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!

Administrative Assistant & Bookkeeper

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, CA
Posted on November 23, 2021
Diverse and well-rounded administrative and bookkeeping role with a growing and exciting publicly-listed mining company headquartered right here in Vancouver. Great role for someone who wants to work with a tight-knit team and learn from senior accounting & finance professionals. Excellent variety of responsibilities- no two days will be the exact same! SPANISH language skills are a big plus!  Read Full Description
Diverse and well-rounded administrative and bookkeeping role with a growing and exciting publicly-listed mining company headquartered right here in Vancouver. Great role for someone who wants to work with a tight-knit team and learn from senior accounting & finance professionals. Excellent variety of responsibilities- no two days will be the exact same! SPANISH language skills are a big plus! 

Who- the Company:  

Our client is a publicly-listed mining company with operations in various countries. It is an exciting place to work as the company has growth plans, but it’s also stable as the company has been around for close to 20 years. 

What- the Role:

Our client is hiring for a new Administrative Assistant & Bookkeeper. This is a hybrid role involving administrative and bookkeeping support to the Executives of the Company, including the CFO and CEO, and the Financial Controllers. 

The diverse responsibilities will entail around 50% bookkeeping (low volume AP, low volume AR, credit card reconciliation, expense reports, journal entries in QuickBooks, assisting with working papers, etc.) and 50% administration (correspondence with property management firm, maintenance of info email account, reception, managing couriers and mail, digitizing filing system, ordering office supplies, etc.) 

Who- the Candidate:

Qualified candidates will have 5+ years relevant and progressing work experience in a corporate office. 
  • Excellent knowledge of the complete MS Office suite, especially Excel. 
  • Experience in, or willingness to learn, foreign jurisdictions such as the Latin Americas. Spanish language skills are a significant asset! 
  • Experience working in TSX Venture Exchange public companies is an asset, especially within the mining sector. 
  • Detail-oriented and organized 
  • Clear verbal and written communication skills, with the ability to communicate with all levels of directors and management.
  • A self-motivated team player who takes initiative and pursues process improvements in a fast paced office. 
  • Strong organizational skills, detail-oriented, with the ability to achieve public company deadlines.
  • Professional, cheerful, collaborative, and resourceful.

Where:

This company is based out of a corporate office in downtown Vancouver. 

How Much:

Competitive base salary commensurate with experience, qualifications, and skills, plus a stock option plan, benefits, vacation, etc.- please discuss with SWIM. 

When & How to Apply:

If you are qualified for, and interested in, this diverse bookkeeping and administrative opportunity, please let Swim Recruiting know as soon as possible as this search is moving quickly! If you already have a Recruiter at SWIM, please reach out directly.  If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you! 
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Administrative Assistant

Administration & Executive Assistance
Permanent
Burnaby, BC, CA
Posted on November 19, 2021
Fantastic opportunity for an administrative professional who is seeking to join a large, fast-paced, and complex company with a friendly corporate culture. Opportunity for long-term career growth.  Read Full Description
Fantastic opportunity for an administrative professional who is seeking to join a large, fast-paced, and complex company with a friendly corporate culture. Opportunity for long-term career growth. 

Who- the Company:

Our client is a very well-established and reputable company with multinational operations and a great corporate culture. 

What- the Role:

We are seeking a top-notch Administrative Assistant with well-rounded administration, reception, and office coordination skills. The Admin Asst’s responsibilities will vary day-to-day and will include such things as ordering office supplies, reception and answering phone calls, setting-up video conferences, organizing courier deliveries, calendar management, preparation of materials and documents for business meetings, travel coordination, etc. There may also be opportunity to help out with things such as event planning, marketing, and graphic design, should the Admin Asst show strengths and skills in these areas. 

The Administrative Assistant will interact with Executives (Chief Executive Officer, Chief Sales Officer, Chief Financial Officer, Chief HR Officer, etc.). 

Various computer systems and platforms will be used by the Administrative Assistant, including Microsoft Word, Outlook, Excel, and PowerPoint, video platforms such as Teams and Zoom, and potentially Adobe InDesign. 

Who- the Candidate:

We are looking for people who love providing diverse administrative support! 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.  Ability to maintain confidentiality and integrity at all times is paramount in this role. The selected candidate will have at least 2 years of work experience including at least 1 year in a similar corporate administration or receptionist role. Experience with meeting room coordination and calendar management is an asset. Qualified candidates will be confident using various systems and software, and not be shy of trouble-shooting the occasional issue. 

What- the Culture:

The new Administrative Assistant will become part of a fast-paced and work hard/play hard environment that is always busy, fast-paced and dynamic. 

Where:

Burnaby- very transit accessible, beautiful office. 

How Much:

Competitive base salary commensurate with administrative experience and skills. The new employee will also receive a performance-based bonus, great health benefits, RRSP matching, and other perks! 

