Find Admin & Executive Assistant Jobs In Vancouver

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!

Sales Administrative Assistant

Administration & Executive Assistance
Permanent
Maple Ridge, British Columbia, Canada
Posted on January 20, 2025
Exciting Sales Administrative Opportunity in Maple Ridge/Mission, BC! Read Full Description

Exciting Sales Administrative Opportunity in Maple Ridge/Mission, BC!

Who - the Company:

A global leader in manufacturing and exporting high-quality building materials since the 1960’s. Known for excellence, they are rapidly becoming an industry leader in rooving wood products.

What - the Role:

This role provides key administrative sales support to the Sales Manager and involves light inside sales activities, including phone, email, and online customer inquiries—no cold calling. You'll explain product features, address concerns, follow up on inquiries, and eventually handle quotes, sales terms, and order processing. Additional duties include light accounting, logistics, and general administration.

  • Answer incoming calls and follow up on customer inquiries.
  • Respond to emails and online leads.
  • Assist with accounting (e.g., invoicing, AP/AR).
  • Support logistics and shipments.
  • Perform general administrative tasks as needed.

Who - the Candidate:

We’re looking for a reliable, friendly, and organized individual with 2+ years of experience in a similar industry (e.g., building materials, trucking, construction). You need to be comfortable picking up the phone and thrive on customer interaction.

  • 2+ years of administrative experience, ideally supporting sales.
  • Proficient in MS Office; knowledge of QuickBooks or Sage 50 is a plus.
  • Professional phone manner and strong communication skills.
  • Freight forwarding or accounting experience is an asset.

Where:

Nestled between the Fraser River and Golden Ears Mountain, this role is best suited for individuals living in Mission, Maple Ridge, Abbotsford, or nearby areas. A car is essential due to limited transit access.

How Much:

Base salary will be commensurate with experience, education, and skills, and could range anywhere from $50,000 to $55,000. Additionally, they extended health benefits coverage. Please discuss your base salary and total compensation expectations in more detail with SWIM.

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.

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Senior Administrative Assistant, part-time

Administration & Executive Assistance
Contract
Vancouver, British Columbia, Canada
Posted on January 17, 2025
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.

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  • Administrator, Compliance

    Administration & Executive Assistance
    Permanent
    Downtown Vancouver , BC, Canada
    Posted on January 10, 2025
    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 10+ people at this firm over the years with very positive feedback.  We are looking for an Administrator 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 administrative work experience owning compliance and paperwork a mortgage brokerage, bank, credit union, law firm, accounting firm, investment services / wealth management firm, etc. 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 10+ people at this firm over the years with very positive feedback.  We are looking for an Administrator 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 administrative work experience owning compliance and paperwork a mortgage brokerage, bank, credit union, law firm, accounting firm, investment services / wealth management firm, etc.

    Who- the Company: 

    A very stable and successful real estate finance company (mortgages, property management, 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:

    On behalf of our client, SWIM is looking for a new Administrator. This is a newly created role due to business growth, as well as new regulatory changes coming out from Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) and BC Financial Services Authority (BCFSA) regulatory bodies.
    The Administrator will take on a variety of responsibilities such as reviewing documents to ensure compliance, doing land title searches, preparing letters and forms, improving internal processes, ensuring the company is complying with existing regulations and keeping fully apprised of new regulations as they roll out, etc. The Administrator will use a system called Mortgage Automator, as well as Excel, Word, Outlook, and PowerPoint. The Administrator will interact with colleagues in various departments of the 25-person company. SWIM will provide interested candidates with a thorough job description.

    Who- the Candidate:

    We are looking for someone who wants to do good work for good people, and who wants to develop gradually over the years with a very stable, successful, and reputable Canadian organization. Qualified candidates will have at least 3 years of progressive administrative experience within a corporate environment. Experience working for a Mortgage Investment Corporation (MIC) is ideal, but far more important than that are the strengths and skills of the candidate- meticulous detail-orientation, organization, reliability, passion for high quality and accurate work, the curiosity to keep on top of new regulations and compliance requirements, etc. We are looking for people who are excellent communicators (verbal & written) and who love working closely with a tight-knit team.  Experience can be gained from a MIC, or also from a bank, credit union, law firm (especially if specializing in real estate law), wealth management firm, investment services firm, accounting firm, architecture firm, etc.- basically any company where there is important paperwork and documents flowing in and out of the firm on a daily basis.
    We are seeking an Administrator who is adaptable and friendly. Strong computer skills (particularly using MS Office Suite) are required. Over the long term, the person in this role can develop into more and more senior capacities in the compliance and administration field and can also take on responsibilities spanning other areas of the business, not just the mortgage investment side.

    Why: 

    This is a diverse administrative and compliance role that will enable you to work for an interesting, stable, and reputable organization. Great opportunity 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 with time. SWIM has placed many happy people at this company over they years.

    Where: 

    Located in the heart of Downtown Vancouver, BC in a beautiful corporate office. Extremely 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, likely in the range of $58,000 to $78,000, perhaps with some wiggle room beyond if someone has very relevant work experience and skills.  Plus health benefits, paid vacation, relevant professional development support, and the aforementioned daily lunch program. Please discuss your total compensation expectations with SWIM.

