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!

Office Manager, Workplace Experience

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on July 24, 2021
A fast-paced, fun-loving, and tremendously successful technology organization is looking for a new Workplace Experience Manager who will be responsible for fostering a warm, welcoming, fun, and smooth-functioning work environment for 100+ employees. This is a great role for someone who is people-oriented, organized, and creative. Candidates will have leadership abilities as there is 1 direct report into this role.  Read Full Description
A fast-paced, fun-loving, and tremendously successful technology organization is looking for a new Workplace Experience Manager who will be responsible for fostering a warm, welcoming, fun, and smooth-functioning work environment for 100+ employees. This is a great role for someone who is people-oriented, organized, and creative. Candidates will have leadership abilities as there is 1 direct report into this role. 

Who- The Company: 

Our client is a highly reputable and well-established tech company that has become a household name over the years. They have a very fun-loving and dynamic corporate culture and their employees really embody the “work hard/play hard” mentality of Vancouver’s vibrant tech scene. 

What- The Role: 

Swim’s client is seeking a new Workplace Experience Manager. This role has a lot of similarities to the traditional “Office Manager” role but with the key difference that at this company, this job involves a huge emphasis on creating a happy, fun, healthy, and organized workplace for all employees! The new WEM will act as a key champion of, and ambassador for, the company’s vibrant and collaborative corporate culture. 
Responsibilities include planning fun, creative, and inclusive social events for employees, taking care of various vendor relationships, managing front desk (Workplace Experience Coordinator sits at reception), supporting HR with the onboarding and welcoming of new employees, keeping the office organized, celebrating important dates (employee birthdays, anniversaries, etc.), and taking care of health & safety protocols. The Manager will also lead, mentor, and coach the Workplace Experience Coordinator. 

Who- the Candidate:

We’re seeking dynamic, professional, self-motivated, and friendly individuals with at least 5 years work experience in office management, executive assistance, customer service, and/or event coordination. Experience working in the tech sector is a big plus and experience with corporate event planning will be viewed favourably. 

Where: 

The new WEM will be working full-time Monday to Friday in a beautiful corporate office in the heart of downtown Vancouver. There is some opportunity to work from home 1-2 days a week but given the nature of this role, it’s preferred that the Manager be present in the office most days.  Many employees are currently working from home, but the office will be fully re-opening in the coming months! 

How Much: 

Very generous total compensation commensurate with experience and education, including a performance-based bonus and some great perks. Please discuss further with Swim Recruiting. 

When & How to Apply:

If you are qualified for, and interested in, this great opportunity with a successful tech 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 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 July 24, 2021
Fantastic career opportunity with a high-growth company headquartered in Vancouver! Seeking qualified candidates with strong administration experience in calendar management, travel coordination, preparing meeting materials and presentations, scheduling meetings, etc. Generous total compensation plan and a very fast-paced and friendly culture. Read Full Description
Fantastic career opportunity with a high-growth company headquartered in Vancouver! Seeking qualified candidates with strong administration experience in calendar management, travel coordination, preparing meeting materials and presentations, scheduling meetings, etc. Generous total compensation plan and a very fast-paced and friendly culture.

Who- the Company: 

Our client is an innovative and successful organization with a highly reputable leadership team.  The Vancouver headquartered company is experiencing exponential growth. This is a company you can be proud to work for, and given their growth, there is opportunity for long term career development. 

What- the Position:   

Our client is seeking a highly capable Executive Assistant who is accustomed to a rapidly changing environment and who doesn’t shy away from ambiguity. Our client is in a fascinating industry and has been growing at about 100% every year so things move quickly. If you have 5 to 7 years of progressive Executive Assistance experience, more recently supporting executives from another high growth company and thrive in a fast paced environment, we would love to hear from you. Our Client has an exciting work environment with plenty of opportunity for new learning and growth over the years. 

Who- the Candidate: 

We are seeking an administrative professional with 5 to 10 years’ relevant experience who is self-motivated and passionate about doing high quality work for a growing company in an exciting industry. The people who succeed at our client are people with grit, passion, and resilience- people who can work at a super fast pace, and under pressure and have fun doing it! Qualified candidates will be team players who are able to collaborate with people in a variety of departments.  Excellent communication and interpersonal skills are important.

  • 5 to 10 years’ relevant and progressive experience in administration, including supporting an executive-level leader with calendar management, travel coordination, and meeting/presentation preparation and ad hoc projects
  • Very tech savvy, with ability to learn new software and tools quickly. Proficient in Microsoft Office suite. 
  • Self-motivated, hardworking, and eager to contribute to the continued growth of a fast-paced and ambitious company.
  • Outgoing, confident, and friendly, with excellent interpersonal and communication skills. 
  • Strong process improvement mindset. 

How Much: 

Generous total compensation package commensurate with experience. In addition to the competitive base salary there is also an employee stock option plan, great health & dental benefits, and various other perks!

Where: 

Vancouver, BC, in a bustling and vibrant part of town. 

