Executive Assistant

Administration & Executive Assistance
Hybrid – Downtown Vancouver, British Columbia, Canada
Posted on August 14, 2023
Very diverse and exciting portfolio of executive assistance and personal assistance work. Great role for a Senior Administrative Assistant who feels very ready to step into an EA position. Located in downtown Vancouver, small and beautiful corporate office.  Read Full Description

Very diverse and exciting portfolio of executive assistance and personal assistance work. Great role for a Senior Administrative Assistant who feels very ready to step into an EA position. Located in downtown Vancouver, small and beautiful corporate office. 

Who- the Company:
A small team of accomplished Vancouver-based investors with very impressive track records have joined forces to create a firm that invests in a diverse portfolio of companies and interests. Over the years their investment portfolio has included publicly-listed companies, companies with market caps of over $200M, and companies that were sold for over $500M, etc.

What- the Opportunity: 
The Principals are very busy with various deals and lots of meetings, and the time has come to hire a fantastic new Executive Assistant! The EA will assist with the day-to-day needs of back-office operations and administration. Responsibilities are very diverse and can evolve with time according to the strengths and passions of the new EA. Here are some of the duties…

  • Providing corporate administration to the Principals, who are all self-sufficient but need additional administrative support. 

  • Booking and calendaring meetings, including juggling various time zones, finding and securing venues, and sending out invites to external parties. 

  • Finalizing documents and presentations, using MS Word, PowerPoint, and Excel.

  • Supporting one of the Principals with personal assistance- mostly “desk-based” PA work such as booking personal appointments, but also some “on the road” PA work as needed (primarily within the downtown core).

  • Travel coordination- domestic and International.

  • Event planning- corporate events, networking events, fun social events!

  • Management of the company email inbox and corporate phone line, including replying to queries from eternal stakeholders.

  • Sorting through receipts and preparing expense reports.

  • Creation, maintenance, and filing of corporate records, documents, contracts, and agreements.

  • Assist with regulatory compliance, such as business license renewals, as well as filing of news releases and insider transactions.

  • Assist with the setup of new bank accounts and corporate credit cards.

  • Special projects and other tasks as needed and assigned by the Principals.

Who- the Candidate:
We are looking for candidates who enjoy diverse work and a role that offers long-term growth and opportunity for learning. This position has exposure to executive assistance, personal assistance, office management, finance, legal, marketing, and both general and public company administration. Qualified individuals for this role will be detail-oriented and will thrive on running efficient processes and will love making the work lives of the Principals run more smoothly. The successful candidate for this job will be someone who enjoys working as part of a close-knit and collaborative team and who can also “put their head down” and focus on getting work done.

  • 3-5 years relevant administration experience, including directly supporting busy senior-level executives.

  • Experience with travel coordination, calendar management, meeting booking, event planning, and expense reports.

  • Experience with personal assistance is preferred, but not required for someone who understands the complex interplay between a busy business leader’s work commitments and personal commitments

  • Experience working in a relevant entrepreneurial organization such as an investment firm, a private equity firm, a venture capital firm, etc., is an asset.

  • Experience working for a public company is an asset.

  • Proficiency with Microsoft Office (Outlook, Excel, Word, etc.).

  • Self-motivated and independent, with the drive to actively seek out new tasks that will add value, rather than a “sit back and wait for the work to come my way approach.  

  • Excellent verbal and written communication and interpersonal skills

Downtown Vancouver, on the boundary of the Financial District and Coal Harbour. The office is well-decorated with great views.  Depending on what is going on at the office and if most/all of the principals are travelling for work, the EA can occasionally work from home.

How Much:
Base salary and total compensation commensurate with experience- please discuss further with SWIM.  The Principals would also like to support the professional development of their new EA.

When & How to Apply: 
This search is moving quickly. Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring Principals. 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' to send us your resume (preferably in MS Word format as it works best with our internal systems). Thank you!

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