SWIM employs many of Vancouver’s top Recruiters specialized in Administrative searches.
For over 14 years, we’ve helped qualified administrative professionals find an excellent match with some of Vancouver’s best employers. We are particularly well-known for our ability to make successful placements of Executive Assistants, a recruitment niche that is so much more about a subjective personality fit than resume-to-job-description matching. Scroll down to see all the EA & Administrative opportunities we’re currently working on- permanent roles, contract roles, and contract-to-permanent. Please review and send us a resume for any roles where are qualified and the company sounds like a fit for you. If you’re indeed a match, we’ll be sure to reach out soon. Thank you!
Successful real estate finance and investment services firm with a great corporate culture! The team is fun-loving, tight-knit, friendly, and collaborative. SWIM has placed 9 people at this firm over the years with very positive feedback. We are looking for an Investment Services Specialist who wants to do good work for good people, and to grow over the years with a stable, successful, and reputable Canadian organization. Candidates must have relevant work experience in an investment services / wealth management firm.
Read Full Description
Successful real estate finance and investment services firm with a great corporate culture! The team is fun-loving, tight-knit, friendly, and collaborative. SWIM has placed 9 people at this firm over the years with very positive feedback. We are looking for an Investment Services Specialist who wants to do good work for good people, and to grow over the years with a stable, successful, and reputable Canadian organization. Candidates must have relevant work experience in an investment services / wealth management firm.
Who- the Company:
A very stable and successful real estate finance company (property management, mortgages, real estate investments, etc.) that has been around for over 20 years. Approximately 25 people work at the company. SWIM has placed several people at this firm with very positive feedback.
What- the Role:
Our client is seeking a new Specialist to join their Investment Services team. Responsibilities are very diverse and include processing account transactions, making account changes, setting up new accounts, preparing documents, liaising with transfer agents, communicating with investors (mostly over phone and email, occasionally in-person), responding to questions from investors, distributing statements, etc. Processing plan transactions and accounting transactions, including share purchases, share redemptions, share transfers, account changes, contributions, withdrawals, share purchases and redemptions, transfers in & out, RRSP to RRIF conversions, quarterly DRIP and cash dividends, etc. SWIM will provide interested candidates with a thorough job description.
Who- the Candidate:
Qualified candidates will have ~2 years of relevant experience working in an investment services / wealth management firm.We are seeking someone who is adaptable, friendly, and who enjoys variety in their administrative work.
4+ years relevant work experience, including 18+ months working in administration in a relevant investment services / wealth management firm, or at a bank on the investment side of the business
Relevant post-secondary education highly preferred, but not required
Advanced proficiency in Excel, Outlook, and Word
Detail-oriented, accurate, efficient, and organized
Ability to multi-task in a fast-paced work environment
Systems:
Proficient in Excel.
Experience using any of the following is beneficial but not required as training will be provided: Exempt Edge, Issuer Edge, RPM, SEDAR+, QuickBooks, and Mortgage Automator
Why:
This is a diverse administrative role that will enable you to work for an interesting, stable, and reputable organization. Great opportunity to touch upon a variety of responsibilities and to really feel part of a tight-knit and friendly team. Opportunity for long-term growth and to take on more and more complex responsibilities over the years.
Where:
Downtown Vancouver, BC in a beautiful corporate office. Very transit-accessible. A BIG perk is that the company buys lunch for all employees every day- yum yum!
How Much:
Base salary is commensurate with experience- the full range is $54,000 to $70,000, but please note that to get to the high end of the range candidates will have to have several years of very relevant work experience. Please discuss your total compensation expectations with SWIM. Plus: health/dental/vision/paramedical benefits, paid vacation and a few bonus days off around Christmas, professional development support, etc.
When & How to Apply:
If you are qualified for, and interested in, this administrative opportunity with a well-established and reputable company, please do not delay in applying as this search is moving quickly! If you already have a Recruiter at SWIM, please reach out to that Consultant directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!
Our client is seeking a well-rounded senior finance leader who is passionate about supporting impactful health research. As the Director of Finance, you will play a critical role in overseeing financial operations within a dynamic, reputable not-for-profit organization known for its support of cutting-edge health research. You will contribute to the organizations mission by ensuring sound financial management and providing strategic financial insights that will support future growth.