When & How to Apply: 

Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team. 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
Vancouver, BC, CA
Posted on July 17, 2021
Fantastic career opportunity with a successful Canadian private equity firm. This is a great role for a well-rounded and experienced administrative professional who enjoys variety and who wants to work for a well-run and successful business.   Read Full Description
Fantastic career opportunity with a successful Canadian private equity firm. This is a great role for a well-rounded and experienced administrative professional who enjoys variety and who wants to work for a well-run and successful business.  

Who- the Company: 

Our client is a very reputable private equity firm that is dedicated to growing local companies in their portfolio into larger and more successful companies. The firm is led by impressive leaders and they have built a notable portfolio of companies across several provinces and in various sectors. Swim Recruiting can provide more insight into the people of this firm, as well as the culture and responsibilities. 

What- the Role: 

Our client is hiring for a new Executive Assistant who will provide executive administration support (calendar management, travel coordination, meeting logistics, etc.) to a couple managing directors. The EA will also take on marketing, investor relations, and office management responsibilities. This role has a wide and evolving scope. Swim Recruiting will provide interested candidates with a comprehensive job description. 

Who- the Candidate: 

Our ideal candidate will have 8+ years progressive experience in administration supporting senior business leaders. 
  • Excellent communication skills (written and spoken), with ability to prepare polished business documents and materials. 
  • Systems savvy, particularly within Adobe Creative Suite (InDesign, etc.) and Microsoft Office Suite (Excel, Word, Teams, etc.). Experience with communication technologies such as MailChimp, Zoom, SquareSpace, etc. is also highly beneficial. Ability to learn new technologies and software (for example, an investor database).
  • Experience working in private equity, financial services, investor relations, or wealth management companies is an asset, but not required for someone who is keen to learn and who is interested to work in this fast-paced business world. 

Where: 

Downtown Vancouver. 

How Much: 

Competitive base salary commensurate with level and relevance of previous EA work experience. Please discuss further with Swim Recruiting. 

When & How to Apply: 

Swim Recruiting will be screening and shortlisting on behalf of our client and presenting suitable candidates directly to one of the Managing Director’s for review. If you are interested in this great opportunity with a successful and stable Canadian firm, please do not hesitate to apply. If you already have a Recruiter at SWIM, please reach out 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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Human Resources Administrator

Administration & Executive Assistance
Permanent
Richmond, BC, CA
Posted on July 9, 2021
Fantastic career opportunity with a global public company with operations in over a dozen countries. This is a great career opportunity for someone who wants to work within the HR department of a complex and interesting company. Candidates must have at least 1 year of relevant work experience and must be detail oriented and good with computer systems.  Read Full Description
Fantastic career opportunity with a global public company with operations in over a dozen countries. This is a great career opportunity for someone who wants to work within the HR department of a complex and interesting company. Candidates must have at least 1 year of relevant work experience and must be detail oriented and good with computer systems. 

Who- the Company: 

Our client is a highly successful and innovative international company headquartered in the lower mainland with over 20 years of history, approximately 1000 employees, and exciting projects on the go. The company has a fun-loving yet hard-working corporate culture with friendly and down to earth employees. If you are an up & coming HR professional with HR education and at least 1 year of relevant work experience who is looking for a successful and exciting global company to work for, this could be the place for you!

What- the Role:

Our client is seeking a new HR Administrator who will be responsible for inputting information such as new hires, terminations, promotions, relocation, etc. into the company’s HR system. The HR Administrator will also take care of entry of benefits information into the system. Another key responsibility is pulling data and reports from the HRIS to support data-driven decisions within the HR team. Working closely with the HR team and Payroll team and reporting directly into a great Director of HR. 
This within a multi-national and multi-entity company, so there is a good deal of interesting complexity for the HR Administrator to get to know! 

Who- the Candidate:

We are looking for an individual with at least 1 year of relevant HR work experience. Proficiency in Excel, Word, and Outlook is required. Candidates will have a friendly, clear, and professional communication style. Detail-orientation, accuracy, and efficiency are all key. The ideal candidate will be very strong with systems and will be able to help with process improvements with the HR team. 
Some form of HR post-secondary education is highly preferred, perhaps from Kwantlen, Langara, BCIT, UBC, etc. 
Bonus Points… 
  • Experience using an HRIS and an ATS. 
  • Experience working for a multi-national company 
  • Experience working for a public company
  • Multi-lingual- this company has operations in over a dozen countries, so there are quite a few languages that would be beneficial! 

How Much:

Fair base salary commensurate with level of HR administration skills, experience, and education. The company will provide their new HR Administrator with a solid overall compensation package, including a performance-based bonus, an RRSP match, paid vacation and sick days, and excellent health, dental, & vision benefits.  

Where: 

The company is headquartered in Richmond. The HR Administrator can work from the office full-time or can do a mix of work from home and work from office during the pandemic. Longer-term, the new employee needs to be comfortable with the Richmond location.   

When & How to Apply: 

Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team. 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 Assistant, Purchasing and Distribution

Administration & Executive Assistance
Permanent
North Vancouver, BC
Posted on July 9, 2021
An excellent career opportunity within an established and well reputed organization, awarded one of Canada’s best managed companies Read Full Description
An excellent career opportunity within an established and well reputed organization, awarded one of Canada’s best managed companies

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. 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 organizational, administrative and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks and meet strict deadlines under pressure. This role requires a minimum of three years of administrative experience, excellent written and communication skills and proficiency with Excel, PowerPoint & Word.