    When & How to Apply:

    If you are qualified for, and interested in, this administration and compliance 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!

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    Administrative Assistant

    Administration & Executive Assistance
    Permanent
    Port Coquitlam - Hybrid, British Columbia, Canada
    Posted on January 10, 2025
    Be part of a dynamic team that shares a passion for the outdoors as an Administrative Assistant, supporting a highly respected and inspiring GM. If you have a strong administrative background, exceptional organizational skills, and thrive in a collaborative environment, this is your opportunity to shine! Read Full Description

    Administrative Assistant

    Be part of a dynamic team that shares a passion for the outdoors as an Administrative Assistant, supporting a highly respected and inspiring GM. If you have a strong administrative background, exceptional organizational skills, and thrive in a collaborative environment, this is your opportunity to shine!

    Interviews are taking place very soon!
     

    Who- the Company:

    Canada's leading wholesale distributor of premium products, with over 60 years of experience delivering top brands to independent specialty dealers. They have grown from a small operation to a prominent player in the market, with offices and distribution centers across Canada and internationally. With a team of over 150 staff, they continue to drive success in their industry!

    What- the Role:

    The Administrative Assistant supports the General Manager (GM). The Administrative Assistant is key in keeping the GM's day-to-day operations running smoothly by handling administrative tasks, managing schedules, coordinating communication, and facilitating efficient decision-making processes. In this role, the Administrative Assistant will be professional, have a strong emphasis on confidentiality, and be great at anticipating the needs of a busy and dynamic leader.

    Administrative Support:

    • Manage the GM's calendar, including scheduling meetings, appointments, and travel arrangements.
    • Prepare and organize meeting agendas, documents, and presentations.
    • Act as the primary point of contact for the GM, managing correspondence and filtering communications as appropriate.

    Project Coordination:

    • Assist with the planning and execution of key projects and initiatives led by the GM.
    • Track progress on tasks and ensure follow-ups are completed in a timely manner.

     

    Communication Management:

    • Maintain effective communication with internal teams, external partners, and stakeholders.

    Operational Support:

    • Coordinate logistics for meetings, conferences, and company events.
    • Manage confidential and sensitive information with discretion.

    Relationship Management:

    • Build strong relationships with team members, customers, vendors, and stakeholders to facilitate seamless collaboration.
    • Represent the GM professionally in all interaction

     

    Who – the Candidate:

    • Bachelor’s degree in business administration or a related field (preferred).
    • Proven experience as an Executive Assistant or Administrative Assistant or in a similar administrative support role.
    • Excellent organizational, time-management, and multitasking skills.
    • Strong verbal and written communication abilities.
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other productivity tools.
    • High level of discretion and confidentiality.
    • Proactive and positive attitude with the ability to anticipate needs and solve problems effectively.
    • Passion for the cycling or sports industry is an asset.

     

    How Much:

    $42 800 – $58 900 + discretionary bonus, 2 weeks’ vacation, 5 flex days, and 5 sick days + additional product purchase program perks, extended health.
     

    Where:

    Port Coquitlam, BC, hybrid working schedule, Tues-Wed-Thurs in-office | Mon-Fri remote.
     

    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.

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    Office Coordinator

    Administration & Executive Assistance
    Permanent
    Vancouver, BC, Canada
    Posted on January 9, 2025
    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.  
    • Office Maintenance – keeping the office (including kitchens) clean, organized, and fully functioning
    • Employee Engagement- contributing to employee engagement initiatives and office social events
    • Shipping and Receiving- sending out and greeting couriers at the HQ; making sure deliveries in and out are timely and accurate
    • Office Inventory – reviewing existing stock and ensuring supply upkeep (for kitchens, offices, etc.)

     

    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 $50,000 to $60,000 (with the top end reserved for candidates with several years of relevant work 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!

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    Office Services Support

    Administration & Executive Assistance
    Contract
    Vancouver, British Columbia, Canada
    Posted on January 2, 2025
    Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be the perfect fit! This role runs through July 4, 2025, with potential for extension if performance and business needs align. Read Full Description

    Office Services Support

    Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be the perfect fit!
    This role runs through July 4, 2025, with potential for extension if performance and business needs align.

    Who – The Company: 
    A local Vancouver success story with global operations and an impeccable reputation.
     

