JOB POSTINGExecutive Assistant, Member Services & Communications Coordinator
Orillia & District Chamber of Commerce
Location: 575 West Street South, Unit 6, Orillia, Ontario
Hours: 37.5 hours per week
Pay Scale: $20.00-$24.00 per hour, based on experience
Start Date: October 1, 2026
Term: Initial six-month assignment, with the opportunity to transition into a permanent full-time position
Reports to: Executive Director
Help Us Connect, Grow and Promote Orillia's Business Community
The Orillia & District Chamber of Commerce is looking for an energetic, organized and results-oriented professional to join our team as Executive Assistant, Member Services & Communications Coordinator.
This is a diverse position for someone who enjoys working with people, organizing projects and helping make things happen.
The successful candidate will help the Executive Director and Chamber team with the day-to-day operation of the organization while also playing an active role in membership, communications, events and business development.
You will have the opportunity to work directly with business owners, community leaders, government representatives, sponsors, volunteers and Chamber members throughout Orillia & Lake Country.
This is not simply an administrative desk position. We are looking for someone who can move comfortably between executive support, member service, communications, event planning, light bookkeeping and business development.
The Opportunity
The successful candidate will provide direct support to the Executive Director while helping the Chamber grow membership, strengthen member relationships, improve communications and deliver successful events and programs.
The position requires someone who can take direction but also recognize what needs to be done and take initiative.
Some days may involve preparing correspondence and organizing meetings. Other days may involve visiting Chamber members, planning an event, preparing social media content, following up on invoices or sponsorships, helping organize a committee meeting, or attending a networking event.
Variety is a significant part of the position.
Executive Assistant Responsibilities
You will help the Executive Director with the administrative and organizational requirements of running a busy Chamber of Commerce, including:
- Preparing correspondence, letters, reports and presentations.
- Helping organize the Executive Director's priorities, meetings and follow-up items.
- Scheduling and coordinating meetings.
- Preparing meeting materials, agendas and supporting documentation.
- Taking and preparing meeting notes or minutes when required.
- Following up on action items arising from meetings.
- Assisting with Board of Directors and committee communications.
- Maintaining organized electronic and administrative records.
- Helping prepare reports for the Board of Directors.
- Supporting Chamber advocacy initiatives and correspondence.
- Assisting with research and special projects.
- Communicating professionally with government officials, community organizations, businesses and Chamber partners.
- Helping ensure commitments and deadlines are followed through.
- Providing general administrative support to the Executive Director.
Member Services & Business Development
A significant part of this position involves building relationships with Chamber members and prospective members.
Responsibilities include:
- Actively recruit new Chamber members and assist in achieving membership growth targets.
- Contact existing members regularly to strengthen relationships and understand their needs.
- Welcome and onboard new Chamber members.
- Explain Chamber benefits, programs and opportunities.
- Assist with membership renewals and member retention.
- Follow up on outstanding membership accounts.
- Maintain accurate member information in ChamberMaster.
- Visit members and help identify opportunities for Chamber support.
- Promote member-to-member business relationships and referrals.
- Identify businesses that may benefit from Chamber membership.
- Assist with sponsorship, advertising and promotional sales.
- Help develop new revenue opportunities for the Chamber.
- Assist in promoting Chamber benefit programs and services.
Communications & Marketing
The successful candidate will help ensure that members and the broader community understand what the Chamber is doing.
Duties will include:
- Prepare and distribute Chamber newsletters and member communications.
- Create and schedule social media content.
- Promote Chamber members, programs, advocacy initiatives and events.
- Prepare member profiles and business spotlights.
- Assist with photography, short videos and other digital content.
- Maintain website and online information as required.
- Prepare posters, event promotions and basic marketing materials.
- Help communicate Chamber advocacy successes and initiatives.
- Assist with media releases and public communications.
- Maintain consistent and professional Chamber messaging.
Event Planning & Coordination
Events are an important part of the Chamber's role in connecting the business community.
The position will help plan and deliver Chamber events, including:
- Networking breakfasts.
- Business After 5 events.