When & How to Apply:

This search is moving EXTREMELY QUICKLY! If you are interested in this great administrative opportunity with a large, well-established company, please do not hesitate to apply today. 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. Thanks! 
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Human Resources Administrative Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on November 16, 2021
Fantastic opportunity for an administrative professional who is seeking to join the HR department of a global and complex company with a friendly corporate culture. Opportunity for long-term learning and growth, as well as mentorship from inspiring leaders. Very competitive total compensation package including a unique paid time off program.  Read Full Description
Fantastic opportunity for an administrative professional who is seeking to join the HR department of a global and complex company with a friendly corporate culture. Opportunity for long-term learning and growth, as well as mentorship from inspiring leaders. Very competitive total compensation package including a unique paid time off program. 

Who- the Company: 

Our client is a high profile and reputable global public company. The corporate office is very fast-paced, and the company has a corporate culture which emphasizes learning & development, collaboration, teamwork, and high performance. The people at this company are very dedicated to their work and also know how to have fun. This company truly values their employees and provides great perks that promote a healthy work life.

What- the Role: 

On behalf of our client, SWIM is recruiting for a new Human Resources Assistant- this is essentially the Administrative Assistant who will support the entire Vancouver-based HR team. This is a great role for someone who wants to grow into a true HR role one day, but please note that the responsibilities are primarily administrative in nature, as opposed to HR in nature. 
The HR Assistant will be supporting the entire department with calendar management, booking meetings, filing, invoicing, expense reports, tracking employee vacation time, travel coordination, occasionally backing-up reception, etc. This role involves diverse and engaging work in a fast-paced and people-focused work environment. 
Reporting into a fantastic HR Manager and working on a collaborative Vancouver HR team.  SWIM will provide interested and qualified candidates with a detailed job description.

Who- the Candidate: 

We are seeking a well-rounded administrative professional who is detail-oriented, organized, and professional, and who has a can-do approach to their work. Qualified candidates will have at least 3 years relevant, well-rounded, and progressive experience in administration in a corporate office environment. Qualified candidates will be skilled in scheduling, coordinating, filing, organizing, and planning

Experience working in complex and global corporation is preferred but not required. Some form of post-secondary education is highly preferred- ideally education pertaining to Human Resources or Business Administration.  Clear communication skills (written and verbal) are crucial as this role involves a great deal of interaction with management, colleagues, and other employees.

Where: 

Downtown Vancouver. Close to public transit and many amenities like restaurants and shops. 

How Much: 

Very competitive base salary commensurate with experience and skills. This company provides an excellent total compensation package including a generous amount of paid time off, a healthy bonus, a pension plan, and great benefits- please discuss further with SWIM.

When & How to Apply: 

This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thank you! 
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Administrative Assistant, Travel & Events

Administration & Executive Assistance
Permanent
Burnaby, BC, CA
Posted on November 15, 2021
Fantastic opportunity for an administrative professional with travel coordination experience who is seeking to join a large, fast-paced, and complex company with a friendly corporate culture. Opportunity for long-term career growth. The corporate office is in Burnaby near Metrotown.  Read Full Description
Fantastic opportunity for an administrative professional with travel coordination experience who is seeking to join a large, fast-paced, and complex company with a friendly corporate culture. Opportunity for long-term career growth. The corporate office is in Burnaby near Metrotown. 

Who- the Company:

Our client is a very well-established, high-growth, and reputable company with multinational operations. SWIM has placed many people at this company over the years with very positive feedback on the team culture! The company has best listed on “Top Employer” lists. 

What- the Role:

Our client has engaged SWIM to help them find a great new Travel & Events Coordinator who will be responsible for event planning logistics and the coordination of domestic and international travel. We are looking for candidates who are very organized and detail oriented, and who can “see around corners” to prevent and mitigate potential issues.  This is a fantastic opportunity for someone who wants to continue to develop their career within Administration and/or Project Coordination. 

Various computer systems and platforms will be used by the Coordinator including Microsoft Office Suite, Adobe InDesign, video platforms such as Teams and Zoom, and the company’s HRIS. Many people have grown with the organization over the years and there is opportunity for career development for a strong performer!  
  • Create complex travel itineraries for Executives, including organizing Covid-19 vaccination paperwork and testing, as well as researching passport and visa requirements. 
  • Manage the company’s business travel and expense program and conduct credit card reconciliations.
  • Take care of business event planning including travel, transportation (rental car, shuttle, transit, taxi, etc.), accommodations, and catering. Putting together information packages for executives that clearly indicated the event and travel plans. 
  • Organize events for customers, events for employees, tradeshows, conferences, etc. 
  • Build relationships with corporate travel and events vendors and oversee service delivery from external partners. 
The Travel & Events Coordinator will interact with Executives (Chief Executive Officer, Chief Sales Officer, Chief Financial Officer, Chief HR Officer, etc.). 

Who- the Candidate:

We are looking for candidates who love organizing travel and events for other people! 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.  Ability to maintain confidentiality is important in this role. 

