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!

Personal Assistant

Administration & Executive Assistance
Permanent
Remote - Anywhere in Vancouver, BC, CA
Posted on May 21, 2022
This is a fantastic opportunity to join a high potential developing family office and to work directly for a dynamic, successful, and creative entrepreneur. You will report directly to the Founder and CCO of ILIA in this role, supporting her in a personal capacity with diverse responsibilities.   As part of a small but dynamic family office team, you will also work with the family office CIO/CFO and other leaders. The Recruiters at SWIM are very excited to be working on this search! Read Full Description
This is a fantastic opportunity to join a high potential developing family office and to work directly for a dynamic, successful, and creative entrepreneur. You will report directly to the Founder and CCO of ILIA in this role, supporting her in a personal capacity with diverse responsibilities.   As part of a small but dynamic family office team, you will also work with the family office CIO/CFO and other leaders. The Recruiters at SWIM are very excited to be working on this search!

What- the Opportunity:

  • As part of a developing family office, this role is critical in providing personal support to the Founder and Chief Creative Officer of ILIA Beauty.
  • Provide personal assistance to ILIA’s Founder and Chief Creative Officer (CCO), acting as the primary support in all aspects of her personal life
  • Be a scheduling guru, working collaboratively with the CCO’s Executive Assistant to organize her day around key priorities
  • Maintain and organize the CCO’s personal expenses under the guidance of her finance team
  • Handle all personal travel for the CCO and her immediate family, including itineraries, flights, travel documentation, transportation, accommodation and reservations
  • Run various personal errands, picking up meals, arranging household items, coordinating couriers and deliveries, and scheduling pick-ups / drop-offs as required
  • Act as a point of contact between the CCO and internal/external stakeholders
  • Support the CCO in dealings with contractors and service providers, coordination of home maintenance, life administration, and event planning
  • Provide ad hoc administrative support to the family office team as needed
  • Prioritize the many tasks requiring the CCO’s attention to ensure no details are missed

Who- the Candidate:  

  • You are used to being an integral part of a busy entrepreneur’s professional and personal life and intuitively know where your time and energy is most needed.  This role is as wide as it is deep, and you will love the variety of tasks and new challenges that each day will bring.
  • Smart, confident, resourceful, discrete, and flexible - these are words that describe you!  You thrive on the ability to organize those around you.
  • A strong and direct communicator who is proactive and resourceful
  • Able to effectively engage and interact with everyone in the CCO’s life, both personal and professional
  • Someone who can connect the dots, gather the facts and independently problem solve
  • Open and accustomed to a job that is not 9 to 5, Monday to Friday, and someone who works for results and deadlines rather than working on the clock. This flexibility will be reciprocated by the employer.
  • Someone who never considers a task beneath them
  • Discrete, direct and diplomatic – you know how to have a firm hand with a soft approach
  • Comfortable in an environment where plans and priorities can change rapidly
  • Determined in your approach to solving unique challenges

What- the Skills & Qualifications 

  • 3-5 years as an administrative assistant and/or personal assistant
  • A dedication to the principal of life-long learning
  • A sense of humour and a calm, approachable demeanor
  • Great interpersonal skills
  • Excellent written and verbal communication skills
  • Outstanding organizational and time management skills
  • Proficient with IoS, MS Office, and Adobe
  • A valid BC Driver’s License
  • Access to a vehicle you are willing to use (mileage other than home-to-work commute will be reimbursed)

How Much:

Total compensation for this role will be commensurate with the candidate’s experience, skills, and education- please discuss with SWIM. This role is currently considered a full-time role, but there is opportunity for the Personal Assistant to perhaps work on a reduced scheduled (with pro-rated salary) if they are very efficient and productive!

Where:

The PA will do a combination of working from home, working from the Founder’s family home, and working on the road! This is a great role for someone who enjoys a change of scenery, frequently getting out from behind their computer, and working “on the go”. 

When & How to Apply:

This search is moving quickly and interviews commence immediately! SWIM is presenting the profiles of short-listed candidates directly to the hiring Executive for her 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. Feel free to also include a cover letter, if you’d like to, but there is no need to- just a resume is also fine.  Thank you!
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Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on May 20, 2022
Executive Assistant supporting CEO and Board of Directors. Global company growing organically and via acquisitions. Very exciting future. Cross-section of a few different industries, including green technology, hardware manufacturing, biotechnology, and social responsibility! Very impressive executive leadership team. EA will manage and mentor one direct report.   Read Full Description
Executive Assistant supporting CEO and Board of Directors. Global company growing organically and via acquisitions. Very exciting future. Cross-section of a few different industries, including green technology, hardware manufacturing, biotechnology, and social responsibility! Very impressive executive leadership team. EA will manage and mentor one direct report.  

Who- the Company: 

Our client is a very exciting, award-winning, and high-growth company with a bright future. This is an organization you can feel very proud to work at- they are doing great things for the environment and for communities in countries around the world. 
 The company has made several acquisitions in the last year, has 300+ employees, and has operations in 4 countries (and growing!). The company is seeing year-over-year exponential growth and has the stability that comes from investment capital from patient and high-profile investors with a long-term outlook. The corporate headquarters is in Vancouver, where most of the executives are based, including the CEO. An organized, intuitive, and independent Executive Assistant will truly thrive in this dynamic organization!  

What- the Role: 

This is a well-rounded Executive Assistant role spanning a variety of areas such as complex multi-time-zone calendar management, email review and triage for the CEO, in-person and video meeting scheduling and preparation, travel coordination, expense reporting, proofreading and finalizing documents and presentations, internal and external communications, and Board coordination. Directly and predominantly supporting the CEO and Board of Directors, as well as providing as-needed calendar management and travel coordination on behalf of the CFO and other executives. 
 We are looking for a seasoned, polished, and confident EA who will work autonomously and also directly manage the Office Coordinator. The ideal EA will be someone who can identify opportunities for process improvements and who will take the lead on implementing new administrative efficiencies. Swim Recruiting will provide interested candidates with a detailed job description.

Who- the Candidate: 

We are looking for a highly organized, polished, and professional EA who is values-based and who is a team player with excellent written and verbal communication skills. 
 Qualified candidates will have at least 5 years’ relevant experience directly supporting a busy senior executive in very fast-paced business environments. Business acumen is essential in this role, and the new EA will be someone who takes the time to get to know the ins & outs of the company’s complex, interesting, and high-growth business operations.  
  • Candidates must have experience conducting external communication on behalf of the Executive they support- whether that be to the Board, investors, high-profile customers and partners, media, Government, etc.  
  • Experience in a global company is preferred
  • Experience directly supporting the CEO, President, or Founder of a Company is highly preferred. 
  • Experience liaising with a Board of Directors is a big plus. 
  • Experience in the tech sector is asset, not at all required
  • Qualified candidates will be comfortable with various tools and systems and will be comfortable using Google Suite

Where: 

The company has a newly renovated corporate headquarters in a vibrant area of Vancouver- a modern and welcoming space, with a great patio for socializing! 
 The EA can work from the office full time or can choose to work on a hybrid schedule splitting their time between office and home. The expectation will be that the EA is in the office when the CEO is there, when meetings and events are happening, etc. Building solid in-person relationships across the company is crucial in this position. It is preferred that the EA have access to their own vehicle, but by no means is it a requirement. 

How Much: 

Base salary commensurate with relevance of executive assistance experience and skills- please discuss with SWIM. There is a performance-based bonus program, as well as an RRPS match after 1 year of tenure. Health benefits plan with a focus on mental well-being, professional development support, and a generous paid time off program. 

When & How to Apply: 

Swim Recruiting is presenting shortlisted candidate profiles 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!
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Executive Assistant

Administration & Executive Assistance
Contract
Hybrid - Anywhere in Vancouver, BC, CA
Posted on May 20, 2022
Our client, one of Vancouver’s most sought-after companies to work for, is seeking two dynamic and proactive Executive Assistants who are accustomed to working in fast-paced, deadline driven and ever-changing environments. Both positions have strong potential for perm hire for the right candidate - one 6 mo. contract, and one, 1-year contract. Read Full Description
Our client, one of Vancouver’s most sought-after companies to work for, is seeking two dynamic and proactive Executive Assistants who are accustomed to working in fast-paced, deadline driven and ever-changing environments. Both positions have strong potential for perm hire for the right candidate - one 6 mo. contract, and one, 1-year contract.

