Executive Assistant & Coordinator

About Chicago Infinity

Chicago Infinity Athletics is a growing youth sports organization offering programs including competitive cheerleading, basketball, tumbling/gymnastics, running and walking programs, and community events.

We are seeking a dependable, organized, energetic Executive Assistant & Coordinator to work directly alongside the Executive Director and help manage the day-to-day needs of our organization.

This is not a traditional desk-only executive assistant position. The ideal candidate is a hands-on problem solver who is comfortable managing administrative work, coordinating youth sports programs, creating social media content, running errands, attending practices and events, and stepping in wherever needed to keep the organization running smoothly.

Responsibilities

Executive & Administrative Support

• Serve as the Executive Director’s right-hand support person
• Help organize schedules, deadlines, payments, registrations, events, and program needs
• Assist with emails, parent communications, text messages, and Band app announcements
• Help maintain organized records for athletes, payments, uniforms, competitions, and program information
• Assist with forms, registrations, paperwork, and other administrative tasks
• Help make sure important deadlines and responsibilities are not missed
• Assist with meetings, school partnerships, community partnerships, and organization follow-up

Cheer, Basketball & Program Operations

• Assist with registration for competitions, tournaments, performances, and special events
• Track athlete registrations, payments, uniforms, inventory, and other program needs
• Help coordinate uniforms and equipment
• Pick up or drop off supplies when needed
• Purchase items such as water, athletic tape, supplies, or last-minute program needs
• Arrive early to practices or events when necessary to assist with setup
• Assist with setting up mats, tables, equipment, registration areas, and event spaces
• Help coaches and program staff stay organized
• Attend select cheer, basketball, tumbling, running club, and other Chicago Infinity activities
• Help coordinate events so the Executive Director does not have to personally handle every task

Social Media & Marketing

• Manage content for Chicago Infinity’s Instagram, TikTok, Facebook, and YouTube
• Maintain a consistent social media presence with a goal of at least 3 posts/content pieces per day
• Schedule content in advance when possible
• Attend practices approximately 1–2 times per week to capture photos and videos
• Attend games, competitions, performances, community events, and other activities to collect content
• Create Reels, TikToks, Shorts, photos, promotional posts, athlete highlights, behind-the-scenes content, and program updates
• Help promote registration, upcoming programs, events, fundraisers, and community activities
• Keep Chicago Infinity’s different programs consistently represented online

Events & Community Outreach

• Represent Chicago Infinity at community events when the Executive Director cannot attend
• Coordinate informational tables and community outreach activities
• Work with parent volunteers when needed
• Set up banners, flyers, promotional materials, and registration information
• Attend meetings with schools, businesses, community organizations, or partners when assigned
• Help Chicago Infinity participate in multiple events or activities happening at the same time

Who We’re Looking For

We are looking for someone who is:

• Extremely organized and dependable
• Comfortable working independently
• Able to take direction and then complete tasks without constant supervision
• A strong communicator
• Comfortable interacting with parents, coaches, athletes, schools, businesses, and community partners
• Comfortable using social media for business
• Able to take quality photos and videos using a phone
• Familiar with Instagram, TikTok, Facebook, YouTube, Canva, Google Workspace, or similar platforms
• Able to manage several different responsibilities at once
• Willing to occasionally run errands and travel between program locations
• Comfortable working around children and youth sports
• Available for some evenings and weekends based on practices and events
• Positive, professional, resourceful, and willing to jump in where needed

Requirements

• Reliable transportation
• Valid driver’s license
• Reliable cell phone
• Ability to travel locally throughout the Chicago …