What - the Opportunity: 

This position is responsible for providing administrative support to the Purchasing and Distribution team. Decision making and problem-solving skills are a requirement of this role. Responsible for general administration, communication to suppliers, maintenance of database, oversee payment process, prepare reports, scheduling meetings and travel and preparing correspondence. 
This role requires a thorough understanding of computer software and general word processing, including Microsoft Office (Word, Excel, and PowerPoint). 

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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Brand Packaging and Print Services Coordinator

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on July 9, 2021
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 Corporate Administrator, Accounting

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on July 9, 2021
CHANGING CAREER PATHS? This is a great role for someone in Administration who wants to get onto an Accounting career path OR for an Accountant who wants to segue more into Administration and HR. Interesting hybrid role involving a mix of accounting, administration, and HR. There is flexibility on the job title.  Read Full Description
CHANGING CAREER PATHS? This is a great role for someone in Administration who wants to get onto an Accounting career path OR for an Accountant who wants to segue more into Administration and HR. Interesting hybrid role involving a mix of accounting, administration, and HR. There is flexibility on the job title. 

Who- the Company: 

Our client is a successful company with operations in various countries and a very healthy financial outlook. The company currently employs fewer than 20 individuals in the Vancouver office (many others are employed at subsidiary offices), and they are looking to grow over the next year. The company is well-managed by an impressive leadership team. The company has a tightknit and collaborative team culture with a classic “work hard/play hard” attitude. They are a group of self-starters who are excited to develop their own careers in tandem with the growth and success of the company. 

What- the Role: 

Our client is seeking a new Corporate Administrator, Accounting. There is flexibility on the title, depending on the individual’s long-term career path (i.e. accounting or administration). This is an approximately 1-year contract- given it’s contract, the cash compensation will be more robust. 
The new Corporate Administrator will responsible for a variety of tasks including Accounts Payable (with help from the Senior Accountant and Controller), processing a small BC-only Payroll, Human Resources administration, Benefits Administration, Office Management, and ad hoc administrative and transactional tasks as they come up. 
Swim Recruiting will provide interested candidates with a more thorough description of the responsibilities. 

Who- the Candidate: 

We are seeking self-motivated high-performers who are team players and who can also work independently. Soft skills such as excellent communication abilities, work ethic, and common sense are just as important as the work experience 
  • At least 5 years relevant experience in corporate administration, with some level of work experience in payroll and AP 
  • The more diverse your skills, the better! This is an opportunity to wear many hats and contribute to the smooth functioning of a small executive office. 
  • Systems savvy with ability to learn new systems and software. Must have strong Microsoft Office skills (Outlook, Word, Excel, PowerPoint). Beneficial to have experience with Sage software products and/or ADP payroll products. 

How Much: 

This company will compensate the 1 year contractor very competitively given it’s not a permanent role. In future if/when it does convert to permanent, the total comp package will include both an LTIP and an STIP, an RRSP match, a health allowance, and PD support. Please discuss further with SWIM! 

Where: 

The head office is located in the heart of downtown Vancouver. Ideally the Corporate Administrator, Accounting will work from the office full time, but there is flexibility for work from home as needed. 

When & How to Apply:

This search is moving very quickly, so please don’t hesitate to apply if you are qualified for and interested in this great 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. 
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OFFICE MANAGER

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on July 9, 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 an amazing Controller and CEO and COO. You don’t want to miss this chance! 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 an amazing Controller and CEO and COO. You don’t want to miss this chance!

Who- the Company:

Our client is a well-established full-service production management company in Western Canada and the Pacific Northwest. They produce over 1000 shows annually including award-winning live productions, world-class technical installations, 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). Big or small, local or international, our client has the technical expertise, knowledge, and skillset to deliver flawless experiences each and every time. 

What- the Role:

Swim Recruiting is seeking a new Office Manager for this great company. The Office Manager will work closely with our accounting team and will be responsible for supporting the organization in a variety of ways including day-to-day bookkeeping, communications, scheduling, data processing, systems integration, and invoicing. 
Other responsibilities will include:
  • Organizing office operations and procedures
  • Preparing payroll
  • Controlling correspondence
  • Designing filing systems
  • Coordinating office activities and operations to secure efficiency and compliance to company policies
  • Maintaining office efficiency by planning and implementing office systems
  • Managing agendas/travel arrangements/appointments, etc. for the upper management team 
  • Purchasing and monitoring office supply levels and reordering as necessary
  • Paying supplier invoices in a timely manner
  • Issuing invoices to customers
  • Ensuring that receivables are collected promptly
  • Conducting periodic reconciliations of all accounts to ensure their accuracy
  • Maintaining the petty cash fund
  • Complying with local and federal government tax reporting requirements
  • Performing bookkeeping and payroll duties including staff and sub-contractor payments, bank deposits, reconciliations, and other client payments
  • Answering phone or in-person inquiries
  • Preparing and maintaining mandatory remittances
  • Other ad hoc tasks/projects as necessary 

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 a minimum 2-year diploma in a related field, with a second-year accounting/payroll designation preferred. In addition to this, we are looking for someone who:
  • Is self-motivated
  • Has a solution-based mindset
  • Excels with autonomy
  • Challenges status quo
  • Is goal oriented
  • Has excellent communication skills
  • Is organized
  • Who loves to win
  • Embodies a sense of urgency
  • Possesses strong computer skills- advanced in general office and accounting software systems 

Where:

Vancouver in an accessible, transit-friendly, location. This is a full-time office 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 other perks. 

