Find Admin & Executive Assistant Jobs In Vancouver

HYBRID / REMOTE PRIMARY. Preference for candidates based in Greater Vancouver Area who can easily get to Vancouver office as needed for meetings, but candidates living elsewhere in BC will also be considered. Experience with Board relations is crucial in this role, as is experience providing executive assistance to a senior leader- ideally in an NPO setting. Excellent work life balance and very generous amount of paid time off!
 

Who- the Company: 

Our client is a reputable not-for-profit organization (NPO) doing exceptionally important work for the people of British Columbia.  The organization has an inspiring vision and is based on values of integrity, collaboration, mutual respect, resilience, etc. They have employees working from the Vancouver office as well as working from home in various cities across BC. Employees of this NPO get to do very meaningful work while also getting great work/life balance and work/life integration!  If you are a well-rounded Administrative professional with experience doing Board relations work, this could be the place for you!
 

What- the Role:

Our client seeking a new Executive Assistant, Board & CEO. As the title suggests, the new EA will be directly supporting the Board of Directors and the CEO, as well as various Committees that meet on a quarterly basis.
The new EA will….

• Facilitate strong organizational governance by supporting Board of Director operations and communication.
• Manage Board of Directors and Committee operations and logistics, including developing annual plans, setting agendas, coordinating meetings, preparing materials and presentations, taking meeting minutes, and summarizing and then following-up on action items.
• Support the onboarding of new Directors on the Board, as well as the Board nomination and election process.
• Provide administrative assistance to the CEO including calendar management, document preparation, travel coordination,
• Maintain compliance with regulatory and accreditation requirements, ensuring all governance documents and filings are up to date.
• Support strategic initiatives and special projects as needed, contributing to the achievement of organizational objectives.

The EA will be using Microsoft Office Suite (Outlook, PowerPoint, Excel, Teams, etc.), as well as a few other systems and software. Please note this is a contract role to start- SWIM can provide more insight into contract length and terms.
SWIM will provide interested candidates with a thorough job description.
 

Who- the Candidate:

We are looking for an individual with at least 5 years of relevant administrative experience. All candidates MUST have experience with Board of Directors relations and Board of Directors communication. Experience working for a Canadian not-for-profit organization (NPO) with a volunteer Board of Directors is highly preferred, but not required. We are looking for a new EA who has values that align well with this organization.
Qualified candidates with excellent written, verbal, and non-verbal communication skills, as this EA will interact with a variety of internal and external stakeholders. The finalist for this role will be someone who is collaborative, proactive, self-motivated, confident yet humble, professional, empathetic, detail oriented, and organized, with a high level of EQ.
 

How Much:

Given this role is with an NPO, the salary is understandably lower than the average in the corporate sector. For now, the salary range is set at $64,500 to $70,500. Please do take into consideration the amazing work/life balance and paid time off! The EA will work a “9-day fortnight” meaning that every second week they can take the Friday off. Workdays are under 8 hours, even with this amazing 9-day fortnight schedule. The EA will also get the equivalent of 4 weeks’ paid vacation plus a couple personal days. Additionally, the EA will receive strong health benefits and a health care spending account (all pro-rated based on contract term). Another big perk is that the EA will not have to commute often to the Vancouver office, meaning significant time and cash savings.
 

Where:

HYBRID / REMOTE PRIMARY. Candidates must be a resident of British Columbia.  The organization is based in Vancouver, close to rapid transit. Ideally the EA would work from the Vancouver office 1 to 3 days/week, or whenever the CEO is working at the office. That said, we are also open to candidates who live outside of Greater Vancouver who can only get to Vancouver once a month or even just once a quarter. Please note that the further from Vancouver the candidate is, the more on-point their experience will need to be.
 

When & How to Apply: 

This search is moving VERY quickly, so please do not hesitate to apply if you are interested in hearing more. Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY’ to send us your resume (preferably in MS Word format as it works best with our internal systems but PDF is also fine). Thank you!

Organized. Strategic. Tech-Obsessed. If this sound like you, this could be a perfect match! A unique Executive Assistant opportunity directly supporting a busy President & CEO of a Canadian retail company.

