administrative assistant

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. - *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. - *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. - *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. - *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 - *The strongest person for this role will be: Location Victoria , BC Work location On site Salary $ 19.75 to $ 43.00 HOUR hourly Terms of employment Full time Starts as soon as possible vacancies 1 vacancy Source indeed.com #10238839273 Various locations Victoria, BC