*We have a startup-style work culture where you will be expected to play a significant role on the team. This is not the right position for you if you are looking for a rigid, traditional workplace where decisions are slow, responsibilities are rare to earn, and every change requires layers of approval.
-
We are looking for an experienced, highly organized Administrative Coordinator who can help keep a growing company coordinated and running smoothly.
You will manage scheduling, email triaging, communication, resource allocation, documentation, and follow-up across different areas of the business. You should be comfortable solving problems, shifting between priorities, and making sure important details do not get missed.
You will work in person from our Victoria, BC office and communicate regularly with clients, employees, subcontractors, and other stakeholders. You will focus on our training division (TrueTraining.ca).
-
WHY THIS OPPORTUNITY IS DIFFERENT
Most administrative roles are built around supporting one person or completing the same routine tasks each day. This role is built around keeping a growing operation coordinated and making sure people, schedules, information, and resources move where they need to.
We've already automated much of its routine coordination work. That means your focus will be on the situations that require judgment, clear communication, problem solving, and reliable follow-through. You will work across scheduling, email triaging, communication, resource allocation, documentation, and other evolving business needs. You will also help identify gaps and improve how administrative work is organized.
This role is built for someone proactive, operationally sharp, and comfortable creating structure while the company continues to grow.
-
THE QUICK SUMMARY
Your goal is to keep the day-to-day operations organized, responsive, and moving forward. Your initial priorities will include:
- Scheduling and coordination
- Email triaging and follow-up
- Subcontractor and client communication
- Resource allocation
- Tracking documents, deadlines, and outstanding tasks
- Resolving issues that require human judgment
Much of our routine coordination is being automated, so 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.
The goal is simple: the team should be able to rely on you to keep important details from being missed and bring each task to either a completed result or a clear next step.
-
WHAT YOU WILL OWN
You will own administrative coordination from the moment a request comes in through assignment, follow-up, and completion. This includes:
- - Monitoring and triaging shared Outlook inboxes and Microsoft Teams messages
- - Determining which requests are urgent, what information is required, and who needs to respond
- - Coordinating classes, meetings, appointments, schedules, and available resource
- - Managing scheduling changes, conflicts, absences, cancellations, and replacements
- - Communicating with government clients, students, instructors, subcontractors, and internal team members
- - Coordinating instructor and student availability and resolving exceptions not handled through automation
- - Tracking assessments, progress reports, attendance sheets, invoices, contracts, and other recurring requirements
- - Following up on missing information, pending decisions, approaching deadlines, and incomplete tasks
- - Maintaining accurate student, instructor, subcontractor, vendor, and client records
- - 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
- - Assisting with employee and subcontractor onboarding
- - Organizing digital files so information is accurate, current, and easy to find
- - Identifying operational problems early and escalating them with a clear summary and recommended next step
- - Improving 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.
-
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
- - Clients, students and instructors receive timely and professional responses
- - Tasks have clear owners, deadlines, and next steps
- - Assessments, progress reports, attendance sheets, invoices, and other recurring documents are requested before they become overdue
- - 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 manageBy 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.-
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 Assistant
- - Operations Assistant
- - Office Administrator
- - Scheduling Coordinator
- - Program Coordinator
- - Client Services Coordinator
- - Project Coordinator
-
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
- - Experience in language training, education, government services, invoicing, or managing a distributed team would be an asset.
- French-English bilingualism would also be preferred but not required.
-
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, coordinating schedules and resources, communicating with clients and subcontractors, tracking documents and deadlines, resolving routine issues, and handling exceptions that are not covered by automation. You will also identify administrative gaps and recommend practical improvements to existing workflows.
By the end of 90 days, shared inboxes should be organized, schedules and records should be accurate, 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.
-
WHAT YOU GET
- - A high trust role with meaningful ownership of day-to-day operations
- - Direct access to leadership and the operations team
- - The opportunity to work across scheduling, communications, resource coordination, subcontractor management, and administration
- - A chance 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
- - The chance to help build a growing Canadian Indigenous-owned company from the inside
-
THE BOTTOM LINE
This role is for someone who wants to become the person to rely on to keep operations moving.
You will be expected to take ownership of requests, schedules, resources, client and subcontractor communication, deadlines, and follow-up, solve issues before they grow, and follow work through to completion.
The right person will create order, prevent important details from being missed, and build the administrative discipline Talos needs to scale.
-
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: $43,795.70-$89,230.00 per year
Benefits:
- Casual dress
- Company events
- Dental care
- Extended health care
- On-site parking
- Vision care
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?
- What is your preferred $ hourly rate or annual salary?
Work Location: In person