Who – The Company:  

A local Vancouver success story with global operations and an impeccable reputation is seeking two motivated and driven Executive Assistants. 
It’s a fast-paced, high energy and rewarding environment.

What- The Role: 

This is a fabulous opportunity for a dynamic EA who loves a fast-paced and fun environment.   
You will be the main point of contact to arrange international travel arrangements, meetings, calendars, and internal and external requests for the executive 
  • Calendar management – this is a big part of the role, must be comfortable with it and love it!   You’ll be the main point of contact for internal & external requests as well as being responsible for organizing travel itineraries and coordinating meetings
  • Meeting preparation/presentation – creating decks, preparation of briefing notes and meeting minutes
  • Maintain highly confidential information
  • Assist with communication documents such as email correspondence and letters

Who- the Candidate:  

  • 5 years of experience in an executive support level role in a fast paced and high energy work environment, preferably a global organization
  • Advanced knowledge of Excel, Outlook, Word, and PowerPoint for creating excellent presentations for senior management and generating complex reports
  • Extremely organized with the ability to prioritize tasks, coordinate, and multitask
  • Experience with international travel
  • Top notch communication skills (both written and verbal), great energy, passion, confidence, maturity
  • Comfortable in your own skin and able to handle competing demands with ease.
  • Good business sense and a knack for handling pressure and last-minute changes in stride, nothing gets by you
  • You have tact, diplomacy, and a good sense of humour!

How much: 

competitive hourly wage

Where: 

Vancouver

When & How To Apply: 

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. 
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!
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Executive Assistant

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, CA
Posted on May 20, 2022
Exciting, diverse, senior-level opportunity for an EA who wants to work with a fantastic mentor/boss and with a tight-knit, supportive team. Public company with operations in multiple countries. Based in Downtown Vancouver. Qualified candidates will have EA experience in a public company. Read Full Description
Exciting, diverse, senior-level opportunity for an EA who wants to work with a fantastic mentor/boss and with a tight-knit, supportive team. Public company with operations in multiple countries. Based in Downtown Vancouver. Qualified candidates will have EA experience in a public company.

Who- the Company:

Our client is a growth-oriented publicly-listed company in the exciting cryptocurrency space.  They are headquartered right here in Vancouver. 

What- the Opportunity: 

Our client is seeking a new Executive Assistant.  Reporting directly to the CFO, the Executive Assistant will manage the day-to-day back-office operations and administration. Responsibilities are diverse and can evolve with time according to the strengths and passions of the new EA. Here are some of the duties… 
  • Supporting the CFO with calendar management, email triage, and expense reports
  • Travel coordination- domestic and international, including booking accommodation, restaurants, and transportation 
  • Liaising with Board of Directors, including scheduling meetings, taking minutes, and following-up on action items
  • Management of the company’s corporate email inbox and corporate phone line, including replying to queries from investors, potential investors, partners, and media representatives 
  • Creation and maintenance of corporate records, documents, contracts, and agreements
  • Assist with regulatory compliance, such as business license renewals, filing of news releases and related public company tasks 
  • Posting news releases in time for stock exchange opening times 

Who- the Candidate:

We are looking for candidates who enjoy a fast-paced environment with diverse work and a role that offers long-term growth and opportunity for learning. The EA will have exposure to finance, legal, marketing, office management, and both general and public company administration. Candidates will be detail-oriented and will thrive on running efficient processes and meeting deadlines. The successful candidate for this job will be someone who enjoys working as part of a close-knit, friendly, and collaborative team but who can also “put their head down” and focus on getting work done. Candidates must have a valid passport and be able/willing to do business travel by airplane a couple times a year, if required. 
  • 5+ years relevant corporate administration experience
  • Experience working for a public company 
  • Proficiency with Microsoft Office (Outlook, Excel, Word, etc.) 
  • Excellent verbal and written communication and interpersonal skills
  • Experience supporting a Board of Directors and/or a CFO is highly preferred. 

Where:

Working from the corporate headquarters located in the heart of downtown Vancouver. 

How Much:

Generous total compensation commensurate with EA experience- please discuss further with SWIM.  This position offers a great opportunity for growth as the company has ambitious plans to move forward rapidly in the unique, innovative and cutting-edge cryptocurrency industry. 

When & How to Apply:  

This search is moving extremely quickly, so please don’t hesitate to apply if you are qualified for this great corporate administrator opportunity. If you already have a Recruiter at SWIM, please reach out to that person directly.  If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thanks
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Coordinator, Recruitment & Human Resources

Administration & Executive Assistance
Contract
Remote - Anywhere in Canada
Posted on May 19, 2022
We are looking for an up & coming HR and Recruitment professional with at least 2 years relevant administrative work experience within fast-paced environments. This is a fantastic opportunity to work for a successful multi-national company. Candidates must have experience using HRIS and/or ATS. Remote- anywhere in Canada. 6+ month contract to start.  Read Full Description
We are looking for an up & coming HR and Recruitment professional with at least 2 years relevant administrative work experience within fast-paced environments. This is a fantastic opportunity to work for a successful multi-national company. Candidates must have experience using HRIS and/or ATS. Remote- anywhere in Canada. 6+ month contract to start. 

Who- the Company: 

Our client is an innovative and publicly-listed life sciences company that is developing a fascinating product.  This is a company that you can feel truly proud to work for and contribute to! Operations in Canada and the US. 

What- the Position: 

Our client is seeking a new Recruitment & HR Coordinator who will support the company’s HR and talent acquisition team.  The person in this well-rounded role will have a variety of responsibilities including:
  • Scheduling phone, video, and in-person interviews across multiple time zones
  • Arranging travel and accommodation for out-of-town senior-level candidates 
  • Ensuring an excellent candidate experience with professional, personable, and punctual communication 
  • Preparing offer letters
  • Submitting background checks
  • Posting jobs on the company career site and external job sites 
  • Contributing to an efficient, consistent, and positive onboarding experience for new employees
  • Liaising with new employees between signed offer and start date. 
  • Participating in career fairs and recruitment events
  • Providing support to internal recruiters with sourcing, screening, interviewing, and references 
  • Contributing to process improvement projects within talent acquisition and human resources  

Who- the Candidate: 

Candidates will have at least 2 years of recent and relevant administrative experience, ideally in a similar HR Coordinator or Recruitment Coordinator position. 
  • A Bachelor’s degree or equivalent education is preferred, ideally within HR, Business, or Life Sciences. 
  • The successful candidate will be someone with the professionalism, enthusiasm, hustle, and confidence necessary to make a positive contribution in a dynamic and fast-paced work environment. 
  • Qualified candidates will understand the value of an exceptional candidate and new employee experience and the importance of being a strong brand ambassador for the organization. 
  • Excellent systems skills, including proficiency using video platforms such as a ZOOM and Teams. Experience using Jobvite ATS or Bamboo HRIS is highly desirable.  
  • Strong communication skills- written & verbal.

Where: 

REMOTE- the Coordinator can be based anywhere in BC, Alberta, Saskatchewan, Manitoba, or Ontario. The company is headquartered Vancouver, BC.  

How Much: 

Competitive compensation commensurate with experience, skills, and education- please discuss with SWIM. When this contract converts to permanent, employees will receive an RRSP match, bonus program, great benefits, and other employee perks. 

When & How to Apply: 

This search is moving VERY quickly and interviews commence immediately! SWIM is presenting the profiles of short-listed 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!
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Customer Service Representative

Administration & Executive Assistance
Permanent
Burnaby, BC, CA
Posted on May 17, 2022
Fantastic career opportunity with a Global leader. You will know this organization and love to be a part of it! Our client is a well-established and successful privately company with a collaborative corporate culture.  Read Full Description
Fantastic career opportunity with a Global leader. You will know this organization and love to be a part of it! Our client is a well-established and successful privately company with a collaborative corporate culture. 