Read Full Description
Our client is seeking a well-rounded senior finance leader who is passionate about supporting impactful health research. As the Director of Finance, you will play a critical role in overseeing financial operations within a dynamic, reputable not-for-profit organization known for its support of cutting-edge health research. You will contribute to the organizations mission by ensuring sound financial management and providing strategic financial insights that will support future growth.
Who- the Companies:
This organization is widely respected for funding and advancing world-class health research. With significant, long-term funding secured, the organization is poised for exciting growth, with plans to hire additional team members and expand its impact across Canada. This is a workplace you can feel proud to contribute to, knowing that you’re supporting vital advancements in healthcare and scientific research.
What- the Role:
Our client is seeking a new Director of Finance to lead and support the financial operations of their Canada-wide team, administering vital initiatives and projects. As a key member of the senior team, you will be instrumental in maintaining financial stability and providing strategic oversight as the organization continues to grow nationally. Reporting to the CFO, the successful candidate will manage diverse financial and operational responsibilities, including budgeting, forecasting, reporting, and ensuring compliance. This role requires someone proactive, detail-oriented, and driven by the challenge of supporting a dynamic organization while helping to shape its financial strategy and effectiveness. Key responsibilities and accountabilities will include: Accounting Operations:
Lead the Accounting Coordinator in full-cycle accounting, including AP/AR, quarterly grant disbursements, remittances, and reconciliations using Sage Intacct.
Prepare period-end journal entries, allocations, and payroll entries.
Manage cash flow forecasts, ensuring timely receipt and processing of funding.
Lead the budgeting process in collaboration with various departments
Oversee compliance with GST, T3010 Charity Return, Health Tax, WorkSafe, and other payroll/statutory filings.
Ensure adherence to Canadian Accounting Standards for Not-for-Profit Organizations (ASNPO) and external funder guidelines.
Prepare budget variance reports and financial analyses for senior leadership.
Financial Reporting & Management:
Prepare quarterly financial statements and reports for the Finance and Audit Committee/Board.
Lead the annual audit process, including external grant audits.
Develop multi-year budgets, forecasts, and financial models in collaboration with departments.
Ensure timely submission of financial reports to the CFO, President, and Board.
Reconcile research grant finances and track remaining balances.
Maintain internal financial policies and mentor finance staff.
Internal Support & External Stakeholder Communication:
Lead payroll processing with HR and ensure accuracy in pension/benefit plans.
Act as the primary liaison with the external IT provider and manage IT purchases.
Review and approve travel/event agreements with the Administrative Coordinator.
Provide financial education and guidance to external stakeholders.
Additional Responsibilities:
Assist with ad-hoc projects and executive team requests.
Who- the Candidate:
We are seeking a seasoned finance professional with strong leadership and organizational skills to step into the role of Director of Finance.
Bachelor’s degree in finance, Accounting, or a related field; CPA designation is strongly preferred.
Minimum 7-10 years of progressive experience in finance, with experience in not-for-profit or public sector organizations highly desirable.
Strong background in financial reporting, budgeting, forecasting, and internal controls.
Experience working within multi-departmental teams and a collaborative work environment.
Excellent analytical, communication, and interpersonal skills, with the ability to work across diverse teams.
High level of proficiency in financial software and Microsoft Office, especially Excel.
Our client is in an exciting period of growth and transformation, and they’re looking for someone who thrives in a dynamic environment and enjoys wearing many hats. The ideal candidate will have an adaptable, proactive attitude, with a proven track record in financial operations, compliance, and strategic planning. Key qualifications include extensive experience in budgeting, forecasting, financial reporting, and audit coordination. Strong skills in Microsoft Office, particularly Excel, and familiarity with financial software are essential. Note: Candidates must be fully vaccinated against COVID-19.
Where:
Vancouver outside of Downtown. The Director of Finance will work from the office ~2-3 days a week (please discuss hybrid schedule options with SWIM).