- Mayor's Breakfast and political events.
- Golf events.
- Business awards and dinners.
- Educational and professional development programs.
- Special events and community initiatives.
- Chamber festivals and Port of Orillia activities where required.
Event responsibilities may include venue coordination, registrations, sponsorship fulfillment, communications, signage, vendor coordination, guest lists, event setup and on-site support.
Some events occur outside normal office hours, so occasional evening or weekend work will be required.
Light Bookkeeping & Financial Administration
The position will also provide light bookkeeping and financial administrative support.
Responsibilities may include:
- Preparing invoices.
- Recording and tracking payments.
- Following up on accounts receivable.
- Processing membership payments.
- Preparing deposits.
- Organizing receipts and financial documentation.
- Assisting with expense tracking.
- Maintaining records required for bookkeeping and accounting.
- Helping reconcile event registrations, sponsorships and other revenue.
- Providing information to the Chamber's bookkeeper/accountant as required.
This position is not intended to replace the Chamber's professional accounting function, but the successful candidate should be comfortable working with numbers and maintaining accurate financial records.
What We Are Looking For
The ideal candidate will be outgoing, professional, organized and comfortable dealing directly with business owners and community leaders.
We are particularly interested in someone who:
- Has excellent written and verbal communication skills.
- Is highly organized and can manage multiple priorities.
- Is comfortable working directly with an Executive Director.
- Can exercise discretion when handling confidential information.
- Is confident speaking with businesses by telephone, email and in person.
- Enjoys meeting new people and building relationships.
- Is comfortable asking for a sale, membership, sponsorship or commitment.
- Has strong customer-service skills.
- Is comfortable using social media and digital technology.
- Has basic bookkeeping and financial administration skills.
- Can plan and organize events.
- Works well independently.
- Takes initiative rather than waiting to be assigned every task.
- Can shift priorities when something unexpected arises.
- Has strong attention to detail.
- Has an interest in business, community development and the Orillia region.
Experience in executive assistance, administration, sales, membership organizations, marketing, communications, bookkeeping, event planning, hospitality, business development or customer service would be considered an asset.
Experience with ChamberMaster, QuickBooks or another CRM/accounting platform would also be an asset; training can be provided.
What Success Looks Like
Success in this position will include:
- Providing dependable and proactive support to the Executive Director.
- Helping the organization remain organized and responsive.
- Growing Chamber membership.
- Improving member retention and engagement.
- Maintaining regular contact with Chamber members.
- Increasing participation in Chamber programs and events.
- Improving communication of Chamber benefits, activities and advocacy.
- Generating sponsorship, advertising and membership revenue.
- Successfully helping plan and deliver Chamber events.
- Maintaining accurate administrative and financial records.
- Ensuring members receive timely and professional customer service.
Compensation & Employment Term
This position will begin October 1, 2026.
The position is:
37.5 hours per week
with a pay range of:
$20.00 to $24.00 per hour, depending on qualifications and experience.
The successful applicant will initially be hired for a six-month assignment.
The Chamber's intention is for the position to have the potential to transition into permanent full-time employment based on organizational requirements, funding, performance and the successful fit of the employee within the organization.
This initial period will allow both the employee and the Chamber to determine whether there is a strong long-term fit.
About the Orillia & District Chamber of Commerce
The Orillia & District Chamber of Commerce is a non-profit business organization representing businesses and organizations throughout Orillia and the surrounding region.
Our role is to connect businesses, advocate on behalf of the business community and create opportunities for businesses to grow and succeed.
The Chamber is involved in membership services, advocacy, networking, business promotion, events and community initiatives.
Our organization also operates the Port of Orillia and a ServiceOntario location, creating an unusually diverse working environment involving business, tourism, events, government services, customer service and community development.
How to Apply
Please submit your resume and a brief cover letter explaining why you believe you would be a good fit for this diverse position.
Allan Lafontaine
Executive Director
Orillia & District Chamber of Commerce
[email protected]
Pay: $20.00-$24.00 per hour
Expected hours: 37.5 per week
Benefits:
Work Location: In person
