Office Administrator

4 days ago

Vaughan, Canada Vaughan Chamber of Commerce Full time

Position Summary

Position Responsibilities:
Finance:

- Provide A/R and A/P duties including; processing and entering payments into the CRM, bank deposits, invoice preparation, monthly bank reconciliations, event P&L’s, etc.
- Pay bills and prepare cheques in a timely manner.
- A/R monitoring and follow-up as needed.
- Assist bookkeeper with preparations for audit; submit all required paperwork back to auditor after Financial Statements approved and passed.
- Perform month-end reconciliation each month and submit to bookkeeper
- Condense monthly financial reports before sharing with Board of Directors

Administration:

- Support, organize and attend Board of Directors meetings
- Send out meeting notifications and dates
- Prepare agenda (for approval) prior to meetings
- Prepare meeting minutes after meetings
- Maintain list of current Directors and their tenure with contact information; Keep record of persons serving on board with start and end dates
- Maintain Board records (electronic) of all board meetings
- Coordinate AGM (meeting & event)
- Arrange for all documentation required for AGM - Audit reports; Agenda; Minutes
- Assist Nominations committee with accepting and forwarding all board nominations and answering nominee questions.
- Manage CRM - Atlas to ensure information is up-to-date and accurate. Perform monthly database “audits” to pinpoint areas that require revisions/corrections

H.R. Support:

- Record staff vacation and personal days and report to President & CEO on a regular basis
- Post, screen and interview summer job position applicants
- Manage junior staff members
- Update procedure manuals as needed (Employment Practices Manual and Operational Procedures Manual)

Operations:

- Manage the General Liability and Directors & Officers Insurance policies

Additional Support:

- Act as back-up to set up events in CRM for online registration, enter event registrations and process event payments.
- Support President & CEO with meeting organization, reports etc.

**Position Qualifications**
- Excellent oral, social and written communication
- Attention to detail and accuracy
- Ability to identify problems and issues
- Excellent organizational and problem-solving skills
- Ability to work independently and participate as a team member
- Knowledge of, and ability to use: Quickbooks, MC Trade/Atlas, Excel, & Word
- Ability to meet deadlines (multi-tasking, multiple deadlines)
- Flexibility to work occasional early mornings & evenings.
- Willing to work in office 4 days a week

Additional Information:
Pay: $55,000.00-$65,000.00 per year

Schedule:

- Monday to Friday

Application question(s):

- Are you currently located in Ontario?
- Are you authorized to work in Canada?
- Do you have a Bachelor's Degree?
- Do you have a valid driver's licence?

Work Location: In person

Application deadline: 2025-07-18

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