How Much:
Base salary commensurate with experience and skills in the range of $105,000 - $112,000 - please discuss with SWIM. Additionally, this organization provides strong health & dental benefits and 4 weeks’ vacation.
When & How to Apply:
Swim Recruiting is presenting shortlisted candidate profiles directly to the hiring team for review. There will be a 3-step interview process. Please do not hesitate to apply if you are qualified, interested, and would like to discuss further! The confidentiality of currently employed candidates will be highly respected by SWIM and by our client. If you already have a Recruiter at SWIM, please reach out to them directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you!
Our client is seeking a well-rounded Executive Assistant who will play a vital role in providing efficient, organized, and proactive administrative support to the President of this reputable organization. This individual will be instrumental in ensuring smooth operations across both business and personal matters, contributing to the overall effectiveness of the executive leadership team. The ideal candidate will be highly resourceful, adaptable, and able to handle a wide range of responsibilities with precision and professionalism.
Read Full Description
Our client is seeking a well-rounded Executive Assistant who will play a vital role in providing efficient, organized, and proactive administrative support to the President of this reputable organization. This individual will be instrumental in ensuring smooth operations across both business and personal matters, contributing to the overall effectiveness of the executive leadership team. The ideal candidate will be highly resourceful, adaptable, and able to handle a wide range of responsibilities with precision and professionalism.
Who- the Companies:
The company in question began as a family-owned operation and has since expanded to become a recognized leader in its industry. The business is known for fostering a close-knit, supportive environment where employees are valued as part of the team. With a modest-sized office in Richmond, the company typically operates with a small group of professionals, making this role perfect for someone who thrives in a focused, low-traffic setting and enjoys working in a quieter, highly productive atmosphere.
What- the Role:
Our client is seeking a new Executive Assistant to support the President of the company. We are seeking an adaptable and highly efficient Executive Assistant to provide multifaceted support to the President of a dynamic company. This individual will be at the center of both the business and personal spheres of the President’s life, ensuring operations run smoothly in a fast-paced, ever-changing environment. You will be relied upon to manage everything from day-to-day administrative tasks to complex travel arrangements and confidential business matters, all while maintaining a high level of professionalism and discretion.
Key responsibilities and accountabilities will include:
Executive and Personal Support: Provide comprehensive administrative assistance, managing the President's calendar, drafting correspondence, and organizing personal projects.
Expense Management: Oversee and prepare the President's expense reports, ensuring accuracy and timeliness.
Report and Presentation Support: Assist with the preparation of key business documents, including drafting reports, presentations, and meeting agendas.
Scheduling and Appointments: Manage and coordinate a busy calendar, ensuring appointments, meetings, and events are efficiently scheduled.
Travel Coordination: Handle intricate travel logistics, including flight bookings, hotel accommodations, and transportation arrangements, along with any special requests the President may have.
Confidential Correspondence: Ensure sensitive communications are handled with the utmost discretion, maintaining confidentiality.
Event and Trip Logistics: Plan and organize business-related events, conferences, and corporate travel, including venue booking and coordinating necessary resources.
Ad-hoc Administrative Tasks: Provide flexible support for projects as they arise, managing competing priorities and adjusting to changing needs.
Who- the Candidate:
We are seeking a seasoned administrative professional with organizational and attention to detail skills to step into the role of Executive Assistant to the President.
The ideal candidate will have 5+ years of executive support experience, with advanced proficiency in Microsoft Office Suite, Adobe Acrobat, and SharePoint. They will possess strong written and verbal communication skills, excellent organizational abilities, and a commitment to confidentiality. A natural problem-solver, they can manage multiple priorities, meet deadlines, and handle both business and personal tasks seamlessly. Experience with event coordination, legal terms, and contract management is essential. The candidate will be proactive, self-motivated, and able to collaborate effectively with both internal and external stakeholders.
Where:
Richmond. The Executive Assistant will work from the office ~2-3 days a week (please discuss hybrid schedule options with SWIM).
How Much:
Base salary commensurate with experience and skills in the range of $75,000 - $85,000 - please discuss with SWIM. Additionally, this organization provides a discretionary bonus, health & dental benefits and 3 weeks’ vacation.
