Office Manager/Executive Assistant-Muskoka Lakes Chamber

Location: Bala, Ontario. Applicants must have or be able to secure accommodation within commuting distance.
Position: Full-time, permanent | 37.5 hours per week
Deadline: September 7. Send a cover letter and resume to norah @ muskokalakeschamber dot ca

The Muskoka Lakes Chamber is seeking an organized, dependable and personable Office Manager to keep our busy Chamber office and Visitor Information Centre running smoothly. This varied, public-facing role works closely with the Executive Director and serves Chamber Members, visitors, residents, Board Directors and community partners.

The successful candidate will care about the Muskoka community, take initiative, follow through on commitments and remain calm when priorities change. Training will be provided on the Chamber website, QuickBooks Online, the Member database and other systems.

Key Responsibilities

Office Administration

  • Manage day-to-day office and Visitor Information Centre operations, including phones, email, calendars, appointments and room bookings.
  • Prepare agendas, meeting packages and materials; take accurate minutes; track deadlines, action items and follow-up commitments.
  • Maintain organized electronic and paper files, office supplies and equipment; complete bank, post office and other local errands.
  • Help stock visitor kiosks and lift materials weighing up to 30 pounds.
  • Handle routine administrative matters independently and identify issues requiring the Executive Director’s attention.

Member Service

  • Provide timely, professional service and connect Members with Chamber programs, benefits, resources and opportunities.
  • Welcome new Members; maintain accurate records and online directory listings; assist with renewals and outstanding invoices.
  • Help promote Member businesses, events and announcements and build positive relationships with Members and community partners.
  • Support Member recruitment, sponsorship sales and advertising opportunities.

Bookkeeping and Financial Administration

  • Prepare and send invoices, follow up on overdue accounts and file accounts receivable.
  • Organize receipts and supporting documents; enter routine information in QuickBooks Online.
  • Prepare bank deposits and track registrations, sponsorships and other revenue.
  • Handle financial and confidential information with care and discretion.

Communications and Visitor Information

  • Update the Chamber website, business directory and community event calendar.
  • Help prepare eblasts, Member communications, event promotions and basic scheduled social media posts.
  • Proofread names, dates, links, contact information and other details for accuracy.
  • Answer visitor and resident questions about Muskoka Lakes attractions, accommodations, restaurants, events, businesses and services.
  • Maintain a welcoming Visitor Information Centre and organized supplies of brochures, maps and visitor materials.

Meetings, Events and Staff Coordination

  • Help organize Business After Hours, workshops, Member meetings and community events.
  • Manage registrations, attendance lists, name tags, supplies, signage and event communications.
  • Assist with setup, registration and cleanup and attend approximately 10 evening events each year, generally from 5pm to 7pm, with advance notice.
  • Help coordinate students, seasonal Tourism Ambassadors and temporary staff, including schedules, information and materials.
  • Maintain written office procedures and improve administrative systems so important tasks are completed accurately and on time.

Qualifications and Skills

  • Excellent organization, time management and attention to detail
  • Strong written and verbal communication and a friendly, patient and professional approach to service.
  • Ability to manage interruptions, changing priorities and multiple deadlines while working independently and taking initiative.
  • Good judgment about what can be handled independently and what should be referred to the Executive Director.
  • Discretion with confidential information and strong computer skills, including Microsoft Word, Excel, email and shared online systems.
  • Ability to learn new software and online platforms.
  • Valid driver’s licence and reliable transportation.

Experience considered an asset

Office management or administration; bookkeeping, accounts receivable or QuickBooks Online; website updates, Canva or social media; customer service or visitor information; membership organizations or non-profits; sales, sponsorships or advertising; and event planning.

What Success Looks Like

The Office Manager will help create an organized, welcoming and responsive office. They will take ownership of routine operations, keep accurate records, follow through on commitments and provide timely service to Members, visitors, Board Directors and community partners. They will also protect the Executive Director’s time by ensuring day-to-day work does not fall through the cracks and act as the Executive Director’s executive assistant.

Compensation and Benefits Salary:

  • $58,500 annual salary (equals $30/hr) based on a 37.5-hour workweek.
  • Health, dental and travel insurance benefits. Overtime paid as lieu time.
  • Two weeks of paid vacation, December break and lieu time for after-hours events.
  • Paid birthday day off and mileage paid at 72 cents per kilometre.

Equal Opportunity

The Muskoka Lakes Chamber of Commerce is an equal opportunity employer and is strongly committed to diversity and inclusion. We thank all applicants for their interest. Only those selected for an interview will be contacted.

TO APPLY, email norah @ Muskoka Lakes Chamber Dot Ca (written out to avoid you know what) with a Cover Letter and CV.