Where & 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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Accounts Receivable Administrator

Administration & Executive Assistance
Permanent
Greater Vancouver, BC, CA
Posted on June 25, 2021
Our client is a successful, stable, and well-established Canadian company that is growing very quickly- both organically and through acquisitions.   Read Full Description
Our client is a successful, stable, and well-established Canadian company that is growing very quickly- both organically and through acquisitions.  

Who- the Company: 

Our client was established decades ago and has evolved to become one of the largest in their industry in Canada. The company has been growing by leaps and bounds- both organically and via acquisitions.  Many of their employees have been with the company for 10 years or more, which speaks volumes about the organization’s values and commitment to their people and their customers. In the last couple years the organization has undertaken major business and digital transformations. The company has been hiring very impressive leadership, and it’s a very well-respected and well-managed business in a backbone industry that is relatively recession-proof (for example, no lay-offs occurred due to Covid-19). 

What- the Role: 

Our client is looking to hire an Accounts Receivable Administrator for their accounting team. Reporting into the Accounting Manager, the AR Administrator will be responsible for issuing statements, reconciling statements, intercompany payment reconciliation, processing client payments etc. Swim Recruiting will provide interested candidates with a more detailed job description. 

Who- the Candidate:  

If you are a self-starter who takes initiative and enjoys and thrives in a fast-paced environment, you’d be a great fit! Candidates will have at least 1-2 years recent and relevant experience in high volume AR processing. Intermediate-level proficiency in Excel and experience with an ERP system is required, and ability to learn new accounting systems quickly.

How Much: 

Competitive base salary commensurate with the hired individual’s experience and qualifications- plus an RRSP match and great benefits, of course! Please discuss further with Swim.

Where: 

Greater Vancouver. The AR Administrator will be doing a mix of work from home and work from office.

When & How to Apply: 

If you are qualified for, and interested in, this fantastic AR Administrator opportunity with a high-growth and stable company, please let Swim Recruiting know as soon as possible as this search is moving very quickly! If you already have a Recruiter at Swim, please reach out directly.  If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you so much! 
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Executive Assistant

Administration & Executive Assistance
Contract
Vancouver, BC, CA
Posted on June 25, 2021
Amazing opportunity to support a reputable Executive in one of Vancouver’s most highly sought-after companies to work for! Read Full Description
Amazing opportunity to support a reputable Executive in one of Vancouver’s most highly sought-after companies to work for!

Who – The Company: 

A local Vancouver success story with global operations and an impeccable reputation is seeking a motivated and dynamic Executive Assistant with 10 years’ experience. It’s a fast-paced, high energy and rewarding environment.

What- The Role:

This is a fabulous opportunity for a seasoned Executive Assistant 

Where:

Remote working conditions through summer and a hybrid model of 2-3 days a week in the office in Vancouver, combined with remote work from home.  

Who- the Candidate:  

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
Requirements for the Role:
  • Minimum 5-10 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 base salary, benefits, RSPs, 4 weeks vacation

When & How to Apply:

Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team. 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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Senior Receptionist

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 23, 2021
Our client is seeking a new Senior Receptionist for their Vancouver corporate office. The company has a stable, professional, and friendly corporate culture. We are looking for an experienced receptionist who enjoys providing excellent service to employees and visitors and who has strong multi-tasking and organizational skills.  Read Full Description
Our client is seeking a new Senior Receptionist for their Vancouver corporate office. The company has a stable, professional, and friendly corporate culture. We are looking for an experienced receptionist who enjoys providing excellent service to employees and visitors and who has strong multi-tasking and organizational skills. 

Who - the Company:

Our client is a very reputable and well-established financial services firm.  

What - the Role: 

The company is seeking a new Senior Receptionist, who will work alongside and mentor another receptionist on the team. The Sr. Receptionist will be the face and voice of the firm- greeting visitors and employees over phone, email, and (once the office fully reopens!) in-person.  

  • Answer and direct incoming calls, with various phone numbers and company names
  • Greet employees and visitors in a professional, friendly, and prompt manner 
  • Manage mail and couriers 
  • Maintain all meeting room calendars 
  • Organize on-site meetings, including catering and AV set-up 
  • Assist with travel coordination
  • Assist with employee expense reports 
  • Mentoring and coaching the receptionist 
  • Support the Office Manager with ad hoc administrative tasks  

Who - the Candidate: 

Ideal candidates for this role will be professional, friendly, and organized, with excellent communication and customer service skills. 