Who- The Company: 

Due to rapid growth over the past two years, we are currently seeking applications for the position of Sales Representative based out of their Burnaby office. They are a strong Global and diverse company who cares about its customers, employees, community, and the environment. They are investing in advanced technologies to make them an even better place to work, and to have less of an impact on the environment.

What- The Role: 

Swim’s client is seeking a new Sales Representative to joint heir growing team. The role is exciting with a lot of variety. The job involves a huge emphasis on fostering and building new customer relationships especially with fleet and leasing. The new Sales Representative be the main point of contact for our clients loyal existing customer base as well as building new business relationships 

Responsibilities include:

Ensure files are accurate, complete and passed on to the appropriate departments when necessary
Maintain ongoing communication with customers regarding lease documentation and all other service requirements
Thorough knowledge of Dashboard functionality for internal and external customers
Provide support to Account Executives:
Maintain daily communication and provide reporting
Attend customer meetings and assist with new customer presentations as required
Problem-solve issues with respect to customer sales, billing and accounting
Monitor and facilitate orders for timely delivery
 

Who- the Candidate: 

We’re seeking dynamic, professional, self-motivated, and friendly individuals with at least 1+ years’ work experience in sales, customer service or office administration.  

Where:  

The new Sales Representative will be working full-time Monday to Friday in a beautiful corporate office in the heart of Burnaby. 

How Much: 

Very generous total compensation commensurate with experience and education, including benefits.

When & How to Apply: 

If you are qualified for, and interested in, this great opportunity with a successful organization, please let Swim Recruiting know as soon as possible as this search is moving quickly! If you already have a Recruiter at Swim, please
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Administrative Assistant

Administration & Executive Assistance
Permanent
Hybrid - Anywhere in Greater Vancouver, BC, CA
Posted on May 4, 2022
Fantastic opportunity for someone looking for a very friendly, tight-knit, and easy-going team with an employer you can stay with for many years. Administratively supporting the accountants at a reputable boutique bookkeeping firm.  Swim Recruiting uses this bookkeeping firm for our own accounting, payroll, taxation, and bookkeeping needs! Based in South-East Burnaby, opportunity to work from home 2 days a week once training is complete.  Read Full Description
Fantastic opportunity for someone looking for a very friendly, tight-knit, and easy-going team with an employer you can stay with for many years. Administratively supporting the accountants at a reputable boutique bookkeeping firm.  Swim Recruiting uses this bookkeeping firm for our own accounting, payroll, taxation, and bookkeeping needs! Based in South-East Burnaby, opportunity to work from home 2 days a week once training is complete. 

Who- The Client: 

Our client is a reputable and well-established full-service accounting firm. The consulting practice has a diverse and loyal client portfolio of small and midsize companies throughout the lower mainland and beyond and Swim Recruiting has been benefiting from this firm’s accounting, bookkeeping, and payroll services for a decade now!  We can speak first-hand to the organization’s friendly and tightknit team culture. The founder and managing partner is now looking for a new employee to join their team. 

What- the Role: 

Administrative Assistant, reporting directly to the firm’s owner/founder/managing partner.  This is a versatile, well-rounded, and hands-on position that would lend itself well to someone who is very organized and detail-oriented and who enjoys multi-tasking. The days are diverse due to the variety that comes from working with external clients. The Administrative Assistant will be responsible for calendar management, email inbox management, workforce planning and scheduling, new client onboarding, project coordination, event planning, managing relationships with various vendors, etc. Systems used include Outlook, Excel, Word, QuickBooks, and a project management tool called Aero Workflow. Swim Recruiting will provide interested candidates with a thorough job description. 

Who- The Candidate: 

We are seeking an administrative professional with at least 4 years progressive experience. Candidates must have experience with calendar management and project coordination. Experience supporting accountants (within an accounting and bookkeeping firm or in the accounting & finance department of a company) is preferred, but not required as long as candidates are confident and comfortable supporting accounting professionals. Strong software and computer skills are required. An eye for process improvement and seeking out new efficiencies is big plus! Experience managing and organizing someone else’s email inbox is an asset. The team is looking for a friendly and down to earth colleague who they can work hard with and have a good laugh with!

Where:  

Working from South-East Burnaby, close to Deer Lake Park, off HWY #1.  Good commute for people living in Burnaby, New Westminster, Port Moody, Coquitlam, Port Coquitlam, East Richmond, North Surrey, etc. Free street parking available. 
Initial training will take place in-person Monday to Friday. Once trained up, the Admin. Asst. can work from home 2 days a week. 

How Much:  

Base salary commensurate with relevant work experience and skills, plus benefits, paid vacation, etc. Please discuss further with SWIM!  

When & How To Apply: 

This search is moving quickly and we’re excited to shortlist candidates for our very important client. We can provide much more information than we have written down in this posting, if you are interested and have any questions. 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. Thank you! 
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Executive Assistant to the COO

Administration & Executive Assistance
Permanent
Chilliwack, BC, CA
Posted on April 26, 2022
Join a successful & growing organisation based in Chilliwack. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description
Join a successful & growing organisation based in Chilliwack. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

Founded in 2007, our client, whose office is located in Chilliwack, is an extremely successful and fast paced non-profit organization with a tremendous corporate culture and ethos. 

Who-the Candidate: 

We are seeking an exceptional Executive Assistant professional with a strong business sense! This is a unique opportunity to join a very progressive and fast paced organisation, so we are looking for like-minded individuals. This role requires a mature and professional attitude, strong administrative, secretarial, coordination, organizational and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks and meet strict deadlines under pressure. The role requires approximately 5 - 7 years of relevant Executive Assistant experience gained from government, quasi-government with a strong communications and project management focus. Post secondary education such as diploma or degree in a related field is a definite asset. Refined administrative and communicative skills required. Project management capabilities and experience required. Advanced user of MS Office, specifically Outlook, Word and PowerPoint.  

What - the Opportunity: 

This position is responsible for providing extensive executive administrative support to the COO and working collaboratively to enhance relationships between the COO office, other departments, staff and the larger community. 
Duties will include but will not be limited to; meeting coordination and calendar management, travel arrangements, management of flow of information to the COO including calls and emails, expense report preparation, event planning, preparation of correspondence, presentation preparation, creating and editing various reports, letters, briefing notes, digital presentations and memos, administer the flow of special projects, carry out research, communicate with stakeholders, clients and vendors, preparing and formatting correspondence on behalf of the COO and various ad-hoc administrative and coordination functions and will provide support to the EA, CEO as needed. 

Where:

Chilliwack, in office.  

How Much: 

A competitive salary dependent on experience, along with excellent benefits, vacation, and other generous rewards.

When & How to Apply: 

If you are interested in this opportunity, please let us know today and we can discuss further! If you already have a Recruiter at Swim, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.
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Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on April 25, 2022
This is an exciting EA 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. Primarily supporting the CEO and CFO. Role involves all classic EA tasks, as well as some responsibilities within HR administration.  Read Full Description
This is an exciting EA 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. Primarily supporting the CEO and CFO. Role involves all classic EA tasks, as well as some responsibilities within HR administration. 

Who – the Organization: 

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 Executive Assistant who will directly support the President, the CFO, and other senior leaders. The EA will report directly into the CFO, who oversees accounting & finance (of course!), but also human resources, information technology, and legal. The EA will have all the classic EA responsibilities (calendar management, domestic & international travel coordination, meeting organization, event planning), as well as general office management (liaising with property management firm) and responsibilities in other areas including HR administration (posting jobs, phone screens, conducting references, maintaining employee files, etc.). SWIM will provide interested candidates with a detailed job description attached.

Who- the Candidate:

We are seeking well-rounded administrative professionals who have an upbeat and “can do” attitude. Given the organization is in a very exciting period of growth, we’re looking for EAs who enjoy building out new processes and who welcome change. 
Qualified candidates will have at least 2 years and ideally ~5 years of relevant senior level administrative experience. 
Strong computer skills are required, particularly within Microsoft Office. The President uses a Mac for calendaring, so experience using both PCs and Macs is an asset but by no means required. Candidates will have proven experience doing calendar management and travel coordination on behalf of executive leaders. Please note this organization has a vaccine policy in place.