When & How to Apply:
Swim Recruiting is presenting shortlisted candidate profiles directly to the hiring team for review. There will be a 2-step interview process. Please do not hesitate to apply if you are qualified, interested, and would like to discuss further! The confidentiality of currently employed candidates will be highly respected by SWIM and by our client. If you already have a Recruiter at SWIM, please reach out to them directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you!
A successful, reputable, and professional organization is seeking an experienced Senior Administrative Assistant to join their established office team. This is a newly created part-time position that will assist our clients tight-knit team with administrative and accounting functions.
Read Full Description
Senior Administrative Assistant
A successful, reputable, and professional organization is seeking an experienced Senior Administrative Assistant to join their established office team. This is a newly created part-time position that will assist our clients tight-knit team with administrative and accounting functions.
Who- the company:
Our client is a private family real estate office operating in Vancouver for almost 100 years. They have successful real estate investments in British Columbia, Alberta, and Seattle and they actively pursue direct real estate and joint venture development opportunities.
What- the role:
Our client is seeking a tenured Senior Administrative Assistant on a part-time basis (approximately 20 hours/week) for a 4-month contract, with the chance to extend or be converted into a permanent position. This newly created role will report directly to the Controller/Corporate Secretary and will mainly assist in administrative, accounting, and reporting functions. See responsibilities below:
Administration:
Responsible for organizing incoming and outgoing mail
Manage office supplies
Assist in compilation of Board Report packages
Assist with travel arrangements
Manage various invites and meeting requests
Ad hoc administrative duties
Accounting:
Assist with daily banking
Set up wire transfers and payments
Check balances daily
Manage expense claims
Assist with Accounts Payable
Complete bank reconciliations
Complete monthly journal entries and GST reconciliation and filing
Reporting:
Assist with compiling information for annual audits, annual insurance renewal process, and annual reporting to lenders
Who- the candidate:
We are looking for an organized, efficient, mature, responsible, and competent professional with 3+ years of Senior Administration experience. Qualifications listed below:
3-4 years of Senior Administration and/or Executive Assistant experience
2+ years of basic accounting experience; skilled in Accounts Payable, general journal entries, and basic reconciliations.
Tech-savvy and experienced MS Office Suite user, specifically MS Outlook, Word, and Excel.
Comfortable using accounting software, managing back-ups, and coordinating with IT providers as necessary.
Strong written and verbal communication skills.
Detail-oriented, adaptable, and excellent at juggling multiple priorities.
Where- the location:
Our client is located in the heart of downtown Vancouver. This is a fully in-office role.
How much- the pay:
Commensurate with experience, the hourly rate for this role ranges from $25/hr. to $40/hr. Their office building amenities also include a gym/fitness room and bike lockers which the employee will be able to use!
When & how to apply:
There will be two in-person interviews for the role. 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 in Word format.
The Office Coordinator will work full-time Mon-Fri at a beautiful corporate headquarters in Vancouver. Working for a very successful, stable, and well-established global company in a unique and exciting industry. Fun, fast-paced, and dynamic corporate culture.
Read Full Description
The Office Coordinator will work full-time Mon-Fri at a beautiful corporate headquarters in Vancouver. Working for a very successful, stable, and well-established global company in a unique and exciting industry. Fun, fast-paced, and dynamic corporate culture.
Who- the Company:
Our client has a long history of creating successful products that are sold globally. They have values that promote teamwork, trust, and sincerity. The company has approximately 1000 employees and is continuing to grow. Multiple entities, operations in many countries, very complex and interesting business.
What- the Role:
Our client is looking for an Office Coordinator who will be responsible for office coordination and front desk support. This role involves:
Front Office- warmly greeting visitors (and employees) to the HQ and getting them settled in for meetings.
Shipping and Receiving- sending out and greeting couriers at the HQ; making sure deliveries in and out are timely and accurate
Office Maintenance – keeping the office (including kitchens) clean, organized, and fully functioning
Employee Engagement- contributing to employee engagement initiatives and office social events
Who- the Candidate:
We are looking for a team player who enjoys taking on a variety of administrative tasks depending on company needs. Qualified candidates will have at least 2 years of work experience within front desk/reception and office coordination /administration. Post-secondary education is preferred.
