Administrative Assistant to the Secretary-Treasurer #8943
West Niagara Agricultural Society
The Administrative Assistant provides integral support to the Secretary-Treasurer to assist in the planning and execution of the West Niagara Fair. This role is well-suited for an organized and detail-oriented individual who enjoys a variety of tasks, from office administration to event coordination. Working closely with the Secretary-Treasurer, the Assistant ensures the efficient day-to-day operations of the Society and delivers helpful support to our volunteer teams and community partners.
Reporting Structure:
This position provides direct support to and reports to the Secretary Treasurer for all daily tasks, project assignments, and performance feedback. The Secretary-Treasurer serves as the primary contact for workload prioritization and strategic alignment. In the Secretary-Treasurer’s absence, the Employee shall report to the President.
Additional
Key Responsibilities:
Fair and Event Support:
• Provide significant administrative support for the planning and organization of the annual Fair and other WNAS events.
• Assist with the recruitment and onboarding of volunteers.
• Assist with the scheduling and coordination of various aspects of the Fair.
• Assist in the sale of Fair passes and collection of fees, including record-keeping.
• Provide on-site support during the Fair, assisting with volunteer and guest support.
• Assist with post-fair administrative tasks.
• Coordinate and staff WNAS booth at local markets and other community events to promote the Fair and WNAS initiatives.
General Administrative Support:
• Provide general office support, including answering phones, managing mail, and ordering supplies.
• Provide support for other projects and initiatives as needed, including committee projects.
• Maintain confidential information with discretion.
• Liaise with members, renters, vendors, the public, and especially volunteers in a professional and courteous manner.
Skills & Experience:
Key Skills:
• Event Coordination – Expertise in planning logistics, scheduling, and on-site event execution.
• Volunteer Management – Skilled in recruiting, onboarding, and directing volunteers.
• Digital Proficiency – Proficient in managing professional email correspondence, collaborating via Google Docs/Drive/Calendar, and creating promotional materials in Canva.
• Financial Administration – Experience in processing payments, managing sales records, and handling fee collections accurately.
• Community Relations – Exceptional interpersonal skills for liaising with vendors, members, and the general public.
Experience Profile:
• Administrative Support – Proven background providing direct support to management or executive leadership.
• Event Logistics – Previous experience in the planning and on-site delivery of festivals, fairs or community programs.
• Operational Adaptability – Demonstrated ability to manage high-volume workloads and shifting priorities during peak event seasons.
Certifications & Requirements:
• Driver’s License – A valid G-class license (or equivalent) is required for operating vehicles and moving equipment across the property.
• Health & Safety – Knowledge of Ontario Occupational Health and Safety Act (OHSA)
standards; First Aid/CPR certification is considered a strong asset.
• Flexible Availability – Willingness to work flexible hours, including weekends and evenings, during the peak season of the West Niagara Fair and during significant venue rental periods.