Where:

This organization is headquartered close to Vancouver General Hospital. The Executive Assistant will work from the office ~4 days a week (please discuss hybrid schedule options with SWIM). 

How Much: 

Base salary commensurate with experience and skills- please discuss with SWIM. Additionally, this organization provides good health & dental benefits, 3 weeks vacation, and a defined contribution pension plan (worth between 3% and 5%, 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 CFO 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!  
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Administrative Coordinator, Marketing

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on April 20, 2022
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

Our client, with head office in North Vancouver, is an extremely successful organization with a tremendous corporate culture and they have repeatedly earned recognition as one of the country’s best managed companies.

Who-the Candidate: 

We are seeking an exceptional administrative professional with a strong business sense! This is a unique opportunity to join a very progressive and career-oriented organization, so we are looking for like-minded individuals. This role requires a mature and professional attitude, strong administrative, organizational, coordination and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks and meet strict deadlines under pressure. A post-secondary degree is preferred, ideally in Marketing, Communications or Business. 

What - the Opportunity: 

This position reports to the Purchasing Manager, Brand Packaging & Print Services and will provide support such as managing written and verbal communications, collaboration with outside contacts, delivering excellent customer service to operator and franchisees, create support material, maintain inventory and databases. 

Where: 

North Vancouver. Nice & spacious office very close to the SeaBus and other transit. Option to work remote 2 days per week.

How Much: 

competitive annual salary with excellent benefits and other perks. Please discuss further with Swim.  

When & How to Apply: 

If you are interested in this opportunity, please let us know today and we can discuss further! If you already have a Recruiter at Swim, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.
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Senior Administrative Assistant

Administration & Executive Assistance
Permanent
Delta, CA
Posted on April 19, 2022
Based on Annacis Island in Delta. Career opportunity with a stable privately held company with a great reputation and well-established history. This is a wonderful place for people who want to work with great colleagues in a supportive corporate culture. Many employees have worked with the Company for 10+ years and the Company creates loyalty because they treat their employees very well.  Read Full Description
Based on Annacis Island in Delta. Career opportunity with a stable privately held company with a great reputation and well-established history. This is a wonderful place for people who want to work with great colleagues in a supportive corporate culture. Many employees have worked with the Company for 10+ years and the Company creates loyalty because they treat their employees very well. 

Who- the Company: 

Our client is a very successful and respected manufacturing organization with a 50-year history of valuing their people and taking pride in their products. This company is values-based and promotes a collaborative and positive corporate culture where successes are celebrated and areas for improvement are identified and tackled. Swim Recruiting has placed many people with this company and we consistently receive positive feedback on the leaders and the work environment. 

What- the Role:

 Senior Administrative Assistant, supporting 4 Executives including the Owner, the President, and the CFO. The Senior Administrative Assistant will directly support these senior executives with a variety of administrative tasks, including email filing and organization, calendar management, preparing materials for meetings, and minute-taking in meetings.   The Senior Admin. Asst. will also provide administrative support to 2 Property Managers. This is a full-time and permanent position, work hours are 8:30am to 4:30pm. Swim Recruiting will provide interested candidates with a full job description.  

Who- the Candidate:  

At least 5 years and ideally 10+ years of recent and relevant experience in a senior administrative role. Experience with hands-on email management on behalf of a senior executive is required. We are seeking someone with a great attitude to work who is excited about contributing to a successful and well-established organization with a tight-knit, family-feel corporate culture. Candidates must be highly organized, detail-oriented, and able to tackle many duties and project over the course of a single work day. Professional demeanor and excellent communication skills are required. Candidates should have very good computer skills, particularly using Microsoft Office (Outlook, Word, Excel, PowerPoint). Experience using both PCs and Macs is an asset but not required.

Where: 

Annacis Island in Delta, BC. Please ensure you are comfortable with the commute to this location. There is plenty of free employee parking is provided.  

How Much:  

Competitive salary and benefits commensurate with candidate’s administrative work experience- please speak with Swim Recruiting for more details.  

When & How to Apply: 

This search is moving very 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' to send us your resume. Thank you! 
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Executive Assistant, CFO

Administration & Executive Assistance
Permanent
North Vancouver, BC
Posted on April 11, 2022
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

Our client, whose head office is located in North Vancouver, is an extremely successful organization with a tremendous corporate culture and they have repeatedly earned recognition as one of the country’s best managed companies.

Who-the Candidate:

We are seeking an exceptional administrative professional with a strong business sense! This is a unique opportunity to join a very progressive and career-oriented organization, so we are looking for like-minded individuals. This role requires a mature and professional attitude, strong administrative, secretarial, coordination, organizational and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks and meet strict deadlines under pressure. The role requires a minimum of three – five years of relevant administrative/executive assistant experience, ideally supporting a CFO, Director of Finance or Accounting and Finance team. Must possess excellent written and communication skills, proficiency with PowerPoint, Word, Outlook & Excel.  

What - the Opportunity: 

This position is responsible for providing extensive administrative support to the CFO, Corporate Secretary and Director, Finance. Duties will include but will not be limited to; meeting coordination and calendar management, travel arrangements, expense report preparation, event planning, preparation of correspondence, presentation preparation, creating and editing various reports, financial statements, spreadsheets and analysis. The position will also be responsible for organizing and preparing board meetings, AGMs and conference calls, liaising with legal counsel, preparing and format annual financial statements and various ad-hoc administrative and coordination functions and will provide support to the EA, CEO as needed. 

Where: 

North Vancouver. Nice & spacious office very close to the SeaBus and other transit. 

How Much: 

A competitive salary dependent on experience, along with excellent benefits, vacation, and other generous rewards.

When & How to Apply: 

If you are interested in this opportunity, please let us know today and we can discuss further! If you already have a Recruiter at Swim, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.
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AP Coordinator

Administration & Executive Assistance
Permanent
Maple Ridge, CA
Posted on April 7, 2022
Who- the Company: Read Full Description
Who- the Company:
Our client is a well-known group of companies located in Maple Ridge. They have a down-to-earth culture and a collaborative team environment. Most people stay with this company for many years as it’s a friendly, stable, and rewarding organization to work for! The person in this role can work full-time with benefits plus RRSPs. This role is work from office and is the face of the organization! 

What- the Role:
The Accounts Payables Coordinator will be responsible for full cycle AP assisting with some collections and have some light admin duties. This position is situated at the front desk with a low volume amount of calls and visitors coming in. This is truly an accounting role and is a hybrid role for someone who has a self-motivated and hands-on approach to work. You will report directly to the Controller and Director of Finance. You will be working with a team of 4 other accountants who are excited to have a new team member join as this role is open due to a retirement in the organization. You will have full mentorship and support.

Who- the Candidate:
We are seeking someone with at least 2 years’ and ideally 4+ years’ experience in a relevant Accountant position or equivalent.
  • We are seeking someone who is detail-oriented, efficient, organized, and who is an excellent team player. 
  • Degree or Diploma in Finance or Accounting.
  • Someone who clearly communicates with their peers and their bosses, and who produces what they say they will. 
  • Experience with a fast-paced and entrepreneurial mid-size company is an asset. Experience in real estate sector is an asset. 
  • Accounts Payables and Accounts Receivables (full cycle)
  • Microsoft Excel and SAP an asset
Where:
Working from the office 5x a week in beautiful Maple Ridge, BC. 
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Manager, Administrative Services

Administration & Executive Assistance
Permanent
Hybrid - Burnaby, CA
Posted on April 5, 2022
Manager, Administrative Services opportunity with a fantastic purpose-based organization.  Read Full Description
Manager, Administrative Services opportunity with a fantastic purpose-based organization. 
Fascinating company that is very purpose driven! They are looking for a Manager, Administrative Services to join the organization. This is a newly created role looking for a seasoned Executive Assistance, Office to the CAO or experienced Office Manager that has an eye for process improvement and systems automation! 

Who- the Company: 

Fascinating public company that is purpose driven working towards therapies and treatments. The company is going through huge growth growing year over year and include a great group of smart, talented, collaborative individuals who are all excited about the transformation the company is undergoing! 