We are seeking people who are very organized and accurate, with strong interpersonal skills and a high attention to detail. Excellent communication skills and relationship building abilities are important in this role- we’re looking for an Office Administrator who is upbeat, friendly, and warm. We are looking for people who are self-motivated and proactive, and who will seek work out rather than sit back and wait for the work to come to them.
How Much:
Base salary commensurate with experience, skills, and education depending on relevant skills and work experience- likely in the range of $48,000 to $60,000 (with the top end reserved for candidates with many years of relevant experience), plus a small performance-based bonus, paid time off, health benefits, and other perks. Please discuss your total compensation expectations with SWIM.
Where:
Based in the company’s beautiful Vancouver head office- accessible by car, bike lanes, walking trails, bus, and SkyTrain. Full-time Monday-Friday in office, 8am to 5pm, with 1 hour lunch.
When & How to Apply:
This search is moving quickly and interviews start right away! 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 Word format as it works best with our internal systems). SWIM is presenting candidates directly to the hiring team. Thank you for reading!
Unique Executive Assistant opportunity to support a busy COO. Permanent part time of 4 days per week, hybrid.
Read Full Description
Unique Executive Assistant opportunity to support a busy COO. Permanent part time of 4 days per week, hybrid.
Who - the Company:
Our client is a reputable regulatory body. The organization monitors the membership, develops standards, administers programs, investigates complaints to ensure ethnical and quality standards and policies are being complied with, acting solely in the public interest.
What - the Role:
Reporting to and supporting the COO and Director of IT, the Executive Assistant will provide a wide range of administrative duties. Responsibilities will include but not be limited to being the point of contact for the COO, responding to general inquiries from staff and members of the public, calendar management, coordination of schedules, meetings and travel, events and conferences, manages expenses, prepares meeting material, maintains office records, composes correspondence, provides committee support by ways of booking meeting rooms, preparing meeting agendas, arranges meeting logistics and other ad-hoc administrative requests as per the team.
SWIM is happy to provide a detailed job description to interested candidates.
Who - the Candidate:
You have 4+ years of relevant Executive Assistant experience, paralegal training is preferred and a background in health care or familiarity with medical language is an asset. Familiarity with financial terminology is considered an asset. Meeting minute taking, writing, editing and proofreading correspondence all required.
This role requires a mature and professional attitude, a passion to solve problems, a confident and excellent communicator, excellent time management and project management skills. 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. Strong knowledge of MS Word, Excel, Outlook and PowerPoint required.
Where:
Downtown Vancouver. This is hybrid role with a blend of in office and remote work. Transit friendly location with an excellent company culture and environment.
How Much:
Salary in the range of $46,000 – $60,000 dependent on experience, and based on part time, four days per week. The total compensation package includes excellent benefits including participation in a Public Service Pension Plan (including employer contributions), access to a hotel fitness centre and pool, transit subsidies or parking, professional development support, a hybrid working schedule, vacation, 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.
Great opportunity for a well-rounded senior administrative professional who enjoys diverse administrative responsibilities. This is an exciting Senior Administrative opportunity with an organization doing very exciting and cutting-edge health research. This is an employer you can feel VERY proud to work for, and where you will know are truly contributing to something vitally important. Role involves all classic admin tasks, as well as some responsibilities within other depts.
Read Full Description
Senior Administrative Assistant
Great opportunity for a well-rounded senior administrative professional who enjoys diverse administrative responsibilities. This is an exciting Senior Administrative opportunity with an organization doing very exciting and cutting-edge health research. This is an employer you can feel VERY proud to work for, and where you will know are truly contributing to something vitally important. Role involves all classic admin tasks, as well as some responsibilities within other depts.
Who- the Companies:
This not-for-profit organization is incredibly reputable and is known for funding world-class health research. The company is receiving several hundreds of millions of dollars in funding in the next 5+ years and is a very stable and well-resourced group. There will be lots of exciting growth and change at this company in the near-term future, including hiring of many new employees.
