Job Description

Job Title: Executive Assistant - Gym, Hockey Academy & Clinic Operations

Location:

Transform Sports, 601 Boleskine Rd, Victoria BC

Employment Type:

Full-time

Reports To:

Facility Director / Owner

About Us

Transform Sports is an integrated high-performance gym, hockey academy, and athlete support facility committed to elite development on and off the ice. Our model combines training, rehabilitation, and education to support the long-term success of our athletes. We are seeking a highly capable, proactive

Executive Assistant

to support executive leadership and assist with day-to-day management across our gym, hockey academy, and clinic operations.

Position Summary

The Executive Assistant plays a vital role in administrative leadership, facility coordination, and clinic support. This individual must bring strong management experience, advanced problem-solving skills, and the ability to operate independently in a fast-paced, multidisciplinary environment. The ideal candidate has experience in sports or healthcare settings, understands hockey culture, and excels in customer service, systems management, and operational efficiency.

Key Responsibilities

Provide high-level administrative and operational support to executive leadership Support daily operations across the

gym facility, hockey academy, and clinic

Assist with

clinic management

, including scheduling, patient flow, intake processes, and administrative coordination Manage client, athlete, patient, and parent communications professionally and confidentially Oversee bookings, billing, and records management Support invoicing, payments, reporting, and basic financial administration Coordinate staff schedules for trainers, coaches, clinicians, and support staff Maintain accurate records related to athletes, patients, and academy participants Identify operational gaps and implement process improvements to enhance efficiency and client experience Assist with marketing and communication initiatives, including: Client communications, newsletters, and announcements; social media coordination and content scheduling; support for promotions, program launches, and events; website updates and CRM support as required; maintain accurate operational, marketing, and client databases Identify operational and marketing opportunities to improve efficiency, visibility, and client experience Assist with academy programming, clinic operations, and special projects or events Act as a key liaison between management, coaches, clinicians, educators, athletes, and families Provide support outside regular business hours as needed, including answering calls or addressing urgent matters on weekends or evenings Adapt quickly to changing priorities in a high-performance sports and healthcare environment

Required Qualifications

Minimum

Bachelor's degree

(Business, Management, Sports Administration, Health Administration, or related field preferred) Proven

management or leadership experience

, ideally in a gym, sports facility, clinic, or service-based organization Strong knowledge of

hockey and sports performance environments

Exceptional

computer and technology skills

, including scheduling systems, spreadsheets, digital communication tools, and mac platforms Strong

customer relations, communication, and interpersonal skills,

ideally in sporting, educational, or youth development fields. Demonstrated

initiative

,

independent problem-solving

ability, and sound judgment Highly organized, adaptable, and able to manage multiple priorities

Preferred / Bonus Experience

Experience working in a

physiotherapy or multidisciplinary healthcare clinic

Experience using

JaneApp

(preferred) Understanding of

clinic workflows

, patient intake, insurance billing, and compliance Experience in

education or academic support environments

, particularly within sport academies Familiarity with athlete education models and youth development programs

What We Offer

Opportunity to work within an

integrated gym, hockey academy, and clinic environment

Collaborative, athlete- and patient-focused team culture Competitive compensation based on experience and workplace proficiency Professional growth within a progressive sports and health organization

How to Apply

Please submit your resume and a brief cover letter outlining your relevant experience and interest in the role to

ageric@transformsports.ca

Job Type: Full-time

Pay: $56,000.00-$80,000.00 per year

Benefits:

Flexible schedule On-site gym On-site parking
Education:

Bachelor's Degree (required)
Experience:

Management: 1 year (preferred) Sports: 3 years (preferred) Teaching: 1 year (preferred) Rehabilitation centre: 1 year (preferred)
Language:

English (required)
Location:

Victoria, BC V8Z 1C5 (required)
Work Location: In person