What- the Role: 

We are seeking a Manager, Administrative Services to join our team. As our Manager, Administrative Services, you will lead and contribute to an in-person and remote work environment that parallels our company culture and values. This is a key role that is newly created to really better automate a lot of systems and process within the organization. The ideal candidate will be an energetic, service-driven individual with a can-do attitude who thrives on fostering a sense of community and great experience for our employees. This role calls for an individual who enjoys challenges, varied work and has an aptitude for implementing new processes or improving current ones. This is a unique and rewarding opportunity that allows the successful candidate to participate in various initiatives that contribute to the growth of our organization. 

RESPONSIBILITIES:

  • Actively set the tone and standard for excellent and consistent administrative services across the Company where the approach is service-oriented and focused on eliminating the administrative burden of others.
  • Act as a key point of contact for office/administrative related inquiries and proactively identify and refer to appropriate department/individual; act as primary point of contact for Xenon’s other offices, where applicable. Liaise and work collaboratively with other administrative staff to handle requests and queries.
  • Collaborate with the Corporate functions to create and maintain guidance documents that standardize office and administrative procedures (e.g. travel policy, expense policy, travel/conference tracking, external guest protocol, etc.).
  • Manage all administrative procedures (as listed in above bullet, and other like processes) and lead regular meetings for administrative staff across the company to ensure consistent application of policies, processes and standards; providing oversight where applicable. Lead discussions on areas for improvement and other topics related to continuously improving the administrative support experience at the Company.
  • Propose, lead and/or participate as a team member on projects related to process optimization and efficiencies (e.g. travel and expense management platform). Work collaboratively on cross functional teams supporting other initiatives as required (e.g. office space renovations, impact of office environment relating to wellness initiatives). 
  • Coordinate physical office space, including space planning, repairs, desk moves etc. in conjunction with applicable stakeholders such as Facilities, HR, and hiring managers.
  • Manage office and kitchen supplies including budget and service vendors.
  • Support day to day operations and programs of Corporate departments as an extension of their functions, where applicable.
  • Actively participate (and lead, where applicable) in the planning and execution of company events. 
  • Establish and maintain positive working relationships with others, both internally and externally and perform all responsibilities with professionalism, confidentiality (where applicable) and mature judgement, appropriately representing the Company.
  • Vacation coverage for other administrative staff as applicable.
  • Other duties as required.
  • Act in accordance with Company policies, including, for example, the Code of Business
  • Conduct and Ethics and ensure policies are understood and followed by direct reports, if any.

Who- the Candidate: 

QUALIFICATIONS:

  • Minimum 7 years in an administrative role, with at least 3 years in an office management capacity. Ideal would be an experienced candidate with an eye for process improvement and systems optimization! 
  • Outstanding organizational and project management skills.
  • Friendly and approachable demeanor with a positive “can-do” attitude (no task is too big or small!), handling requests and inquiries in a professional, diplomatic, tactful and service-driven manner.
  • A self-starter who displays a strong desire to take initiative and has a proven ability of being resourceful, identifying issues and resolving problems in a timely manner using creativity and sound judgment.
  • Strong interpersonal skills focusing on developing long-term relationships to facilitate work efforts, alignment, and collaboration.
  • Strong verbal and written communication skills; being able to effectively present information and ideas to diverse groups, simplifying often complex and lengthy matters to support understanding and getting buy-in.
  • Flexibility to work within constantly changing priorities and being able to prioritize responsibilities accordingly to meet deadlines in a positive and calm manner.
  • Ability to work independently and as part of a team in a fast-paced environment with minimal oversight.
  • High standard of ethics, confidentiality and diplomacy in handling of sensitive information.
  • Proficient computer skills and in-depth knowledge of MS Word, Excel, Power Point, Outlook and Teams; high technical aptitude to learn new systems quickly.
  • Ability to work non-standard hours in special circumstances.

What- the Culture: 

Purpose driven organization with many bright minds all working towards a great cause! Very cool culture in neuroscience. 

Where: 

Metro-Vancouver. This role has been remote but ideal will be hybrid 2-3 days in office. 

How Much: 

Base salary commensurate with experience and skills plus a generous bonus, stock options. Additionally, this role will be eligible for good health & dental benefits, and more. Please discuss further with SWIM!

When & How to Apply: 

This search is moving quickly! If you are interested in this unique and fulfilling recruitment opportunity with a large, well-established company, 
I’d love to discuss with you further!  
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Executive Assistant supporting multiple executives including the CFO and CEO

Administration & Executive Assistance
Permanent
Hybrid - Burnaby, CA
Posted on March 31, 2022
Fascinating company that is very purpose driven! They are looking for an Executive Assistant that is experienced in managing multiple executives’ busy calendars including coordinating international travel schedules and ideally seeking candidates with public company experience and some exposure to investor relations.  Read Full Description
Fascinating company that is very purpose driven! They are looking for an Executive Assistant that is experienced in managing multiple executives’ busy calendars including coordinating international travel schedules and ideally seeking candidates with public company experience and some exposure to investor relations. 

Who- the Company: 

Fascinating public company that is purpose driven working towards therapies and treatments. The company is going through huge growth growing year over year and include a great group of smart, talented, collaborative individuals who are all excited about the transformation the company is undergoing!

What- the Role: 

We are seeking an Executive Assistant to join our team. The Executive Assistant will primarily provide senior administrative support for the CEO and CFO, with opportunities to provide light support for other Executives/senior leaders on an as needed basis as well as support some investor relations activities. The successful candidate will have experience supporting multiple Executives/departments and has excellent prioritization, organization, and multi-tasking skills. The ideal candidate thrives in a fast-paced, hybrid work environment and brings a positive and calm demeanor with their service-oriented approach. The Executive Assistant will be an integral member of our administrative team and will actively contribute to the administrative support culture at the Company. 
This is a multi-faceted role with core Executive Assistant
responsibilities including complex calendar management, international travel coordination, booking for executive leadership meetings as well as investor meetings and more for this public company.  
Working with a lovely team and polished group, this is a key role is supporting their leadership team day to day. Swim can provide a more detailed list of responsibilities upon your application. 

Who- the Candidate: 

Seeking an experienced Executive Assistant with ideally public company experience and some experience with investor relations. Ideal is someone that has supported multiple executives. A great personality that is down to earth to work with this respectful, purpose-based team is ideal! 

OTHER IDEAL QUALIFICATIONS INCLUDE:

  • Minimum 7 years of recent experience in an Executive Assistant capacity
  • Experience supporting multiple departments and/or Executives
  • High standard of ethics, confidentiality and diplomacy in handling of sensitive information
  • Excellent interpersonal, oral and written communication skills
  • Meticulous eye for detail
  • A self-starter who shows initiative and works well as a team member
  • Excellent prioritizing, organizing, planning and decision-making skills
  • Proficient computer skills and in-depth knowledge of MS Word, Excel, Power Point, Outlook and Teams; high technical aptitude to learn new systems quickly
  • Proven ability to work within and meet deadlines
  • Ability to work with minimal oversight
  • Skilled at multitasking in a fast-paced environment with the ability to address varying situations with a positive and calm service-driven approach
  • Flexible and adaptable
  • Ability to work non-standard hours in special circumstances.

What- the Culture: 

Purpose driven organization with many bright minds all working towards a great cause! Very cool culture in neuroscience. 

Where: 

Metro-Vancouver. This role has been remote but ideal will be hybrid 2-3 days in office. 

How Much: 

Base salary commensurate with experience and skills plus a generous bonus, stock options. Additionally, this role will be eligible for good health & dental benefits, and more. Please discuss further with SWIM!

When & How to Apply: 

This search is moving quickly! If you are interested in this unique and fulfilling recruitment opportunity with a large, well-established company, 
I’d love to discuss with you further! 
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Front Desk Administrator

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, CA
Posted on February 28, 2022
Amazing Organization and you will definitely know them! Great opportunity for a candidate with 3+ years of Front Desk Administration experience to join a growing company. This is a company you will know, love and want to be the face to represent! Read Full Description
Amazing Organization and you will definitely know them! Great opportunity for a candidate with 3+ years of Front Desk Administration experience to join a growing company. This is a company you will know, love and want to be the face to represent!

