Job Description

Job Opportunity:

Executive Assistant & Bookkeeper

Salary Range:

$65,000 - $70,000

Location:

26 Queen Street, Courthouse Building, Niagara-on-the-Lake, ON

Work Schedule

: 9:00 am to 5:00 pm, in-office

About Us:

The Niagara-on-the-Lake Chamber of Commerce and Tourism Niagara-on-the-Lake are two independent organizations dedicated to fostering business success and promoting tourism in the Niagara region. Both organizations are committed to ensuring Niagara-on-the-Lake remains a premier destination for visitors worldwide and a vibrant community for businesses.

Purpose of the Role:

The Niagara-on-the-Lake Chamber of Commerce and Tourism Niagara-on-the-Lake are seeking a highly organized and detail-oriented Executive Assistant & Bookkeeper to support both organizations. This full-time position plays a key role in managing daily operations, supporting executive leadership, coordinating governance responsibilities, and maintaining accurate financial records. This position ensures operational excellence, financial integrity, and compliance, and supports strategic planning through effective management and oversight.

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Key Responsibilities

Administrative Support

Oversee day-to-day administrative functions to ensure efficient office operations. Provide executive assistance to the Executive Director, including scheduling meetings, managing travel arrangements, and preparing materials as requested. Maintain and order office and equipment supplies, and coordinate service or repairs when necessary. Receive, sort, and distribute incoming correspondence and mail. Other duties as requested.

Board and Governance

Act as Recording Secretary to the Board of Directors for both organizations. Coordinate board and committee meetings, including scheduling, agenda preparation, minute-taking, and distribution of meeting packages. Ensure compliance with the Ontario Not-for-Profit Corporations Act (ONCA) and organizational bylaws. Support the preparation and execution of Annual General Meetings, ensuring compliance with legal and procedural requirements, for both organizations.

Financial Management

Maintain complete and accurate financial records for both organizations using QuickBooks Online Process payroll, accounts payable, and accounts receivable. Prepare monthly financial reports, including income statements, balance sheets, P&L statements, and Trial Balances. Manage cash flow and monitor use of the Line of Credit. Manage accurate and up-to-date financial statements as to monitor Chamber of Commerce membership revenue. Support the Executive Director in budget preparation and monitor financial performance against the budget. Prepare monthly bank reconciliation for both organizations Reconcile credit card statements and employee expense reports on a monthly basis. Ensure timely submission of government filings, including HST remittances, T1044 filings, and Public Sector Salary Disclosure reports. Enforce procurement policies and maintain proper documentation. Establish a well-organized filing system Liaise with banking institutions as needed.

Human Resources

Maintain accurate payroll and benefits records; administer employee benefits programs and manage annual renewals. Track and report on employee vacation and sick days. Manage employee onboarding, including preparation of tax forms and employee handbooks. Create job postings, assist in screening, and schedule interviews in collaboration with the Executive Director.

Skills and Qualifications:

Post Secondary Education in Finance, Accounting, Business Administration, or a related field. Proven experience in financial management, accounting, and administration, preferably in a non-profit or membership-based organization. Strong leadership and interpersonal skills. Advanced proficiency (minimum four years of experience) with QuickBooks Online, Microsoft Excel, and knowledge of payroll systems. Comprehensive knowledge of and experience with government and statutory filings, including HST, WSIB, CRA reporting, payroll taxes, Corporate Tax Filing, Excellent communication skills, adept at presenting complex financial information clearly. Ability to manage multiple priorities and meet deadlines. Knowledge of ONCA compliance and nonprofit governance is an asset.

What We Offer:

A dynamic, supportive work environment A chance to play a significant role in driving the success of Tourism in Niagara-on-the-Lake and the Niagara-on-the-Lake Chamber of Commerce Competitive salary and benefits package. On-site parking
Join a dedicated team supporting business and tourism development in beautiful Niagara-on-the-Lake. If you're a motivated professional who thrives in a dynamic, community-oriented environment, we'd love to hear from you.

To apply, please submit your resume and cover letter to careers@niagaraonthelake.com no later than May 20, 2025, at 3:00 pm.

Job Type: Full-time

Pay: $65,000.00-$70,000.00 per year

Benefits:

Dental care Extended health care Life insurance On-site parking Paid time off
Flexible language requirement:

French not required
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 2025-05-20