Find Admin & Executive Assistant Jobs In Vancouver

Swim Recruiting is currently partnering with one of our favorite clients, a top employer on an immediate contract position of 6 months to support them covering their reception! This is a key role as the first impression for their office.   

A fantastic employer that values employee experience and for this reason has won employer of choice awards 3 years running! They are a team-oriented culture with long tenured employees while also entrepreneurial and evolving always trying to improve with new tools with very high engagement.

This Reception and Office Services Assistant role is key to support the smooth operations of their front office.

More about our client:

An award-winning real estate enterprise with a stellar reputation. They are a fantastic employer, collaborative culture, a desire for excellence and a willingness to give back. In this role, you will have the opportunity to join a forward-thinking team and be proud of working at a company developing, acquiring and maintaining high quality, sustainable buildings and communities.

This opportunity:

Reporting to the Senior Manager, Executive Operations this role will provide daily reception coverage and general administrative support to their office in downtown Vancouver.  This position works closely with the Office Services Lead and Office Services Assistant. *Please note this is a 6-month contract agreement.

What you’ll be doing:
 
Reception Coverage

• Answer incoming calls and address as necessary
• Receive incoming customer service requests by phone and email and complete the online request form
• Greet visitors and announce them to the appropriate individuals
• Monitor visitor access and maintain security awareness
• Distribute all incoming and outgoing documents and packages in a timely manner
• Manage incoming and outgoing mail and courier request
• Sort, open, date and distribute incoming correspondence as per specific instructions
• Provide refreshments for meetings and guests as required
• Maintain Reception email and distribute as required

 
Office Services

• Complete daily walk-arounds; stock and organize all office common areas; maintain general appearance of the office
• Assist in preparing offices and workstations for new hires
• Provide coverage and support to the Office Services Lead, including acting as onsite coordinator for service providers when required
• Work in partnership with the Office Services Lead to plan and execute various office initiatives, social events and special projects
• Provide records management support of document shredding, storage and retrieval
• Provide general administration and clerical support to other departments as required

 
Qualifications- Required skills-

• 1-3 years of previous work experience in a professional office environment
• Friendly and personable with strong verbal and written communication skills
• Ability to build and maintain effective relationships with colleagues and suppliers
• Possess a high level of integrity and understand the importance of confidentiality
• Strong organizational and time management skills
• An adaptable, self-starter with strong attention to detail
• Punctual, reliable and professional
• Proficiency in Microsoft Office Suite (e.g. Outlook, Teams, Word, Excel, PowerPoint)
• Ability to lift 10kg for short distances

Where:

Vancouver- full time in office 8:00-4:30pm.

How Much: 

Hourly rate commensurate with experience likely in the range of $25-27 hourly.

When & How to Apply:

If you are qualified for, and interested in, this fantastic opportunity, please let Swim Recruiting know as soon as possible as this search is moving quickly! 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 NOW' to send us your resume. Thank you!

Social Impact and Engagement Operations Coordinator

Make an impact with purpose. This is an incredible opportunity to be part of a high growth team, where youll play a vital role in ensuring smooth operations of a best-in-class global social impact program with one of Vancouvers most reputable companies.

This is a 1-year contract. Hybrid working model of 3 days’ onsite and 2 remote.

Who- the Company:

Exciting opportunity to join a fast-growing international Vancouver based company and one of Vancouver’s finest! Our client is a people-centric organization and known for their collaborative team culture.
 

What- the Role:

Provide overall administrative and logistical support in ensuring the smooth functioning of the Centre. This role will collaborate across various departments and functions within the Centre, as well as with our client’s cross-functional partners, including Finance and Technology teams. You are the principal scheduler, planner and coordinator for Social Impact and Engagement leadership, and will provide administrative, communication and logistical support in the day-to-day operations.

Day to Day Operations

• Coordinate team administrative tasks such as file and calendar management
• Maintain and organize team records, including sending agenda items and minutes before and after team and select meetings
• Maintain expense tracking and general procurement such as invoicing, and vendor set up.
• Secondary assistance and troubleshooting on technology platforms

Provide Administrative Support to Social Impact and Engagement Leadership

• Coordinates meetings and contacts and according to allowed authority manages leadership email
• Coordinates and sends meeting invitations and agendas to attendees, books meeting rooms and arranges for IT resources and refreshments in support of efficient meeting facilitation
• Acts as a point of contact for internal and external stakeholders
• Coordinates leadership travel
• Supports leadership’s expense submission and approval process
• Other duties as assigned

Who – the Candidate:

• 2+ years experience in administration or operations capacity
• Bachelor degree or diploma in Business or the equivalent work experience
• Experience in AP invoicing or a strong appetite to learn and master
• Experience juggling cyclical projects with one-off initiatives and effectively prioritizing 
• Proficient in MS Suite, and experienced user in MS Excel

How Much:
Hourly rate of $32-33.25/hr commensurate with experience + 4% vacation pay.
 

Where:

Vancouver, BC.
 

When & How to Apply:

This search is moving very quickly. Swim will be presenting short-listed candidates directly to the hiring team for consideration. If interested, please reach out very soon!
 