Who - the Company: 
Our client is very well known here in Vancouver and are experiencing amazing growth, has great leadership and a positive culture.

What - the Role:
Front Desk Administrator. This role will be responsible for a variety of tasks including scheduling meetings, coordinating team events, ordering office supplies, running errands for the office, and reception duties including answering calls and directing visitors. Swim Recruiting will provide interested candidates with a more detailed job description.

Who - the Candidate:
We’re seeking candidates with at least 3 years of administrative experience. Successful candidate will have strong communication skills, ability to multitask, remain calm under pressure and have a professional demeanour. Must have experience with Microsoft Suite and be comfortable using Excel. We are looking for a mature and professional candidate who can be the face and voice of this very well-known reputation. 

Where:
This role will be located in the office full-time in Downtown Vancouver.

How Much:
Base salary commensurate with experience- please discuss further with SWIM. This role will be eligible for benefits.
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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Co-Executive Director, Engagement & Community Development for QMUNITY

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, CA
Posted on February 22, 2022
Swim Recruiting is honoured to be representing QMUNITY to the Greater Vancouver market. QMUNITY is seeking a new leader to join their vibrant organization that supports BC’s LGBTQ2SAI+ community through social services, community-based programs, counselling, education, and advocacy.  The Co-Executive Director will have primary responsibility for QMUNITY’s Diversity, Equity, and Inclusion (DEI) Consulting and Education services.  Read Full Description
Swim Recruiting is honoured to be representing QMUNITY to the Greater Vancouver market. QMUNITY is seeking a new leader to join their vibrant organization that supports BC’s LGBTQ2SAI+ community through social services, community-based programs, counselling, education, and advocacy.  The Co-Executive Director will have primary responsibility for QMUNITY’s Diversity, Equity, and Inclusion (DEI) Consulting and Education services. 

Who- the Organization: 

Swim Recruiting has been engaged as the exclusive recruitment partner supporting QMUNITY on their important search for a new Co-Executive Director. QMUNITY is BC’s LGBTQ2SAI+ community hub and exists to improve queer, trans, and Two-Spirit lives. QMUNITY does this in three ways: by supporting individuals, by strengthening our communities, and by leading the way towards legal and lived equality. 

What- the Opportunity: 

One of two primary executive positions within QMUNITY, the Co-Executive Director, Engagement & Community Development will have strategic and operational responsibility for QMUNITY’s Diversity, Equity, and Inclusion (DEI) Consulting and Education Programs
The new Director’s portfolio will also include fund development, external relations, communications, and strategic growth of other pro-bono and fee-for-service channels such as counselling. The Co-Director will have shared oversight of internal operations, including organizational development, budget and finances, human resources and liaising with and supporting QMUNITY’s Board of Directors. Swim Recruiting placed QMUNITY’s other Co-Executive Director in early 2021
The responsibilities of this exciting and unique role are varied, and will encompass such areas as: 
  • Governance 
  • Program Management
  • Client Consultation
  • Oversight of QMUNITY’s Counselling Services 
  • Financial Oversight
  • Fundraising
  • Organizational Development
  • Human Resources and Talent Attraction 
Swim Recruiting will happily provide interested candidates with a more thorough job description. 

Who- the Candidate: 

We are seeking passionate, entrepreneurial, business-minded, and well-rounded individuals who align very closely with QMUNITY’s values and important mandate. 
Qualified candidates will have strong knowledge of LGBTQ2SAI+ communities and issues on both a personal and professional level. Prior experience in the Not-For-Profit (NPO) space is preferred, particularly within program management. 
Experience delivering DEI education and consulting is crucial in this role. 
Qualified candidates will have experience leading, mentoring, and inspiring teams in an official management capacity. Experience working with unions is an asset.
QMUNITY is committed to employment equity and, as their recruitment partner, Swim Recruiting will prioritize applications from underrepresented groups including trans and non-binary folks, Indigenous persons, persons of colour, and persons with disabilities.

How Much: 

The starting salary for this position is currently banded at $80,000/year; this is a starting salary and increases will be negotiated on an annual basis. Remuneration also includes a benefits package (extended health and dental, professional development funds, and vacation leave; planning is underway for a pension plan- please discuss further with SWIM. 

Where: 

QMUNITY’s main office is located at 1170 Bute Street in downtown Vancouver. QMUNITY operates on the traditional, ancestral and unceded territories of Indigenous people across British Columbia. In particular, QMUNITY offices are located on the Coast Salish territories of the Musqueam, Squamish and Tsleil-Waututh Nations. During Covid-19 physical distancing, some QMUNITY staff members are working from home. Long-term, the new Co-Executive Director will work out of the main office- a fun and inspiring place to be! 

When & How to Apply: 

Swim Recruiting will be screening and interviewing qualified candidates on behalf of QMUNITY and representing shortlisted candidates directly to the Board and hiring team for review and consideration. If you already have a Recruiter at SWIM, please feel free to reach out to them directly. Should you not yet have a contact at Swim Recruiting, please hit “APPLY NOW” to send us your resume. Thank you! 
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Payroll & Accounting Administrator

Administration & Executive Assistance
Permanent
North Vancouver, CA
Posted on January 21, 2022
Looking for a reputable North Vancouver, BC Company, well known for being an expert in its trade. This is mid-size organization with a family oriented culture. They are willing to train in Payroll or Accounting if the candidate is coming with limited Accounting education.  Read Full Description

Who - The Company: 

Looking for a reputable North Vancouver, BC Company, well known for being an expert in its trade. This is mid-size organization with a family oriented culture. They are willing to train in Payroll or Accounting if the candidate is coming with limited Accounting education. 

What - The Role: 

  • Working alongside the Controller this payroll administer will assist with Full cycle payroll of Canadian employees and some accounting duties.
  • Answer payroll inquiries from staff related to earnings, deductions, taxable benefits, salary, vacation and sick leave.
  • Process weekly payrolls for approximately 250 employees.
  • Reconcile all payroll accounts to the general ledger.
  • Perform manual calculations and related entries for retroactive pays, corrections, vacation payouts, deductions, taxable benefits, etc.
  • Accounting assistance with AP and AR or other duties if you want to learn!
  • Experience with Sage 300 (Timberline) would be an asset

Who – The Candidate:

  • 1 years’ minimum related experience in a full cycle, end to end payroll processing or accounting experience. We are also looking at new accounting/payroll graduates. 
  • Experience using various software
  • Working knowledge of payroll best practices and legislation.
  • An individual who wants to learn and grow with the organization with additional tasks.

Where: 

North Vancouver, BC and work from home right now until further notice.

How Much:

If Full time a base salary commensurate with level of experience, benefits.

When & How To Apply: 

This search is moving 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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Customer Service Administrator

Administration & Executive Assistance
Permanent
Burnaby, CA
Posted on January 21, 2022
Fantastic career opportunity with an industry leader in their field company. Our client has been in business for almost 50 years and has a superb reputation. This company is a successful private company with a collaborative corporate culture.  Read Full Description
Fantastic career opportunity with an industry leader in their field company. Our client has been in business for almost 50 years and has a superb reputation. This company is a successful private company with a collaborative corporate culture. 

Who- The Company: 

Our clientis a leading client has been providing a quality service for over 45 years. Due to rapid growth over the past two years, we are currently seeking applications for the position of Customer Service Administrator based out of their Burnaby North office.

What- The Role: 

Swim’s client is seeking a new Customer Service Administrator to joint heir growing team. The role is exciting with a lot of variety. The job involves a huge emphasis on fostering and building new customer relationships. The new Customer Service Administrator is handling inside sales, taking orders, handling purchase orders and coordinating with the team!

Who- the Candidate: 

We’re seeking dynamic, professional, self-motivated, and friendly individuals with at least 1 years work experience in sales, customer service or office management. 

Where:  

The new Customer Service Administrator will be working full-time Monday to Friday in Burnaby. 

How Much: 

Generous total compensation commensurate with experience and education, including benefits. Please discuss further with Swim Recruiting. 

