We are looking for a highly organized Administrative Assistant / Office Manager who can work directly with leadership to help keep a growing company coordinated and running smoothly.
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THE QUICK SUMMARY
Your goal is to keep the day-to-day operations organized, responsive, and moving forward. Your initial priorities will include:
- Email triage and follow-up
- Subcontractor and client communication
- Internal coordination and meeting minutes
- Office upkeep and cleaning duties
- Tracking documents, deadlines, and outstanding tasks
- Resolving issues that require human judgment
Your focus will be on the work that requires problem solving, clear communication, and personal attention. You will help determine what needs attention, who needs to be involved, what information is missing, and what must happen next. This role is built for someone proactive, operationally sharp, and comfortable creating structure while the company continues to grow.
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WHAT YOU WILL OWN
You will own administrative coordination from the moment a request comes in through assignment, follow-up, and completion. This includes:
- Monitore and triage shared Outlook inboxes and Microsoft Teams messages.
- Determining which requests are urgent, what information is required, and who needs to respond.
- Assist leadership in recruitment and interviews for new internal positions.
- Manage internal schedules, absences, time-off, purchases, and extracurricular events.
- Communicate with government clients, subcontractors, and internal team members.
- Digitally organize a variety of internal and external documents and records.
- Follow up on missing information, pending decisions, approaching deadlines, and incomplete tasks.
- Preparing meeting agendas, recording important notes, and tracking action items.
- Gathering information from internal team members so external requests can be answered accurately.
- Supporting quotes, invoices, subcontractor payments, and related administrative documentation.
- Assist with with employee and subcontractor recruitment, interviews, and onboarding.
- Identify operational problems early and escalating them with a clear summary and recommended next step.
- Improve administrative workflows using Microsoft 365, automation, AI, and other internal systems.
You are expected to understand what needs to happen, who is responsible, when it is due, and whether it has actually been completed. You will be expected to assist one of the main leadership members alongside your duties.
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WHAT SUCCESS LOOKS LIKE
- Shared inboxes and Microsoft Teams messages are consistently monitored and organized.
- Requests are acknowledged, assigned, answered, or followed up on promptly.
- Schedule changes are communicated clearly to everyone affected.
- Tasks have clear owners, deadlines, and next steps.
- Records and digital files remain accurate, current, and easy to find.
- Missing information is identified and collected without repeated direction.
- Potential problems are identified early and escalated with the relevant context.
- Exceptions not handled by automation are resolved efficiently.
- Repetitive administrative processes continue becoming more organized and automated.
- Fewer tasks fall through the cracks, and the team spends less time chasing updates.
- You can clearly explain the status, next step, and responsible person for any task you manage.
- By the time you are performing well, leadership and the operations team should be able to ask, “Is this being handled?” and trust that you will provide a clear answer and follow it through to completion.
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WHO WILL DO WELL HERE
This role is built for someone who has already managed busy administrative workflows and wants more ownership. You may have experience as an:
- Administrative Coordinator
- Operations Assistant
- Office Administrator
- Scheduling Coordinator
- Program Coordinator
- Client Services Coordinator
- Project Coordinator
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The strongest person for this role will be:
- Highly organized and able to manage several priorities without losing track of details.
- Experienced in administrative or operational work.
- Clear, professional, and personable in written communication.
- Strong at email triaging, scheduling, documentation, and follow-up.
- Comfortable communicating with clients, instructors, subcontractors, and internal team members.
- Able to determine what is urgent, what information is missing, and who needs to be involved.
- Proactive about following up and bringing tasks to completion.
- Comfortable handling schedule changes, conflicts, absences, and unexpected issues.
- Strong with Microsoft Outlook, Teams, calendars, shared files, and other Microsoft 365 tools.
- Interested in using AI and automation to make administrative work more efficient.
- Careful with records, deadlines, invoices, and confidential information.
- Comfortable switching between communication, coordination, documentation, and problem solving.
- Reliable, accountable, and serious about the quality of their work.
- Comfortable working in person within a startup-style environment.
- Able to work an earlier schedule to support clients operating in Eastern Time.
- Unique personality who is ambitious to grow in their career.
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SHORT TERM EXPECTATIONS
During your first 90 days, you will learn our services, clients, internal teams, communication style, scheduling processes, administrative systems, and recurring operational cycles. You will become familiar with Microsoft Outlook, Teams, shared files, existing automations, and the different requests that move through the business.
You will begin managing inboxes, maintaining the office environment to a clean high standard, attend meetings and create tasks that were actioned from those meetings, resolving routine issues from your assigned executive, and proactively identifying areas that you can take on.
By the end of 90 days, shared inboxes should be organized and emailed swiftly, tasks should be routinely created by you and delegated to others, recurring requirements should be tracked proactively, and important tasks should have clear owners and next steps. The operations team should be able to rely on you to identify what needs attention, coordinate the right people, and follow work through to completion.
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WHAT YOU GET
- High trust role with meaningful ownership of day-to-day operations.
- Direct access to executive leadership that founded the company.
- Play a role to improve the systems and workflows used across the company.
- Practical exposure to AI, automation, and modern administrative tools.
- The ability to shape the role around your strengths as the company grows.
- A fast moving team where strong work and reliable follow-through are noticed quickly.
- Opportunities to take on greater operational responsibility over time, alongside fast compensation reviews.
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THE BOTTOM LINE
This role is for someone who wants to become the person to rely on to keep operations moving.
The right person will create order, prevent important details from being missed, and build the administrative discipline needed to scale.
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ABOUT US
We exist to strengthen the people and systems that shape a country. Our team is unique, ambitious, and energetic. People here solve problems quickly, take ownership, and care about building something meaningful.
Talos is a Canadian company headquartered in Victoria, BC, serving government clients in 3 primary pillars: (1) virtual training, (2) technology solutions, (3) recruitment and headhunting. You will be primarily involved in systems related to the training pillar: TrueTraining.ca.
Pay: $19.75-$31.00 per hour
Benefits:
- Casual dress
- Dental care
- Extended health care
- On-site parking
Application question(s):
- Do you understand this position is IN-PERSON in Victoria BC?
- What is 1 thing that makes you unique?
- What 2 things could you confidently do in your 1st month that would deliver value in this position?
- How do you feel about wearing different hats / taking on different types of positions in a company?
- Using ONLY 1 WORD, how would you describe your tech skills?
- Imagine you are attending an internal team meeting amongst 5 people, where they discuss new tasks that need to be completed before the end of the month. How do you ensure that these tasks are properly recorded and assigned to the right people?
- What is your preferred $ hourly rate or annual salary?
Work Location: In person