    What- The Role:

    • Greet and assist both guests and employees upon arrival, ensuring a friendly and seamless check-in experience 
    • Maintain the cleanliness and organization of the front desk and guest lounge area, creating a welcoming environment 
    • Screen and direct incoming communication such as emails, internal tickets, and voicemails, ensuring timely and appropriate responses 
    • Manage security access cards for employees, vendors, and guests, ensuring proper access control and security measures 
    • Handle office services requests, including but not limited to security access, parking, booking resources, rental requests, supply inquiries, and general office feedback 
    • Support the core team with event coordination and execution at the building, providing logistical and operational assistance
    • Oversee all incoming mail, continuously optimizing processes to support our rapid growth 
    • Conduct departmental mail audits on a bi-weekly, monthly, and quarterly basis, producing and maintaining reports for department leadership 
    • Maintain up-to-date receiving and Office Services information on internal communication platforms for easy access and reference
    • Uphold building emergency processes and procedures. Escalating to the Asset Protection team as necessary
    • Manage stock and organization of all office supplies, ensuring timely replenishment and proper inventory levels 
    • Assist in the creation and maintenance of strong process and procedures documentation to support operational efficiency 
    • Provide support to the Facilities team as required, helping with tasks that ensure the office runs smoothly and efficiently 

     

    Who – The Candidate:

    • Completion of secondary school or equivalent practical experience 
    • Exceptional verbal and written communication skills, with the ability to convey information clearly and effectively 
    • Outstanding guest service, organizational, and time management skills, with a focus on delivering results 
    • Ability to manage multiple tasks in a fast-paced, dynamic environment with flexibility and adaptability 
    • High attention to detail and a task-oriented mindset, with strong problem-solving abilities and a collaborative spirit 
    • Committed to fostering diversity and inclusivity in the workplace 
    • Discreet and trustworthy, with the ability to maintain the highest level of confidentiality 
    • Proven analytical and critical thinking skills, with the ability to identify and resolve issues efficiently 
    • Reliable and responsible, with a strong sense of accountability and commitment to tasks 
    • Creative and innovative, with a passion for generating new ideas and thinking outside the box 
    • Strong experience with Microsoft Office Suite programs 

    How much:
    $24-26/hr commensurate with experience + 4% vacation pay.

    Where:
    Vancouver, this role is onsite 5 days/week.
     

    When & How To Apply: 

    Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested and already have a Recruiter at Swim, please reach out very soon.

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    Executive Assistant

    Administration & Executive Assistance
    Permanent
    Fraser Valley, British Columbia, Canada
    Posted on December 24, 2024
    Executive Assistant to CEO Join a dynamic and thriving organization as an Executive Assistant to the CEO, where you’ll play a key role in ensuring smooth operations and effective decision-making. If you are organized, proactive, detail-oriented, and thrive in a fast-paced environment, this opportunity is for you! Read Full Description

    Executive Assistant to CEO
    Join a dynamic and thriving organization as an Executive Assistant to the CEO, where you’ll play a key role in ensuring smooth operations and effective decision-making. If you are organized, proactive, detail-oriented, and thrive in a fast-paced environment, this opportunity is for you!

    Who- the Company: 

    This is a highly successful organization known for its innovative approach, commitment to quality to their clients, and supportive work environment. It consistently delivers excellence by leveraging advanced technologies and fostering a culture of efficiency and collaboration.

    What- the Role:

    We are seeking a skilled Executive Assistant to support the CEO in a fast-paced and evolving environment. From managing daily administrative tasks to coordinating travel and handling confidential matters, this role requires professionalism, discretion, and adaptability.
    Key Responsibilities

    • Executive Support: Manage the CEO’s calendar, draft correspondence, and organize events.
    • Expense Management: Prepare and oversee expense reports.
    • Scheduling: Coordinate appointments, meetings, and events efficiently.
    • Travel Coordination: Arrange complex travel plans and accommodations.
    • Confidential Correspondence: Handle sensitive information with discretion.
    • Event Logistics: Organize business events and conferences.
    • Ad-hoc Tasks: Provide flexible support for various projects as needed.

    SWIM will provide interested candidates with a thorough job description.

    Who- the Candidate:

    The ideal candidate has:

    • 5+ years of executive support experience, preferably in a fast-paced environment.
    • Advanced proficiency in Microsoft Office Suite, especially Outlook.
    • Excellent communication, organizational, and problem-solving skills.
    • A proactive, self-motivated, and resourceful approach to work.
    • Interest in leveraging technology, including AI tools, to enhance efficiency.

    How Much:

    • Base Salary: $85,000 - $90,000 (commensurate with experience).
    • Benefits: Excellent health & dental coverage and 3 weeks’ vacation.

    Where:

    Based in Fraser Valley, with an expectation of 5 days onsite. Ideal for candidates in Surrey, Maple Ridge, Langley, or Coquitlam.

    When & How to Apply: 

    Swim Recruiting will present shortlisted candidates directly to the hiring team. The selection process includes a 2-step interview. Current employment confidentiality will be respected. A criminal background check is required for the finalist.
    If you’re qualified and interested, please apply now! For those already connected with a SWIM Recruiter, reach out directly to discuss this opportunity further.

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    Social Impact and Engagement Operations Coordinator

    Administration & Executive Assistance
    Contract
    Vancouver - Hybrid, British Columbia, Canada
    Posted on December 18, 2024
    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. Read Full Description

    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!
     

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    Personal Assistant

    Administration & Executive Assistance
    Permanent
    Vancouver, BC, Canada
    Posted on December 2, 2024
    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! Read Full Description

    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!

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    Executive Assistant

    Administration & Executive Assistance
    Permanent
    Vancouver, British Columbia, Canada
    Posted on November 6, 2024
    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.

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