When & How to Apply: 

If you are qualified for, and interested in, this great opportunity with a successful organization, please let Swim Recruiting know as soon as possible as this search is moving quickly! If you already have a Recruiter at Swim, please
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Deal Administrator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on January 19, 2022
Excellent opportunity for an accounting graduate with 1-2 years work experience who would love to work for a large, reputable, and well-established public company with global operations! Read Full Description
Excellent opportunity for an accounting graduate with 1-2 years work experience who would love to work for a large, reputable, and well-established public company with global operations!

Who- the Company: 

Our client is a very high profile global company with significant operations in North America. They have a reputation for hiring top talent and for providing their employees with interesting and challenging work in a positive and professional environment. Working at this company looks great on a resume and opens new opportunities for accelerated career development! Swim Recruiting has been engaged to aid with this important search.

What- the Opportunity: 

SWIM is looking for a new Deal Administrator on behalf of our great client. Reporting directly into a Team Manager and indirectly to the Director, Deal Administration, the successful candidate will be focused on providing high level administrative and financial clerical support to the Canadian Brokerage operations. You will be responsible for processing deal transactions, assigning deal numbers, updating the database, verifying data, invoicing, and preparing deposits. You will ensure compliance and manage accounts receivable while communicating with clients. You will be using their Deal Tracking System as well as Excel and other tools. Working in a core team of 12, and a broader North American accounting & finance team of 65+ people there is plenty of room for long-term career growth over the years!

Who- the Candidate: 

Candidates will have ideally 1-2 years of relevant administrative and accounting work experience related to real estate/conveyancing/sales. Candidates will have relevant post-secondary education (accounting, business, commerce, or finance). Intermediate-level proficiency in Excel is required. Commercial real estate/sales industry experience will be considered a strong asset.  

Where:

This company provides a hybrid work schedule (4 days a week from home and 1 day from the office). Days working from the office may increase with time but they will remain on a hybrid work schedule long term. Please note this company has a Covid-19 vaccination policy in place. 

How Much:

Robust total compensation package- base salary commensurate with education and experience plus bonus, RRSP match, 3 weeks vacation, excellent benefits, and other employee perks. Please discuss with SWIM. 

When & How to Apply: 

If you are qualified for, and interested in, this excellent opportunity with a high-profile global corporation, 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. Thank you! 
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Senior Office Coordinator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on December 2, 2021
Fantastic opportunity for an administrative professional who is seeking to join a large, fast-paced, and well-established company with a friendly corporate culture.  Read Full Description
Fantastic opportunity for an administrative professional who is seeking to join a large, fast-paced, and well-established company with a friendly corporate culture. 

Who- the Company: 

Our client is a very well established and successful private capital company with a presence across Canada. They provide professional discretionary money management services to high net worth individuals, Indigenous communities, not-for-profits and charitable foundations across Canada. 

What- the Role: 

Our client is seeking a new Office Coordinator who will coordinate various office tasks and functions to ensure the office operations run smoothly. You will be an integral part of the Office Services Team and responsible for a dynamic range of tasks that will require quick thinking and attention to detail. Job duties and responsibilities include: 
  • Manage the day-to-day operations of the Vancouver Office 
  • Supervise two receptionists, provide support and leadership where required 
  • Act as liaison with property management company and various office vendors 
  • Assist with management and coordination of corporate cell phones 
  • Lead the Joint Health & Safety Committee in Vancouver, and health & safety initiatives across the company
  • Assist the Social Committee in planning and executing office events 
  • Support the Manager, Office Services with various projects and initiatives 
  • General administrative duties as required 
  • Other duties as assigned from time to time 

Who- the Candidate:

We are seeking a self-motivated Office Coordinator who is business-savvy, confident in their abilities, and who has a can-do approach to their work. At least 3 to 5 years of administrative experience, ideally in a professional services environment. Proven team leadership experience. Demonstrated ability to work efficiently under pressure; dealing with changes and interruptions while maintaining strict deadlines with excellent communication skills with a demonstrated ability to speak comfortably with people in a variety of roles and levels of seniority.

Where: 

Working from a beautiful corporate office in the heart of Downtown Vancouver. The company is following careful Covid-19 physical distancing protocols.  

How much: 

Very competitive base salary commensurate with experience and skills. Total compensation package includes an annual performance-based bonus of up to 20%, health and dental benefits, group RRSP plan and 3 weeks vacation.

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. Thank you! 
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Executive Assistant, CEO’s Office- CONTRACT

Administration & Executive Assistance
Contract
Vancouver, BC, CA
Posted on September 30, 2021
Excellent opportunity for an EA to join a very successful, well-established, and high-growth Vancouver-based company in a unique and exciting industry. Directly supporting senior executives, including CEO and Chairman. 6-month contract with high chance for permanent. Working closely with, and learning from, other EAs.  Read Full Description
Excellent opportunity for an EA to join a very successful, well-established, and high-growth Vancouver-based company in a unique and exciting industry. Directly supporting senior executives, including CEO and Chairman. 6-month contract with high chance for permanent. Working closely with, and learning from, other EAs. 

Who- the Company: 

Our client has a 40-plus year history of creating wildly successful products that are sold across North America and beyond. They have a very fast-paced and exciting work environment and corporate values that promote teamwork, trust, and sincerity. The company has close to 1000 employees. 

What- the Role: 

6-month contract running to spring 2022, with a very high chance of converting to permanent! This is a well-rounded Executive Assistant (for the CEO’s Office) role spanning a variety of areas such as complex multi-time-zone calendar management, in-person and video meeting scheduling, travel coordination, email organizing, budgeting, event planning, expense reporting, document creation, internal & external communications, and occasional personal assistance. We are looking for a polished and confident EA who will collaborate closely with a couple other EAs in the CEO’s office. The ideal EA will be someone who can identify opportunities for process improvements and who will take the lead on implementing new administrative efficiencies. Swim Recruiting will provide interested candidates with a detailed job description. 

Who- the Candidate: 

We are looking for a highly organized, polished, and professional EA who is values-based and who is a humble team player with great written and verbal communication skills. Qualified candidates will have at least 3 years’ relevant experience directly supporting busy executives in very fast-paced business environments. Business acumen is essential in this role, and the new EA will be someone who takes the time to get to know the ins & outs of the company’s complex, interesting, and high-growth business operations. 

How Much: 

Generous hourly consulting rate commensurate with calibre of EA experience and skills- please discuss further with SWIM! If/when this role converts to permanent, total compensation package includes health & dental benefits, RRSP match, and a profit sharing program. 

Where:  

Vancouver. Training will take place entirely at the office, and the EA will be working from the office on days when the CEO is working from the HQ. During ongoing Covid-19 physical distancing, the EA may select to work a couple days a week from home. The company’s Vancouver head office is easily accessible by car, bike, and rapid transit. 

When & How to Apply: 

If you are interested in this opportunity to work with a successful and reputable Vancouver company in a fast-paced sector, please do not hesitate to apply soon as this search is moving 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' to send us your resume. SWIM is presenting short-listed EA candidate profiles directly to the hiring team for review. Please note SWIM is very discreet and careful with the candidacy of currently employed and confidential job seekers. Thank you! 
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Administrative Assistant (12-month contract)

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on September 2, 2021
Great opportunity for a candidate with 3+ years of administrative experience to join a growing company.  Read Full Description
Great opportunity for a candidate with 3+ years of administrative experience to join a growing company. 

Who - the Company: 

Our client is in the real estate industry, experiencing amazing growth, has great leadership and a positive culture.

What - the Role:

Administrative Assistant (12-month contract). This role will be responsible for a variety of tasks including scheduling meetings, credit card reconciliations, coordinating team events, ordering office supplies, running errands for the office, and reception duties including answering calls and directing visitors. The Administrative Assistant will perform a variety of pick-up and delivery services for the office so having a license and a car is important. Swim Recruiting will provide interested candidates with a more detailed job description.

Who - the Candidate:

We’re seeking candidates with at least 3 years of administrative experience. Successful candidate will have strong communication skills, ability to multitask, remain calm under pressure and have a professional demeanour. Must have experience with Microsoft Suite and be comfortable using Excel. Must have a valid drivers license and a vehicle.

