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:

- Office upkeep and team morale activities
- Ad-hoc tasks from assigned executive
- Interview coordination for new employees
- Greet staff and external people as the receptionist
- Track documents, deadlines, and outstanding tasks
- Administrative coordination and email communications
- Identifying areas that you can take on responsibilities to assist

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 DO

You will handle day-to-day administrative responsibilities across the company while working directly with one of our executive leaders. Your work will include:

- Office upkeep and cleaning: Maintain a clean, tidy, and presentable office, including reception, meeting rooms, shared workspaces, and kitchen areas. Perform routine cleaning, replenish supplies, prepare meeting spaces, and coordinate maintenance or larger office requirements. You must be a plant lover because there are many plants in the office which you will be responsible for nurturing.
- Emails and communication: Monitor shared Outlook inboxes and Microsoft Teams messages throughout the day. Respond to routine inquiries, identify urgent requests, forward messages to the appropriate people, and follow up on unanswered emails.
- Meetings and action items: Attend internal meetings, record key discussions and decisions, identify action items, and create corresponding tasks in our internal task system. Follow up with team members to ensure those tasks are completed.
- Task assignments and follow-up: Turn instructions received through emails, meetings, or conversations into tasks with clear responsibilities and deadlines. Monitor outstanding tasks, request updates, and escalate delays when necessary.
- Scheduling and calendars: Organize internal meetings, send Outlook and Teams invitations, coordinate schedules, manage calendar changes, and notify affected team members of updates.
- Employee administration: Assist with tracking employee absences, time-off requests, internal schedules, staff information, and other recurring administrative requirements.
- Executive support: Assist your assigned executive with daily administrative needs, including drafting emails on their behalf, organizing information, arranging meetings, researching questions, and following up on their requests.
- Recruitment and onboarding: Assist with preparing Indeed job postings, reviewing applicants and screener responses, scheduling interviews, documenting interview notes, communicating with candidates, and coordinating onboarding requirements.
- Client and subcontractor communication: Respond to routine inquiries from government clients, trainers, subcontractors, and other external contacts. Gather missing information from internal team members, prepare responses, and follow up on unresolved requests.
- Documents and paperwork: Prepare, organize,



and review internal and external documents, including forms, agreements, signatures, and supporting paperwork. Contact the appropriate people to obtain missing or corrected documents.
- Financial administration: Assist with preparing quotes, organizing invoices, tracking purchases and payments, collecting supporting documentation, and following up on discrepancies with the appropriate team members.
- Purchasing and office supplies: Monitor office supplies and equipment needs, research products, compare pricing, place approved orders, and coordinate deliveries.
- Internal records and files: Organize Microsoft 365 files, folders, and internal records so documents are correctly named, updated, stored, and easily accessible to the appropriate people.
- Events and team activities: Assist with organizing staff gatherings, extracurricular activities, internal events, and other company initiatives, including scheduling, bookings, purchases, and communicating arrangements.
- Problems and unexpected requests: Handle routine administrative issues such as missing paperwork, scheduling conflicts, delayed responses, incorrect information, or unclear responsibilities. Determine what can be resolved independently and what needs leadership involvement.
- Improving how work gets done: Identify repetitive administrative tasks, recurring mistakes, or unnecessary manual steps. Suggest improvements and assist with implementing approved changes using Microsoft 365, PMD, AI, and automation tools.

As you become familiar with the company, you will be trusted to handle more requests independently and take responsibility for additional administrative and operational activities.

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.
- The office environment is constantly clean and organized.
- Plants in the office have grown.
- 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 internal problems are identified early and escalated to leadership.
- Repetitive administrative processes continue becoming more organized and trusted.
- Fewer tasks fall through the cracks, and the team spends less time chasing updates.
- Team morale has increased because of the help you offer and environment you upkeep.
- You can clearly explain the status, next step, and responsible person for any task you manage.

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YOU ARE:

- Highly organized and able to manage several priorities without losing track of details.
- Experienced in administrative, receptionist, or office management work.
- Clear, professional,



and personable in written communication.
- Comfortable communicating with clients, instructors, subcontractors, and internal team members.
- Proactive about following up and bringing tasks to completion.
- Comfortable receiving ad-hoc tasks, sometimes outside of scope.
- 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.
- 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 by managing the office environment, ensuring it's cleaned and organized every morning and end of day, so that the team can focus on their work. You will then be involved in employee administrations, including recruitment and coordinating interviews.

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
The right person will nurture the people, plants, and place.

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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. Come chat for an interview at the office to learn more.

Talos is a Canadian company headquartered in Victoria, BC, serving government clients in 3 primary pillars: (1) virtual training, (2) technology/IT solutions, (3) recruitment. TalosTech.ca and TrueTraining.ca.

Pay: $25.55-$49.78 per hour

Expected hours: 40.0 per week

Benefits:

- Company events
- Dental care
- Discounted or free food
- Extended health care
- Flexible schedule
- On-site parking
- Vision care

Application question(s):

- Do you understand this position is IN-PERSON in Victoria BC?
- What are 2 responsibilities that you could confidently take on in your 1st month?
- What are 2 important things to you, that you are looking for in your new job?
- What is your preferred $ hourly rate or annual salary?

Work Location: In person

📌 Administrative Assistant / Office Manager (Victoria)
🏢 TrueTraining / Talos
📍 Victoria