What- the Role:
Our client is seeking a new Senior Administrative Assistant to provide administrative support to the Canada-wide team administering the various initiatives important projects. As a key member of the Network team, you are motivated by the challenge of supporting a small but fast-growing national Network and helping to shape the effectiveness of its operation. They require someone proactive and detail-oriented, reporting to the Office & Human Resources Manager, the successful candidate will manage a variety of administrative and operational tasks, ensuring the smooth operation of the office and supporting various internal initiatives. Key responsibilities and accountabilities will include:
Ensure the overall smooth operation of the office with respect to administration.
Schedule, organize internal and external meetings, both in-person and virtual for our committees, councils, working groups, evaluations, and other Network meetings across Canada.
Prepare and maintain contact lists, agenda packages and meeting minutes.
Manage travel booking for staff and meeting attendees as required.
Assist with developing, drafting, editing, and formatting various documents, e.g. letters, reports, spreadsheets, presentations, etc.
Maintain an electronic document management system on a shared file system.
Act as first contact to incoming correspondence, while prioritizing, actioning, and assisting where possible.
Submit and reconcile expense reports.
Event planning
Other administrative duties as required.
Please find a detailed job description attached.
Who- the Candidate:
We are seeking well-rounded administrative professionals who have an upbeat and “can do” positive and adaptable attitude. Our client is in a very exciting period of growth, we’re looking for strong Senior Administrative professionals who enjoy wearing many hats and who welcome change. Candidates should have strong computer skills, particularly in Microsoft Office, and proven experience in coordinating meetings, travel, and document preparation. Note that candidates must be vaccinated against COVID-19.
Where:
This organization is headquartered close to Vancouver General Hospital. The Administrative Assistant will work from the office ~2-3 days a week (please discuss hybrid schedule options with SWIM).
How Much:
Base salary commensurate with experience and skills in the range of $55,000 - $70,000 - please discuss with SWIM. Additionally, this organization provides good health & dental benefits, 4 weeks’ vacation, and a defined benefit pension plan (worth between 6% and 17%, depending on how much the employee contributes).
When & How to Apply:
This search is moving quickly! SWIM is presenting the profiles of shortlisted candidates directly to the hiring team for review. Please let me know soon if you are interested and would like to discuss further.
Successful, reputable, and well-managed professional services firm based in North Vancouver. Great opportunity for an experienced Executive Assistant looking for a fulfilling and fast-paced role within a friendly and values-based team culture. Supporting one of the Founding Partners. Very well-rounded EA role with good variety in day-to-day tasks, including very complex calendar management.
Read Full Description
Successful, reputable, and well-managed professional services firm based in North Vancouver. Great opportunity for an experienced Executive Assistant looking for a fulfilling and fast-paced role within a friendly and values-based team culture. Supporting one of the Founding Partners. Very well-rounded EA role with good variety in day-to-day tasks, including very complex calendar management.
Who- the Company:
Our client is a mid-size professional services firm based in North Vancouver. Very values-based, with a great reputation among their clients and in the community. Female founded, owned, and operated.
What- the Role:
Our client is hiring for a new Executive Assistant. The EA will primarily support one of the Founding Partners of the firm. This is a classic EA role involving very complex and detailed calendar management for an extremely busy professional who travels all over the country for client meetings, events, conferences, etc. The EA will also take care of travel coordination, document preparation and finalization (including meeting materials and presentations), file maintenance, and helping the Partner with tracking her billable hours. The EA tasks are the main focus of this job, but as capacity allows, the EA will also support internal communication to employees, event planning (for employees and for clients), onboarding of new employees (50-person company, so the onboarding volume is not super high, office management (in conjunction with several others on the administrative team), and ad hoc project support. Although the EA is first and foremost supporting one of the Founding Partners, they will also help other Partners and other senior leaders as needed/when capacity allows.
Who- the Candidate:
This is a very well-rounded senior-level EA role. Qualified candidates will have at least 5 years of relevant and progressive administrative work experience in a corporate setting, and at least 2 years as an EA (preferably seeking 10+ years of relevant experience in administration, and 5+ years as an EA). We’re looking for someone who enjoys being part of an entrepreneurial and fast-paced professional environment and who is self-motivated, resourceful, exceptionally organized, and detail-oriented. This is a unique opportunity to have direct accountability for executive assistance at a reputable and well-managed firm where you can feel part of the big picture and be a catalyst for the smooth operation of the business.