Where:

This role will be located in the office full-time in North Vancouver

How Much:

Base salary commensurate with experience- please discuss further with SWIM. This role will be eligible for benefits after 3 month waiting period.

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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OFFICE MANAGER

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on July 30, 2021
Fantastic Office Manager opportunity with one of the fastest-growing event production companies in Western Canada! Opportunity to be a part of a collaborative team with room for growth and excellent perks. Reporting into amazing executive leaders. If you are fantastic office manager, you don’t want to miss out on this fantastic career opportunity!  Read Full Description
Fantastic Office Manager opportunity with one of the fastest-growing event production companies in Western Canada! Opportunity to be a part of a collaborative team with room for growth and excellent perks. Reporting into amazing executive leaders. If you are fantastic office manager, you don’t want to miss out on this fantastic career opportunity! 

Who- the Company:
Our client is a well-established and highly reputable full-service production management company in the Pacific Northwest. They produce over 1000 shows annually including live shows and live broadcasts with audiences in the millions. This company’s mantra is “People First”. They take special care of all their employees and they are proud to report that even through the global pandemic, not a single employee lost their job (even though there were NO events happening). They have a stable, tight-knit, and friendly team with a family-feel.  

What- the Role:
Swim Recruiting is seeking a new Office Manager for this great company. The Office Manager will be responsible for supporting the business in a variety of ways and will be the “go-to” for ensuring the smooth functioning of a happy, productive, efficient, and collaborative office.  
  • Organizing office operations and procedures
  • Coordinating fun office activities and business operations 
  • Taking care of incoming and outgoing correspondence
  • Planning and implementing office systems and putting in place process improvements 
  • Coordinating travel and appointments for the management team 
  • Issuing invoices to customer and paying suppliers in a timely manner
  • Managing various filing systems
  • Purchasing and monitoring office supplies  
  • Preparing a small and simple payroll
  • Other ad hoc tasks and projects as they come up!  The sky is the limit for what the new Office Manager can take on!  
Who- the Candidate:
We are seeking an outgoing, professional, self-motivated person who has at least 2 years of office administration and/or office management experience. This individual must have some form of relevant post-secondary education, and professional development related to accounting and/or payroll is preferred. In addition to this, we are looking for someone who:
  • Is self-motivated
  • Has a solution-based mindset
  • Excels with autonomy
  • Challenges the status quo
  • Is goal oriented
  • Has excellent communication skills
  • Is organized
  • Who loves to win
  • Embodies a sense of urgency
  • Possesses strong computer skills 
Where:
Vancouver in an accessible, transit-friendly, location. This is a full-time office-based position. 

How Much:
Base salary commensurate with experience, skills, and education. Please discuss with SWIM. Additionally, this company provides employees with paid vacation, benefits, cell phone allowance, and great perks! 

When & How to Apply:
This search is moving very quickly! SWIM is presenting short-listed candidates directly to the hiring team for review. If you are interested and would like to hear more about this opportunity, please reach out to your contact at SWIM. If you do not yet have a Recruiter at SWIM, please hit “APPLY NOW” to send us your resume. Thanks!
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Paralegal

Administration & Executive Assistance
Contract
Vancouver, BC, CA
Posted on July 30, 2021
1-year fixed term contract with benefits Read Full Description
1-year fixed term contract with benefits
Exciting opportunity to join a dynamic, fun, collaborative and fast-paced legal team. Our client is committed to personal and professional development, and growth is prioritized. 

Who- the Company:

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

What- the Role:  

This team takes care of business and ensures that everything adheres to legal standards. 
As a paralegal you will:

  • Draft, review, negotiate and update a wide variety of contracts and agreements including, but not limited to, Non-Disclosure Agreements, Strategic Sales Agreements, Grant Agreements, Master Service Agreements and Statement(s) of Work for various parts of the business;
  • Manage external queries and correspondence sent to the "Legal Notices" email inbox 
  • Provide education and guidance to cross-functional partners in relation to proper procedures and appropriate use of templates
  • Responding to ServiceNow tickets, including legal questions and requests
  • Attend meetings with cross-functional partners for the purposes of identifying and advising on risk and legal processes, including liaising with other parts of the business (asset protection, accounting, insurance, etc.)
  • Attend and host legal team meetings, which includes creating and circulating agendas
  • Attend to miscellaneous research and projects as requested by the team or the business (international work, template work) which may also include liaising with external counsel

Who – the Candidate:

  • 5 years paralegal experience. Direct experience working in-house with contract review and negotiation is an asset
  • Paralegal certificate or diploma
  • You thrive in a fast pace environment, love taking initiative and work well within a team
  • You have a positive attitude, and an entrepreneurial spirit! 

How Much: 

Competitive hourly rate commensurate with level of experience

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 you already have a Recruiter at Swim, please reach out very soon
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Production Education Copywriter

Administration & Executive Assistance
Contract
Vancouver, BC, CA
Posted on July 30, 2021
1-year contract. Exciting opportunity to join a dynamic, fun, collaborative and fast-paced environment. Our client is committed to personal and professional development, and growth is prioritized.  Read Full Description
1-year contract. Exciting opportunity to join a dynamic, fun, collaborative and fast-paced environment. Our client is committed to personal and professional development, and growth is prioritized. 

Who- the Company:

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

What- the Role:  

Our Client is looking for a Copywriter to help them craft enjoyable and informative product education that sets the bar for the industry. You understand the power of connecting with people and educating through words, in print and the digital space. You’ll bring enthusiasm and experience, and still be open to learning and growing personally and professionally. Our client is all about relationships and connecting – so you’ll be working with everyone from legal and compliance to merchants and designers to brand and visual merchandising. You’re a writer, a detective, a creative, an interviewer, and a problem solver.
  • Your words, on our client’s website and on their packaging, will help to educate and inspire our client’s guests. You will create the Product Education materials and name all products
  • Write clear, persuasive, and original copy within a defined brand tone of voice for our client’s seasonal product descriptions and other special projects
  • Work in close-knit partnerships with design and merchants, while checking in with your friends in compliance and legal
  • Be a subject matter expert for all things product to partners across the business
  • Embrace feedback and direction from a Managing Editor and your peers
  • Clearly articulate and present ideas to generate excitement
  • Work in a fast-paced, high-volume environment on several calendar tracks at once
  • Proofread copy to check spelling and grammar and work with a style guide
  • Keep up to date with popular culture and trends, specifically focusing on athletic and lifestyle apparel 
  • Schedule working sessions with cross-functional partners and meticulously follow up in emails and meetings about specific details and project nuances
  • Consider the guest’s journey, whether they’re in store or online

Who – the Candidate:

  • 2+ years of professional copywriting experience 
  • A folio of work that demonstrates experience in product education 
  • A writing degree or diploma is required
  • Experience working on multiple projects simultaneously and effectively juggle diverse writing demands
  • A self-starter able to follow up to acquire precise information and then to utilize sound judgment when responding to nuanced project needs
  • Demonstration of being able to write in a brand’s voice
  • Clear communication skills and a meticulous eye for detail
  • Experience and confidence working with content management systems, databases, and spreadsheets to store, review, organize, and deliver written information
  • A positive, can-do approach to creative problem solving
  • Experience in proofing dielines is an asset
  • Advanced knowledge of writing, grammar, and punctuation
  • A passion for product
WHO YOU ARE
  • You love to take initiative and work well within a team
  • You’re a strategic problem solver who’s self-motivated, productive, and efficient
  • You’re passionate about communication and technology and stay on top of current trends 
  • You have sharp attention to detail and are a champion of consistency 
  • You understand how to write for a general vs specific audience and how to calibrate tone, details, and syntax to nuance desired messaging
  • You thrive in a fast-paced environment
  • You understand the value of exercise in living your best life, practice self-awareness, and possess a desire for constant self-improvement
  • You have a positive attitude, egoless nature, and entrepreneurial spirit
  • You’re technically savvy and can work in systems like Flex PLM, Excel, and other content management systems

How Much: 

Competitive hourly rate commensurate with level of experience

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 you already have a Recruiter at Swim, please reach out very soon
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Executive Assistant