Who - the Company:

A highly admired, reputable business with an impressive history. Our client, a proudly Canadian retail company serving both consumer and trade customers. Built on a customer-centric model, people come first - our customers and our team. Here, your ideas matter, your hard work is noticed, and your career can grow with a company that’s going places. Join us and discover a role that’s rewarding, challenging, and inspires you to do your best work.

What - the Role:

As Executive Assistant to the President & CEO, you will play a pivotal role in ensuring the smooth running of a busy Executive’s day. Duties will include but will not be limited to; calendar management, meeting coordination, representation of the President & CEO in communication, email management, complex travel coordination (domestic and international), meeting preparations including invitations, agendas, technical requirements and meeting minutes, report, presentation and document creation, organization and preparation of Advisory Board meetings and providing administrative support to the Chair and Advisory Board as needed.
SWIM is happy to provide a detailed job description to interested candidates.

Who - the Candidate:

We are seeking an exceptional Executive Assistant to support the busy President & CEO. You are a multitasker who thrives in a fast-paced environment and enjoys to keep things running smoothly.
You are highly organized and skilled at managing complex schedules, travel coordination and calendars. You can see around corners, anticipating needs, problem solving and have exemplary communication skills.
A tech savvy individual, who enjoys learning and utilizing the latest software to manage their day and workload. The role requires a minimum 5 years of relevant Executive Assistant experience gained from a similar position and environment, ideally supporting a Founder or President & CEO. The incumbent must also have the ability to build and maintain strong relationships, be comfortable with changing priorities, manage multiple tasks and meet deadlines under pressure.

Where:

Downtown Vancouver. This is an in-office role. Transit friendly location with an excellent company culture and environment.

How Much:

Competitive salary in the range of $80,000 - $100,000 dependent on experience, along with excellent benefits, vacation, wellness days, RRSP and other generous rewards.

When & How to Apply:

This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.

Part-time 30 hours a week (i.e. 75%), with flexibility on work schedule. Downtown Vancouver office. Fantastic opportunity for a well-rounded and adaptable administrative professional who is seeking a diverse, fulfilling, and permanent part-time job with a friendly, close-knit team. Working for a very stable, successful, and extremely reputable family-owned multi-entity company! Responsibilities include scheduling, travel coordination, office management, filing, occasional event planning, basic tech support, etc. Directly supporting 3 senior leaders. 
 

Who- the Company:

Our client is a highly admired, reputable, and respected family office with a long history and very successful business operations.
 

What- the Role:

Swim Recruiting is seeking a Senior Office Administrator for this great organization. The company has a very stable team with low attrition, so it’s rare for them to be hiring. 
The new employee will be directly supporting the President, the Director of Finance, and the Executive Director. The new Senior  Office Administrator will have a variety of routine weekly/monthly/quarterly/yearly tasks, as well as ad hoc tasks. This role has a mix of Executive Assistant tasks, Office Manager tasks, and General Administrative Assistant tasks. 
Responsibilities will vary and evolve over the years, and will include the following-

• Travel Coordination- Plan domestic and international, business and personal travel for the President, including booking flights, transportation, accommodation, etc.
• Scheduling & Calendar Maintenance- Manage the President’s calendar in an organized manner with thought given to timing and location. Aid with meeting scheduling for Executive Director and Director of Finance. Manage the booking calendar for the Boardroom.
• Office Management- Create a welcoming, well-run, clean, safe, and organized office environment for all employees in the office. Liaise with external service providers on equipment repairs, order inventory and supplies, communicate with property management on any issues in the office, prepare the Boardroom for meetings, clean and stock the office kitchen, select and order in-office catering, etc.
• File Maintenance- Physical and digital filing for the business, including creating new/improving upon existing filing systems, organizing documents by category and relevance, preparing file binders, etc.
• Tech Support- Help the President and others with occasional tech-related needs, such as setting up a new electronic device, helping with a computer issue, installing a new software, setting up AV equipment for an important meeting, etc. Working in a PC and Microsoft environment.
• Invoicing & Reconciliation- Support the Senior Accountant with office expense reconciliation, credit card reconciliations, and paying bills as needed. 
• Ad hoc Projects and Errands- Run the occasional errand (mostly within walking distance of office), review and renew the President’s various subscriptions and memberships, plan the occasional social event for the office, etc.