The selected candidate will have at least 2 years of work experience including at least 1 year in a similar travel and events coordination role. Qualified candidates will be confident using various systems and software, and not be shy of trouble-shooting the occasional tech issue. 

What- the Culture:

The new Administrative Assistant, Travel & Events will become part of a fast-paced and work hard/play hard environment that is always busy, fast-paced and dynamic. 

Where:

Burnaby- near Metrotown, very transit accessible, beautiful office. 

How Much:

Base salary commensurate with administrative experience and travel coordination skills. The new employee will also receive a performance-based bonus, great health benefits, RRSP matching, and other perks! 

When & How to Apply:

This search is moving VERY QUICKLY! If you are interested in this great administrative opportunity with a large, well-established company, please do not hesitate to apply today. 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. Thanks! 
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Executive Assistant to CFO

Administration & Executive Assistance
Permanent
North Vancouver, BC
Posted on October 28, 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, 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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Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on October 21, 2021
Fantastic career opportunity with a very 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 very 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 and down-to-earth 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 (friendly, autonomous, etc.). SWIM has placed several people at this company with very positive feedback! 

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 some tasks related to marketing, investor relations, and office management. Swim Recruiting will provide interested candidates with a comprehensive job description. 

Who- the Candidate: 

Our ideal candidate will have 6+ years progressive experience in administration supporting senior business leaders. 
  • Excellent communication skills (written and spoken), with ability to prepare polished business documents and materials. 
  • 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 area of business.  
  • Systems savvy, particularly within Microsoft Office Suite (Excel, Word, Teams, etc.). 
  • Experience within Adobe Creative Suite (InDesign, etc.) and communication technologies such as MailChimp, Zoom, SquareSpace, etc. is an asset but not required. 
  • Ability to learn new technologies and software (for example, an investor database).

Where: 

Downtown Vancouver. There may be opportunity for some flexibility in work schedule and some work-from-home. 

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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Recruitment Coordinator

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on October 20, 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 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
  • Administrative support for the 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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Administrative Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on October 20, 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 Administrative Assistant 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:
  • Administrative duties such as updating spreadsheets and collecting information for placements.
  • Preparing contracts and ensuring accuracy for both clients and contractors.
  • Responsible for all contractor onboarding
  • Liaising with Recruiters, Account Managers, and Recruitment Coordinators to collect information and give out reminders for time sheets.
  • Helping with back-end duties for payroll and invoicing.
  • Utilizing Swim’s ATS (applicant tracking system) and ensuring proper documentation and usage.
  • Assisting the Director of Operations with tasks and special projects as needed.

Who- The Candidate:  

We are looking for a true administrative professional who is eager to dive right into the “Swimming Pool”! You will be an enthusiastic team-player who enjoys a versatile administrative role.
  • 2 years of recent and relevant administrative and office experience
  • Strong computer skills in MS Office Suite (Word, Outlook, and Excel)
  • Excellent verbal and written communication skills
  • Strong work ethic with a professional and positive attitude
  • Prioritization is key! Being able to prioritize different tasks and projects while working in a fast-paced environment.
  • Highly organized, detail-oriented, and efficient.
  • Experience working with a Recruitment Agency and/or supporting an internal HR team is preferred, but not required.
  • 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 part of Swim Recruiting- a true ambassador of our brand and reputation.

How Much: 

Competitive salary and benefits depending on the candidate’s level of skills and experience. Swim Recruiting provides an excellent benefits package (coverage for health, dental, & paramedical) as well as 4 weeks’ paid time off and other perks.

When & How to Apply: 

If you are interested in this opportunity, please don’t hesitate to apply today as this search is moving quickly. Please hit “APPLY NOW” to send us your resume.
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Administrative Assistant, Real Estate

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on October 5, 2021
(Full-time, Permanent). Fantastic career opportunity within a very successful organization with a tremendous corporate culture.  Read Full Description
(Full-time, Permanent). Fantastic career opportunity within a very successful organization with a tremendous corporate culture. 

Who- the Client:

Our client is a Canadian-owned and privately-held company with a Corporate Head Office in North Vancouver, BC. They are 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 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 three years of administrative experience, excellent written and communication skills, proficiency with Excel, PowerPoint & Word. A post-secondary degree ideally in business or communication is preferred.

What- the Opportunity:

This position provides administrative support to the Real Estate department, primarily the head office team. The incumbent will report directly to Senior Management and work closely with various internal departments. This role requires a thorough understanding of computer software and general word processing, including Microsoft Office (Word, Excel, and PowerPoint) and Adobe. 

Where:

North Vancouver, BC. This location is very transit-friendly as it is close to the SeaBus Station and various bus routes.

How Much:

Competitive annual salary and excellent overall package includes excellent benefits, vacation, and other generous rewards. 

When & How to Apply: 

This search is moving very quickly. 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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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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Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on September 24, 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. 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 for now, and transitioning to a hybrid model of in-office and remote support from home in the coming months

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 5-7 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, vacation

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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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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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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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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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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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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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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