PROFESSIONAL TIME SAVER. This is a unique opportunity for a highly organized, proactive, and flexible Personal Assistant to support a busy executive with his professional, personal, and travel schedules (usually all three intertwine extensively). The role offers a dynamic and fast-paced work environment with opportunity for growth, mentorship, and fun-while-working-hard. If you thrive in a varied role and are eager to make a meaningful impact on the life of a successful business leader by recovering his most valuable resource- TIME- then we want to hear from you!

Who- the Company:

Our client is a highly reputable and successful professional services firm with clients across North America. The company is known for its long-term, consultative, and strategic approach to business, with a significant focus on relationships. Although headquartered in Vancouver, the firm has offices in a few major cities across Canada and expanding into new markets.

What- the Role:

The firm has been growing year over year it was in 2020, and as the company gets busier, so does the Founder/Owner/Managing Partner. The time has come for the Partner to hire a dedicated Personal Assistant whose #1 mandate will be: Save Time for their Boss. The Personal Assistant will be empowered to achieve this overarching goal in a variety of ways and the role will evolve with time as the PA gets to know the cadence, challenges, and time constraints of the Partner’s work, personal, and travel schedules. Every day will be different in this role- on any given day the PA may be finding a new client to join the Partner at the hockey game that night due to a last minute cancelation, dealing with a residential landscaping company, changing a flight, driving the Partner to an important meeting while he finalizes a presentation, sourcing and buying a thoughtful gift for a client, or generally figuring out how to make the Partner’s extremely busy work schedule line up nicely with his personal family schedule.

The Partner has an excellent remote Executive Assistant who takes care of things like calendaring, emailing clients to book meetings, and making restaurant reservations, but due to time zone differences, the local new PA will also support these areas on occasion.  He also has staff on the household front, a travel agent, an accountant, and other service providers. The PA will be in charge of tying these strings together so that schedules and communication are streamlined.

What makes this opportunity special are: the firm’s incredible reputation in the market, the opportunity for year-over-year professional development and earning potential as a top-tier personal assistant, the tight-knit team of amazing people to work with and have fun with, and the value of benefiting from the mentorship and guidance of a kind, inspiring, and well-respected business leader. SWIM will provide interested candidates with a more thorough job description and list of responsibilities.
 

Who- the Candidate:

We are looking for a Personal Assistant who is highly flexible, organized, and reliable, with exceptional attention to detail. Ideal candidates for this role will be intuitive, proactive, and eager to solve problems with a sense of urgency and care. The new PA will thrive in a fast-paced ever-changing environment, will embrace variety, and will demonstrate a willingness to support across multiple areas of the Partner’s professional and personal life. With a self-motivated and entrepreneurial spirit, the PA will be passionate, curious, and love finding efficiencies and new ways to reclaim time for the executive so he can devote more hours to strategic business matters. We seek individuals who confidently take the initiative, and who can tackle a wide range of personal, administrative, financial, and operational tasks with dedication and resourcefulness.

Qualified candidates will have at least 3 years’ experience as a Personal Assistant or Executive Assistant. Post-secondary education in a related area such as business, commerce, or communications is preferred. Work experience in a very fast-paced hospitality or service role will be viewed favourably.

SWIM is seeking someone who is accountable, adaptable, and responsive, maintaining a high level of professionalism and confidentiality. Strong verbal and written communication skills are essential, allowing for effective interaction with internal and external stakeholders who are based around the world. We value problem-solvers with a positive, can-do attitude who thrive under pressure. The ideal candidate will be proficient with technology and time-saving tools. They should be resourceful and mostly independent but willing to seek clarification and direction as needed to ensure success.

Where:

The firm is headquartered in downtown Vancouver, but the Partner and his family live in Coquitlam. It is highly preferred that the Personal Assistant live either in Vancouver or Coquitlam area (Tri-Cities). Ideally the PA will also have access to their own working vehicle and will hold a clean, valid driver’s license (please note that any work travel aside from home-to-office commute will be reimbursed). The PA will occasionally join the Partner and/or his team on business trips in Canada and the US- the frequency and length of these work trips can be determined upon selection of a finalist, based on how much they enjoy doing work travel. Candidates must have a valid passport and ability to travel within North American.

How Much:

Base salary will be commensurate with personal assistance work experience and skills- currently the range is quite wide at $64,000 to $90,000, with room to grow over the years based on performance and goal achievement. Please discuss your total compensation expectations in more detail with SWIM. Additionally, the PA will receive health & dental benefits, paid vacation, and an annual team-building trip somewhere hot (like Mexico, Hawaii, Florida). Work travel costs and mileage will be covered.

When & How to Apply:

Swim Recruiting has been engaged as the exclusive recruitment partner on this important search and will be presenting the profiles of shortlisted candidates directly to the hiring Managing Partner 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 (preferably in MS Word format as it works best with our internal systems). Given this role is so much about soft skills/personality match, custom cover letters are very welcome- but not necessary. 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.
 

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 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!
 

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.

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
• Office Inventory – reviewing existing stock and ensuring supply upkeep (for kitchens, offices, etc.)
• 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.
 

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.