  • At least 2 years and ideally 4+ years experience in a customer service or reception role (preferably in a professional services organization) 
  • Experience working with a multi-line switchboard is an asset 
  • Ability to work efficiently under pressure; dealing with changes and interruptions while meeting deadlines 
  • Proficiency with Microsoft Office (Excel, Word, Outlook, and Teams) 
  • Excellent communication skills with a demonstrated ability to speak comfortably with people in a variety of roles and levels of seniority 
  • Strong attention to detail 
  • Initiative and enthusiasm to problem solve and get things done 

Where:

Our client is based out of a beautiful corporate office in the heart of downtown Vancouver. The company is following careful Covid-19 physical distancing protocols. The Senior Receptionist will work from the office Monday to Friday. Swim can provide more insight into work schedule. 

How Much: 

Base salary commensurate with reception experience and skills, as well as an annual performance-based bonus, health benefits, group RRSP plan (with an employer match after a 1 year wait period), 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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Senior Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 23, 2021
EA role with a reputable, values-based Vancouver-based design firm that is world-renowned and highly respected for innovation. Seeking an Executive Assistant with 10+ years progressive experience. Great career opportunity!  Read Full Description
EA role with a reputable, values-based Vancouver-based design firm that is world-renowned and highly respected for innovation. Seeking an Executive Assistant with 10+ years progressive experience. Great career opportunity! 

Who- the Company:

Swim Recruiting has been engaged on behalf of this company to find them a fantastic new EA. They are a values-based organization and somewhere you can be proud to work for if you appreciate our environment and want to play a role in contributing to sustainable and socially responsible projects. The culture at this company is one that encourages creativity, collaboration, and optimism. You would be joining a passionate team of people who contribute to positive changes in the design world- right here in our backyard as well as in developing countries around the world.

What- the Role: 

Our client is seeking an experienced, confident, talented, and well-rounded Senior Executive Assistant who will directly support the company’s Founder. This position requires someone who is self-motivated and independent in their work but who is also able to collaborate closely with the team. 
  • Strategic administrative and project management support to the Founder. 
  • Extensive calendar management, scheduling, and prioritization.  
  • Travel management, including booking flights and other transportation, booking accommodation, creating itineraries, managing expenses, etc.
  • Email management - drafting and managing business correspondence and communications. 
  • Ad hoc computer, technology, and software support to the Founder (PC and Mac), with support as needed from the Head of Technology. 
  • Act as liaison between internal and external stakeholders, the EA will be the “voice” and ambassador of the organization via email, over phone, and in-person. 
  • Attend internal and external meetings with Founder, take meeting minutes and track resulting action items. 
  • Excited to travel for work…once travel restrictions are lifted and it is safe! 

Who- the Candidate:

The new Senior EA will align very well with the company’s values and culture, and will become an integral part of the high-performance team. An upbeat energy, positive outlook, team mentality, and sense of humour are all important traits we’re looking for in this EA! Qualified candidates will have a minimum 10 years’ progressive experience in corporate administration, including experience directly supporting a C-suite executive, founder, or principal. 
  • Easily adaptable to the changing needs of the Founder and shifting priorities 
  • Responsive with a sense of urgency as well as ability to juggle tasks and to demonstrate flexibility 
  • Excellent business communication skills (written, verbal, and non-verbal) 
  • Strong multi-tasking, organizational, and project management abilities
  • Tech savvy, with ability to trouble-shoot day-to-day computer issues on behalf of the Founder. 
  • Highly proficient in MS Office Suite (Outlook, Excel, Word, PowerPoint) and able to train and coach others on the program. Experience with both PCs/Windows and Mac computers/Apple software highly preferred. 
  • Patient, thoughtful, good sense of judgment with ability to discern when to question and push back vs. when to “go with the flow” 
  • Authentic and trust-worthy, with ability to build and nurture healthy work relationships 
  • Experience working with executives in fast-paced and high-change environments, with preference for experience in design or technology sectors 
  • Proven ability to drive projects forward and to coordinate tasks
  • Quick learner who can adapt on the go
  • Independent with ability work under little direction and exercise sound judgment

Where: 

During the latest Covid-19 Provincial Health Order, the majority of this firm’s employees are working from home. Some individuals, though, are going to the office where physical distancing protocols are in place. When the Covid situation improves, the Accountant will likely work from the office on a rotational basis, a couple days a week. Once Covid subsides, this role will be based out of the office full-time- located in Vancouver, near Kitsilano. They have a dog-friendly office!

How Much: 

Competitive base salary and total compensation with experience- please discuss with Swim. 

When & How to Apply: 

Swim Recruiting has been engaged to shortlist qualified candidates for this role and will be presenting the profiles of those candidates to the hiring team for review. Interviews commence immediately.  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, please hit “APPLY NOW” to send us your resume. Qualified candidates will be contacted for an interview with Swim. Thank you!  
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Talent Acquisition Coordinator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 23, 2021
SEATTLE, Washington or VANCOUVER, BC. We are looking for an up & coming HR and Recruitment professional with at least 2 years relevant work experience within fast-paced environments. This is a fantastic opportunity to work for an extremely successful multi-national company.  Read Full Description
SEATTLE, Washington or VANCOUVER, BC. We are looking for an up & coming HR and Recruitment professional with at least 2 years relevant work experience within fast-paced environments. This is a fantastic opportunity to work for an extremely successful multi-national company. 

