Senior Administrator

About Us

Axxcelus is an advisory firm based in Calgary, Alberta. The firm works with Indigenous communities and governments, industry, and public sector organizations across Western Canada. Its advice covers business performance, governance, commercial partnerships, and community ownership and investment opportunities.

The Role

Axxcelus is hiring for a full-time hybrid Senior Administrator to handle the firm’s administration and coordinate several concurrent client projects. The pace is high, and deadlines on different projects often fall in the same week. Your responsibilities grow as the firm takes on new work.

Two things matter most in this role: accuracy and effective use of AI. Your reports and documents support the advice Axxcelus gives its clients, so every figure has to be right. You use AI tools every day to produce that work in less time, and you help the rest of the team do the same.

Responsibilities, not limited to:

• Coordinate the firm’s active client projects and keep each project’s schedule current in the firm’s project management platform
• Track priorities and deadlines across all projects and follow up on each action item until it’s closed
• Prepare regular status reports for the team and progress reports for clients, and check every figure against its source
• Act as the main point of communication between the project team and the project lead assigned to each client
• Support project assessments, including information gathering and field visits
• Prepare documents and meeting materials, and write meeting summaries that record decisions and action items
• Maintain the firm’s document management system so the team can find the current version of any file.
• Track team expenses by project and prepare the monthly expense submission
• Provide administrative support across projects and coordinate events with external vendors as needed
• Take on other requests as the firm’s needs change

How you use AI

• Draft reports and meeting summaries, then verify the output against the source material before anyone relies on it
• Summarize research and long documents for the project team
• Reduce manual work in routine administration, such as expense tracking and scheduling
• Build shared prompts and templates for recurring work, and show colleagues how to get reliable results from them

What you bring

• 4+ years of experience as a senior administrator, executive assistant, project coordinator, or in a similar role.
• A high standard of accuracy, with the habit of checking your own work before it goes out.
• Experience managing several concurrent projects and competing deadlines at a high pace.
• Flexibility to work outside regular office hours when a project deadline requires it.
• Discretion with confidential information.
• Ability to travel occasionally to project sites in Alberta and British Columbia.

Nice to have

Knowledge of the Indigenous sector in Western Canada is a bonus but not required. Relevant experience includes work with First Nations or other Indigenous communities and organizations.