Excellent communication skills (verbal, non-verbal, and written) are key. Integrity, professionalism, and diplomacy are all paramount. Previous work experience with another professional services firm is certainly a “nice to have”, but not required. Strong computer skills are required. Post-secondary education in Business Administration or a related field is an asset. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, etc.) and Adobe Suite (Pro, InDesign, Acrobat, etc.) is required.
How Much:
Base salary is commensurate with EA skills and experience, likely in the range of $85,000 to $102,000, perhaps with bit of wiggle room beyond that for someone who has robust and very relevant EA experience. Additionally, the EA will receive health & dental benefits, a “healthy living” allowance, a good amount of paid time off, and eligibility for a discretionary performance-based bonus. Please discuss your base salary and total compensation expectations in more detail with SWIM.
Where:
This firm is located in the Lonsdale area of North Vancouver. Great commute for someone living in or near the North Shore. There is free street parking nearby. The default schedule for this role will likely be full-time in office, but there likely will be future flexibility for occasional work from home, for example when the Founding Partner who the EA supports is out of the office/traveling for work. Please discuss your work schedule considerations in more detail with SWIM.
When & How to Apply:
SWIM has been engaged as the exclusive recruitment partner on this search and will be presenting the resumes and profiles of shortlisted candidates directly to the hiring team for review. If you already have a Recruiter at SWIM, please reach out very soon to discuss further. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!
Join our clients dynamic team as Senior Executive Assistant, where you'll play a vital role in supporting their CEO, ensuring seamless operations and impactful decision-making. If you're organized, detail-oriented, and thrive in a fast-paced environment, we want to hear from you!
Read Full Description
Senior Executive Assistant
Join our clients dynamic team as Senior Executive Assistant, where you'll play a vital role in supporting their CEO, ensuring seamless operations and impactful decision-making. If you're organized, detail-oriented, and thrive in a fast-paced environment, we want to hear from you!
Who – The Company:
A successful and leading management company focused on sustainability and community support.
What- The Role:
We are seeking an organized and detail-oriented Senior Executive Assistant to provide high-level administrative support to the CEO and additional support to the executive team and Board of Directors. The ideal candidate will be responsible for managing the CEO’s day-to-day activities, facilitating communications with the Board, and coordinating board-related functions. This role is crucial in ensuring the smooth operation of executive-level and board-related matters, requiring excellent multitasking abilities, discretion, and professionalism.
Executive Support:
Manage the CEO’s calendar, including scheduling meetings, appointments, and travel, and provide additional support to other executives, as required.
Handle email correspondence, drafting and editing communications on behalf of the CEO.
Prepare meeting agendas, presentations, and documents for CEO’s internal and external engagements.
Coordinate complex travel itineraries, transportation, and accommodation for the CEO and other executive staff as needed.
Organize and prioritize incoming requests and ensure the CEO stays informed of critical matters.
Act as a point of contact between the CEO and internal/external stakeholders.
Board Support:
Schedule and organize board meetings, including preparing and distributing meeting agendas, materials, and reports.
Assist in preparing minutes, follow-ups, and communications for the Board of Directors.
Maintain and update board records, ensuring accurate and confidential documentation.
Coordinate board-related travel arrangements and process board members' expense claims.
Support the CEO and Board with special projects as required.
Administrative Operations:
Oversee general office management, including supply orders, vendor management, and ensuring smooth office operations.
Handle confidential information with the utmost discretion and professionalism.
Assist with special initiatives, presentations, and event planning.
Ensure smooth communication between the executive office and various departments.
Who- the Candidate:
5+ years of experience providing administrative support to C-suite executives and board members.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
High level of discretion and professionalism in handling confidential matters.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with virtual meeting platforms.
Experience working with board management software a plus
Ability to manage and coordinate complex travel arrangements.
Proven ability to work both independently and collaboratively in a fast-paced environment.
SWIM is presenting candidates directly to the hiring team for review. 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. Thank you!
