Office Administrator

Duties and Responsibilities

• Answer incoming telephone calls with a professional and courteous manner. Deal with public and member inquiries and re-direct calls
• Open, date stamp and re-direct paper mail
• Receive and process incoming electronic mail and re-direct appropriately
• Prepare, type, photocopy, file and mail reports, notices and correspondence as
• Maintain paper and computer files in good order, including making computer
• Receive and process cheques for membership dues, certificate applications, Loyalist Gazette subscriptions and merchandise according to established
• Process incoming cheques and invoices and prepare a weekly financial package for the Association
• Prepare a bank deposit on a need to basis and take the deposit to the
• Prepare income tax receipts for all donations to the
• Process incoming certificate application forms according to established procedures and prepare the applications for submission to the National
• Prepare certificates for approved applications, and mail the completed certificates to the appropriate branch
• Maintain the database of paid subscriptions for the Loyalist Gazette and process bulk Gazette orders as required.
• Fill orders for Association merchandise as
• Maintain adequate levels of stationary, supplies, postage stamps and Association regalia to support routine operations of the
• Manage building access cards and office keys as required by the landlord to facilitate access by Association volunteers and employees. Maintain Visitor LogOverview:The Promotional Sales and Administrative Assistant supports the club’s activities by promoting merchandise, events, and membership initiatives while providing general administrative and clerical support. This role helps strengthen the club’s public presence, assists with sales and promotions, and ensures efficient day-to-day operations.Key Responsibilities:

  Promotional & Sales Support:

  Assist with planning and promoting club events, fundraisers, and activities.

  Promote and process sales of club merchandise (online or in person).

  Prepare and maintain promotional materials, displays, and online listings.

  Engage with members and the public to encourage participation and sales.

  Maintain accurate sales and inventory records.

Administrative Support:

Provide general office and clerical assistance (filing, correspondence, scheduling). Respond to member inquiries via email, phone, or social media.

Maintain membership databases, mailing lists, and contact records. Assist in preparing newsletters, reports, and meeting materials.

Support volunteer coordination and event logistics.

Items that may be sold to anyone, regardless of membership status, are handled by the Promotions Committee. Refer any queries for those items to the Committee or to the UELAC Catalogue on the Association web site, www.uelac.ca. Only sale items that require proof of membership or Loyalist ancestry are sold by Dominion Office.

Systems Analyst

The duties of the Systems Analyst are to:

1. Select and arrange for the purchase of computer hardware and software, including virus protection programs;
2. Install computer hardware and software;
3. Maintain computer hardware and software and arrange for any necessary repairs;
4. Provide any necessary hardware, software, media and procedures to allow the Dominion Office Administrator to back up the office computer(s) on a regular basis.; and
5. Provide advice on and assistance with hardware and software issues to the Dominion Office Executive

Qualifications

• Minimum of three years' experience in office
• Significant skills in word processing, spreadsheets, database management, and electronic communication software. ZOOM, MS Teams
• Excellent spoken and written communications
• Excellent ability to organize and prioritize multiple tasks and
• A general knowledge of Loyalist history and genealogy is an

Working Conditions

 The National Office is open on a part-time basis for 18-25 hours per week. The Office Administrator may be required to attend two Saturday Board (Council) meetings per year in a supporting role. These meetings are held in May and October.

This position to start Oct 1st, 2026.

Please forward your resume to: danab@keys.ca

Submission deadline: September 24, 2026