Who- the Company: 

Our client is an innovative and high-growth public company that is developing a fascinating product and that is also growing by leaps and bounds- they hired over 100 new employees in 2020! 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 Talent Acquisition Coordinator. The Coordinator will play a crucial role on the busy talent acquisition team with responsibilities including:

  • Coordinating and scheduling interviews across various time zones in Canada and the US
  • Submitting candidate information into the ATS 
  • Posting jobs on various external job sites 
  • Contributing to an efficient, consistent, and positive candidate experience 
  • Liaising with candidates throughout interview process 
  • Participating in career fairs and recruitment events
  • Providing support to internal recruiters, including sourcing, screening, and interviewing 
  • Contributing to process improvement projects within TA and HR 

Swim Recruiting will provide interested candidates with detailed job description. 

Who- the Candidate: 

Candidates will have at least 2 years of recent and relevant HR and/or recruitment experience. 

  • A Bachelor’s degree or equivalent education is preferred. 
  • 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 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 a sophisticated ATS is highly desirable.  
  • Strong communication skills- written & verbal. 

Where: 

Corporate office in Seattle, WA or Vancouver, BC. Both offices are in a bustling and vibrant part of town. Working from home during Covid-19 physical distancing but eventually the TA Coordinator will work from the office at least 3 days a week. 

How Much: 

Competitive compensation commensurate with experience, skills, and education. The term employee will receive health and dental benefits, a 401K / RRSP employer contribution, and other employee perks such as half-day Fridays once a month. 

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. Swim is presenting the profiles of short-listed candidates directly to the hiring team for review. If you are interested in this great opportunity with a fascinating company, please don’t hesitate to reach out soon. Thank you! 
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Contracts Administrator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 23, 2021
Join one of Vancouver’s most exciting and successful boutique recruitment firms! Read Full Description
Join one of Vancouver’s most exciting and successful boutique recruitment firms!

Who - the Hiring Company: 

Founded in 2007, Swim Recruiting is one of Vancouver’s leading recruitment firms and we provide our clients and our candidates with recruitment services in Information Technology, Accounting & Finance, Human Resources, Administration, Operations, and Supply Chain. We have a tight-knit, fun-loving, hard-working, and dynamic corporate culture, and many of our employees have worked with the firm for 5 to 10 years. Please note that Swim Recruiting will not share your candidacy with anyone outside of our firm without your approval as confidentiality is very important to us!

What - the Role: 

Swim Recruiting is seeking a new Contracts Administrator to join our team! This is a great opportunity for someone who is eager to work with one of the most reputable recruitment firms in Vancouver in a fast-paced and supportive work environment.

Responsibilities will include, but are not limited to, the following:
  • Contract preparation and review for both clients and contractors
  • Onboarding Swim’s new contractors working at dozens of companies across the lower mainland
  • Administration and management of Swim’s online timesheet system
  • Utilizing Swim’s ATS (applicant tracking system) and ensuring proper documentation and usage
  • Covering reception, including answering phone calls from job seekers, clients, and business partners and warmly greeting clients and candidates in-person 
  • Administrative assistance for the Operations Manager including coordination of supplier portals
  • Ad hoc office management duties

Who- the Candidate: 

We are looking for a top-notch administrative professional who is eager to dive right in to the “Swimming Pool”! You will be an enthusiastic team-player who enjoys a versatile administrative role.  
  • At least 2 years recent and relevant work experience in an administrative capacity. 
  • Experience working within a Recruitment Agency and/or supporting an internal HR department in a similar role is a big plus, but not required. Experience working for a boutique recruitment firm will be viewed particularly favourably.
  • Strong computer skills are needed, particularly in Word, Outlook, and Excel. Previous experience with an ATS (applicant tracking system) and/or CRM system is preferred but not required.
  • Top-notch verbal and written communication skills with the ability to communicate in a manner that is clear, friendly, professional, and confident-  internally with colleagues and externally with candidates and clients.
  • Strong ability to prioritize and to focus on work within a fast-paced and dynamic open-concept office environment.
  • Highly organized, detail-oriented, and efficient, with excellent time management skills.
  • Ability to multi-task and pivot between different projects and tasks. 
  • Self-motivated, with a positive attitude, a strong work ethic, and the willingness to assist a busy and fun-loving recruitment team. A great sense of humour is always appreciated by Swim! 
  • Post-secondary education is an asset.

Where: 

Swim’s office is in Downtown Vancouver in a beautiful office with ocean and mountain views. Close to both Gastown and the financial district, and accessible via many bus lines, Canada Line, SkyTrain, West Coast Express, and SeaBus.

Why: 

This is a fantastic opportunity for someone who enjoys working in a fast-paced, fun-loving, and ever-changing environment with dynamic and friendly professionals. You will be responsible for a variety of administrative responsibilities, your days will be full and busy, and you will be an important “face and voice” for Swim Recruiting- a true ambassador of our brand and reputation

How Much: 

This is a salaried position, not commissioned-based. Swim Recruiting provides an excellent benefits package as well as 4 weeks’ paid time off and other great perks!

When & How to Apply: 

If you are interested in this opportunity, please hit “APPLY NOW” to send us your resume. If you already have a recruiter at Swim, please reach out to that person directly. Thank you!
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Recruitment Coordinator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 23, 2021
Join one of Vancouver’s most exciting and successful boutique recruitment firms! Read Full Description
Join one of Vancouver’s most exciting and successful boutique recruitment firms!

