We are currently seeking a motivated and talented individual to join our team as Administrative Assistant. This position offers an exciting opportunity working with our volunteer Board of Directors, Team Officials, our Membership, Volunteers, On Ice Officials, the City of Orillia and the Ontario Minor Hockey Association.  The successful candidate will be a self starter and work independently with exceptional communication skills.

Position Summary

We are currently seeking a motivated and talented individual to join our team as Administrative Assistant. This position offers an exciting opportunity working with our volunteer Board of Directors, Team Officials, our Membership, Volunteers, On Ice Officials, the City of Orillia and the Ontario Minor Hockey Association.  The successful candidate will be a self starter and work independently with exceptional communication skills.

The position offers an annual salary of $28,750.00 based on 1150 hours of work per year. The successful candidate will be required to work in the hockey office from September to April for three 7-hour days and one 5-hour evening per week, totaling 25 hours per week. During the off-season, from May to August, the candidate will work one 7-hour day per week in the office. Specific days and hours will be determined collaboratively by the candidate and the Board and will be posted prior to the start of the season. The remaining hours will be allocated for meetings and other Association activities not covered in the job description as they arise or may be worked remotely.

Key Responsibilities

As Administrative Assistant you will:

Administration

·        Manage daily operations of the Orillia Minor Hockey Association, including handling calls, emails, and directing them to the relevant Directors. Collect and distribute mail.

·        Greet and assist Members attending the hockey office.

·        Distribute organizational material as needed. Enter data on the Association website.

·        Support Directors with various projects, including but not limited to, membership certifications and budget management.

·        Prepare the monthly agenda for Board of Directors meetings, accurately record the minutes, and distribute the finalized minutes. Provide guidance on Association Bylaws and Policies to the Board.

·        Coordinate with the City of Orillia Parks, Recreation and Culture Department for room reservations, tournament scheduling, and incident reporting.

·        Gamesheet Coordinator (iPads)

Registration

·        Disseminate Registration details to members through email and the website.

·        Coordinate the registration process by entering all players, team officials, parents, and volunteers into the Hockey Canada Registry (HCR).

·        Submit all team rosters to the HCR for approval and ensure timely follow-up.

·        Gather signed Rowan’s Law forms and verify Respect in Sport Parent certificates from members.

·        Handle paperwork for player transfers and follow up.

Finances

·        Maintain precise and current records of all funds received and disbursed, in coordination with the accountant.

·        Compile a list of accounts payable for Board Meetings. Ensure that this list is reviewed and approved by the Board before it is submitted to the accountant for payment.

·        Submit accounts payable to the accountant for processing.

·        Provide payroll information to accountant for processing.

·        Assist the Association Auditor and Secretary/Treasurer in preparing annual financial statements and budgets.

Tournaments ( starting in season 2026-2027)

·        Collaborate with the Tournament Committee and Chair to obtain tournament applications, register teams, communicate with the Regional Director, complete post-tournament forms, and coordinate vendors and award presentations along with other required duties.

Other Duties

·        Organize the year-end banquet following the guidelines set by the Board of Directors.

·        Organize Association Picture Day.

·        Assist in the coordination of the Myte Program.

·        Attend Annual General Meetings and/or Special Meetings, recording minutes.

·        Obtaining annual recognition awards.

·        Coordinating the annual "Fill the Net" Food Drive.

·        Any additional responsibilities as determined by the Board of Directors of the Orillia Minor Hockey Association necessary for effective and efficient annual operations.

Qualifications

We are looking for candidates who meet the following criteria:

·        Preference will be given to experience within a volunteer-based sports organization and post graduate education in Administration of Business or Sports.  Knowledge of the Hockey Canada Registration program (HCR) will be considered an asset.

·               Minimum three years of experience in a business office.    

·        Strong computer skills with knowledge of various programs.

·        Excellent communication and interpersonal skills.

·        Proven problem-solving abilities and attention to detail.

·        The ability to multi task and prioritize in a fast paced environment.

·        Excellent time management skills, self motivated, confidence and positive attitude working under pressure and within timelines.

·        Ability to work both independently and collaboratively within a team.

Application Process

Qualified applicants are encouraged to submit their resume with a cover letter to [email protected] by Saturday, May 31, 2025 at midnight. We appreciate all applications; however, only those selected for an interview will be contacted.