated ability to multitask and stay organized in a fast-paced, team-oriented environment.
• Proven adaptability and readiness to respond to last-minute changes with calm, efficiency, and resourcefulness.
• Proficiency in office software and willingness to learn registration platforms.
• Outstanding verbal and written communication skills.
• Strong commitment to providing excellent customer service and supporting the Catholic mission of youth ministry.

Preferred Attributes

• Bilingual in English and Spanish.
• Experience with youth athletics or Catholic school environments.
• Flexible, dependable, and enthusiastic, with a heart for service.
• Able to work evenings and weekends as needed, particularly during peak periods or to meet critical registration and compliance deadlines.