Office Administrator

Please apply by submitting your application through this link: https://airtable.com/appb82R5Dmxn7bH0e/pagGEWpsKntYaifwX/form

About Nexxt Ideas

Nexxt Ideas helps organizations turn complex business challenges into practical software solutions.

We partner with clients to design, build, and launch custom applications, AI-powered tools, operational systems, and digital products that create meaningful business impact. Our clients are often founders, executives, and business leaders who are passionate about improving how their organizations operate, and we're looking for someone who shares that energy and enthusiasm.

The Opportunity

You'll work primarily with our CCO on brand, marketing, content and administrative work, with a smaller stream of administrative work from our COO. Most of your week sits on the administrative sales operations and marketing side; the rest is coordination and document work across operations.

This isn't a role where someone hands you a clean queue. Some of what you're asked to do will be well-defined, some will be half-defined, and some you'll help define. We're looking for someone who has been doing this long enough to tell the difference.

Hours are flexible within a 9-5 MDT day, but we'll agree on predictable windows when you're reachable.

Realistically, your first month or two will involve a lot of absorbing. After that, we want you to be the person who remembers what was decided and speaks up if something doesn't fit.

What You'll Do

With the CCO:

• Reviewing outgoing marketing content (ex. website copy, social posts, campaign material, video) against a requirements checklist before it goes live, and routing anything that misses back with clear notes

With the COO:

• Coordinating contractor onboarding and offboarding
• Following up on outstanding items across the team: estimate status, missing reports, anything waiting on someone
• Keeping files, folders, transcripts and shared drives organized and consistently named across projects

Across both:

• Ad hoc administrative, research and organizational work
• Flagging areas for improvement, and proposing how to fix it
• Owning a living reference document covering what we do, who we serve, and where our brand voice is heading, so anyone can check where things stand without asking for a verbal update
• Organizing and reviewing sales and marketing material
• Calendar, scheduling, and administration support

What We’re Looking For

• 5+ years as an Executive Assistant, Office Administrator, or in a comparable support role.
• Adaptable and quick on your feet, comfortable switching between unrelated parts of the business on the same day.
• A strong memory for detail: who asked for what, when, and how they wanted it done
• Willing to push back. If we ask for something that contradicts what we asked for last month, keep us accountable to our own decisions. That's part of the job.
• Comfortable following up with people until you get an answer, without needing to be asked twice.
• Resourceful before you're stuck. We'd rather you spend ten minutes working it out and then ask a sharp question than wait to be walked through it, and we'd much rather you ask than guess on something that matters.
• An active mind about how the work fits together, not just a fast pair of hands. If you've done a task fifteen times, we expect you to have an opinion on how it should be done on the sixteenth.
• Strong written English and close attention to detail
• Comfortable in Google Workspace (Drive, Docs, Sheets)
• Comfortable with technology generally. You don't need to be technical, but you do need to understand roughly how the pieces of a software business fit together, and pick up new tools without hand-holding.
• AI Adopter. You've worked with various AI tools, understand the advantages and disadvantages and know when to use them to get your work done more efficiently.

Nice to Have

• Exposure to brand style guides, or content and copy review
• Background in software, technology, or a professional services firm
• Located in Calgary, AB

Please apply by submitting your application through this link: https://airtable.com/appb82R5Dmxn7bH0e/pagGEWpsKntYaifwX/form

Pay: $30.00-$34.00 per hour

Expected hours: 20.0 per week

Work Location: Remote