Our client is a small yet mighty organization, and everyone there wears many hats. There is no room for “that’s not in my job description” attitude- everyone pitches in and helps out where the can. 
This position offers an excellent opportunity for an experienced professional with strong administrative and organizational skills to contribute to a well-run and diversified executive office.  This is a stable and long-term career opportunity!
 

Who- the Candidate:

We are seeking a Senior Office Administrator who has relevant work experience and skills, of course, but also has the personality to mesh well with the collaborative and humble team. Friendly and effective communication skills are key, as is an approachable and down-to-earth style. Candidates will ideally have previous experience with another small yet complex privately-held company- ideally a family office.  Being self-motivated with the ability to work under minimal supervision is also key. We are looking for someone who is happy to seek out tasks and projects, and who is very proactive and resourceful. The ideal person for this role will be able to “look around corners” to figure ways to help out the team and the company.

What- the Knowledge, Skills, & Experience

• At least 5 years relevant and progressive experience in office administration, with a mix of EA tasks, office management tasks, and general administration tasks. 
• Experience directly supporting an executive is preferred.
• Relevant post-secondary education is preferred. 
• Tech savvy, with ability to troubleshoot technology and computer issues that crop up.
• Strong knowledge of Microsoft Office Suite, including Outlook, Word, Teams, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• We’re looking for all sorts of great soft skills in this new Senior Office Administrator! The list includes… detail oriented, organized, patient, resourceful, friendly, humble, mature, easy going, upbeat, proactive, professional, adaptable, loyal, and trustworthy.

Where & When:

Fully in-office role. This organization is headquartered in the heart of downtown Vancouver corporate office, just a short walk away from a SkyTrain station and plenty of amenities.

This is a permanent part-time role and the Administrator will work 30-hours a week, i.e. a 75% work schedule. The hiring executives are flexible on the Administrator’s schedule…it could be 6 hours a day x 5 days a week, it could be 7.5 hours a day x 4 days a week, etc. This is a fantastic role for someone who is seeking a flexible reduced schedule for family reasons or other personal reasons!
 

How Much:

The company will provide their new Senior Office Administrator with a fair base salary, commensurate with administrative experience, skills, and education- $58,000 to $88,000. The salary range is very wide as the company is open minded to a variety of work experience and qualification levels (5 years, 20 years, etc.). Please note that this salary will be pro-rated according to the schedule- for example, a $70,000 annualized salary would be pro-rated to $52,500 (75% of $70,000). The package also includes equivalent to 6% vacation pay (i.e. 3 weeks annualized), health & dental benefits, paid monthly cellphone, and a small discretionary annual bonus.
 

How to Apply: 

Swim Recruiting has been engaged exclusively on this unique search and we will be representing short-listed candidates directly to the hiring team for consideration. If you are interested in this fantastic part-time administrative opportunity with a reputable and very well-established family office, please let us know today and we can discuss further! If you already have a Recruiter at SWIM, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY’ to send us your resume. Thank you!
 

Who - the Company:

Our client, a boutique firm offering investments, insurance and GICs through its group of companies.  

What - the Role:

Part time Administrative Assistant – 30 hour work week. As Administrative Assistant, you will work collaboratively and under the supervision of the Financial Advisor and Licensed Assistant. You will be responsible for a wide range of administrative tasks ensuring an excellent client experience.  
Administrative duties will include but not be limited to booking client meetings, managing documents, files and client database, newsletter creation and send outs, payroll twice monthly, coordinating travel, report generation, client communication, management of office inventory, credit checking, and various ad-hoc project work.  

Who - the Candidate:

An Administrative expert. We are looking for a candidate who thoroughly enjoys administrative tasks, ensuring the smooth running of the office and book of business. You are a self-starter with intuition and curiosity, a problem solver and highly organized individual with exemplary communication skills. You have meticulous attention to detail, excellent customer service skills and a can-do attitude.  
The role requires 2+ years working experience in administration, ideally derived from a similar environment.
 

Where:

Downtown Vancouver. This is an in-office role. Transit friendly location.
  
 

How Much:

Salary will be commensurate with experience and is adjusted to reflect the 30 hour work week, in the range of $42,000 - $45,000 along with 3 weeks vacation and a health spending account post 6 months of employment.  
 

When & How to Apply:

This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.