Who - the Hiring Company: 

Founded in 2007, Swim Recruiting is one of Vancouver’s leading recruitment firms and we provide our clients and our candidates with recruitment services in Information Technology, Accounting & Finance, Human Resources, Administration, Operations, and Supply Chain. We have a tight-knit, fun-loving, hard-working, and dynamic corporate culture, and many of our employees have worked with the firm for 5 to 12 years. Please note that Swim Recruiting will not share your candidacy with anyone outside of our firm without your approval as confidentiality is very important to us!

What - the Role: 

Swim Recruiting is seeking a new Recruitment Coordinator to help out our incredibly busy Information Technology Recruitment team! This is a great opportunity for someone who is eager to work with one of the most reputable recruitment firms in Vancouver in a fast-paced and supportive work environment.

Responsibilities will include, but are not limited to, the following: 
  • Coordinating and scheduling candidate interviews with top clients
  • Posting, tracking, and closing job postings on various sites
  • Conducting candidate references
  • Scheduling internal meetings and providing calendar management for the Team Lead of Information Technology Recruitment 
  • Administrative support for the Team Lead of Information Technology Recruitment and Information Technology Recruitment team including resume formatting
  • Utilizing Swim’s ATS (applicant tracking system) and providing administrative support with contractor onboarding including processing background checks 
  • Administrative assistance and coordination with supplier portals

Who- the Candidate: 

We are looking for a personable Recruitment Coordinator who is eager to dive right in to the “Swimming Pool”! You will be an enthusiastic team-player who enjoys a versatile, fast-paced coordinator role.   
  • At least 2 years recent and relevant work experience in an administrative capacity. 
  • Experience working within a Recruitment Agency and/or supporting an internal HR department in a similar role is a big plus, but not absolutely required. Experience working for a boutique recruitment firm will be viewed particularly favourably.
  • Strong computer skills are needed, particularly in Word, Outlook, and Excel. Previous experience with an ATS (applicant tracking system) and/or CRM system is preferred but not required.
  • Top-notch verbal and written communication skills with the ability to communicate in a manner that is clear, friendly, professional, and confident- internally with colleagues and externally with candidates and clients.
  • Strong ability to prioritize and to focus on work within a fast-paced and dynamic open-concept office environment.
  • Highly organized, detail-oriented, and efficient, with excellent time management skills.
  • Ability to multi-task and pivot between different projects and tasks. 
  • Self-motivated, with a positive attitude, a strong work ethic, and the willingness to assist a busy and fun-loving recruitment team. A great sense of humour is always appreciated by Swim! 
  • Post-secondary education is an asset.

Where: 

Swim’s office is in Downtown Vancouver in a beautiful office with ocean and mountain views. Close to both Gastown and the financial district, and accessible via many bus lines, Canada Line, SkyTrain, West Coast Express, and SeaBus.

Why: 

This is a fantastic opportunity for someone who enjoys working in a fast-paced, fun-loving, and ever-changing environment with dynamic and friendly professionals. You will be responsible for a variety of responsibilities, your days will be full and busy, and you will be an important “face and voice” for Swim Recruiting- a true ambassador of our brand and reputation

How Much: 

This is a salaried position, not commissioned-based. Swim Recruiting provides an excellent benefits package as well as 4 weeks’ paid time off and other great perks!

When & How to Apply: 

If you are interested in this opportunity, please hit “APPLY NOW” to send us your resume. If you already have a recruiter at Swim, please reach out to that person directly. Thank you!
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Database Manager

Administration & Executive Assistance
Permanent
Surrey, BC, CA
Posted on June 18, 2021
Fantastic opportunity with a well-established non-profit organization with a rich history that you can feel proud to work for! Working closely with a tight-knit team.  Read Full Description
Fantastic opportunity with a well-established non-profit organization with a rich history that you can feel proud to work for! Working closely with a tight-knit team. 

Who- the Company: 

A very long-standing and reputable non-profit organization (NPO)in Surrey. This company is very community-based with a positive corporate culture.  

What- the Role:  

The new Database Manager will report to the COO and will be responsible for managing the company’s CRM database (Blackbaud’s Raiser’s Edge). The Database Manager will be responsible for tracking and reconciling donations in the Raiser’s Edge database, communicating with donors by phone and email, issuing tax receipts, creating donation reports for management, overseeing gift-matching initiatives, taking on research projects, etc. This is a diverse role, with opportunity to take on new duties and challenges over the years, and to truly feel part of something important. 

Who- the Candidate: 

We are seeking individuals with relevant administration experience on the fundraising team of a non-profit organization. Experience managing donor information using Raiser’s Edge is a must. Candidates will be detail-oriented, with strong reporting and analysis skills. Some form of relevant post-secondary education is required.  From a personality perspective, we are targeting individuals who are down-to-earth, pleasant, self-motivated, hard-working, and very good team players. Great people skills and communication abilities are essential in this role!   

How Much: 

Generous base salary commensurate with level of work experience, skills, and education- please discuss with Swim. This company provides great employee benefits, 4 weeks vacation, pension and other employee perks. 

Where: 

Surrey, BC   

When & How to Apply: 

This search is moving very quickly and interviews start immediately! 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. If you do yet have a contact at Swim Recruiting, please hit “APPLY NOW” and send us your resume. 

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Senior Manager, Workplace Administration

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on June 18, 2021
This is a fantastic opportunity to join an amazing organization with responsibility for managing the workplace environments and administrative support for the Vancouver operations.  Read Full Description
This is a fantastic opportunity to join an amazing organization with responsibility for managing the workplace environments and administrative support for the Vancouver operations. 

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:  

We are looking for an outstanding Senior Manager of Workplace Administration. Reporting directly to the Director of Facilities, the Senior Manager of Workplace Administration is responsible for managing the workplace environments and administrative support for the entire organization in Vancouver. This role will lead our client’s EA / Managers of Team Operations along with their Office Services Team ensuring that the Senior Leadership Team support is top notch and the working environment is best in class.

Role
  • To develop, refine and implement a strategic direction for administrative support and guest services 
  • Continuously develop and balance executive assignments, recruitment and vacation coverage for the EA collective
  • Work closely with P&C business partners to ensure that we plan and forecast for new roles that will support incoming leaders
  • Develop and Oversee Office Services budgets 
  • Develop and Implement consistent guest service within Offices Services and Executive Support teams, by creating clear roles and responsibilities, including continually reviewing current processes and procedures to ensure service levels are at the highest
Team
  • Provide Strategic direction and leadership to Office Services Manager and their team of Receptionists, Office Admins and Shipping/Receiving Specialists
  • Provide Strategic direction and leadership to the Team Operation Managers, by providing mentorship, direction, performance management and development
Department
  • Work closely with Senior Facilities Manager in Office renovations and New Office openings
  • Work closely with the Director of Facilities when acquiring new space and planning out the New Campus Building
  • Work cross functionally and build relationships with all departments across all buildings
  • Build and develop relationships to create working environments that are connected 

Who – the Candidate:

  • 5-7 years of experience in an office management role for a large employer 
  • 2-3 years of experience with Workplace Organization
  • Excellent team player and ability to work independently
  • Excellent communication skills both verbal and written
  • Extraordinary customer service, organizational and time management skills
  • Upbeat, optimistic, passionate, friendly and authentic
  • Responsible and dependable
  • Proactive and solution-oriented
  • Proficient in Microsoft Office

How Much: 

Competitive base salary commensurate with level of experience, bonus, 4 weeks vacation and wonderful perks!

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. 
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Office Coordinator/Receptionist – Dental Office

Administration & Executive Assistance
Permanent
Abbotsford, BC, CA
Posted on June 17, 2021
Well-rounded dental office administration/reception role for someone who is self-motivated, detail-oriented, reliable, organized, and friendly with an interest in pursuing an administrative/reception career in the dental field. Opportunity for long-term growth within the company.  Read Full Description
Well-rounded dental office administration/reception role for someone who is self-motivated, detail-oriented, reliable, organized, and friendly with an interest in pursuing an administrative/reception career in the dental field. Opportunity for long-term growth within the company. 

Who- the Company: 

Our Abbotsford client is a well-established and successful dental office with a collaborative corporate culture and an excellent reputation. 

What - the Role:

The Office Coordinator/Receptionist assists patients in helping them through their treatment process, which may occur with or without oral sedation or general anesthesia. You will be responsible for educating patients about the clinical and financial aspects of their treatment, coordinating schedules and financial arrangements. The Office Coordinator/Receptionist is also responsible for providing administrative support to the dental team for efficient delivery of patient care. Some of these duties include: 
  • Answering patients inquires over the phones.
  • Maintaining schedules; confirming appointments; dealing with cancellations/booking. 
  • Collecting any outstanding information needed for the upcoming appointments. 
  • Acting as a liaison between patients and insurance companies; verifying patient coverage details with insurance companies.
  • Analyzing predetermination and present financial responsibilities to patients.

Who - the Candidate:

The best possible candidate for this role will be resourceful, intuitive, super self-motivated, professional, organized, and always seeking out ways to help streamline the busy work lives of everyone at the office. The ability to maintain confidentiality and integrity at all times is paramount in this role. The selected candidate will have at least 1+ years of relevant work experience in a similar administrative role in a dental office or other health care organizations such as physio, optometry, or chiropractors. 
We are seeking bright, compassionate, team-oriented candidates with a strong customer service mindset and top notch communication skills. The completion of a college program in dental administration or equivalent is highly preferred. Additional on the job training will be provided and we are seeking individuals who have a strong interest in pursuing a long term dental career. A good working knowledge of all MS Office programs are a must have.

Where: 

Abbotsford, BC, close to a few highways. We are ideally seeking candidates from the South Surrey, Mission, Langley and Abbotsford area or surroundings.

How Much:

Commensurate with level of experience and depth of skills, please discuss with Swim. There is also health & dental benefits and professional development support.

When & How to Apply: 

If you are interested in and excited about this great opportunity, please do not hesitate in applying as this search is moving very quickly! If you have a Recruiter at Swim already, please reach out to that individual directly. If you do not yet have a contact at Swim Recruiting, please hit “Apply Now” to send us your resume.
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