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!

Development Coordinator

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on August 5, 2022
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

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

Who-the Candidate: 

We are seeking an exceptional administrative coordinator 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 and an eye for detail. The incumbent is required to have excellent relationship building skills and 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 coordination experience, ideally derived from a legal or real estate setting, excellent written and communication skills and proficiency with Excel, PowerPoint & Word. Undergraduate degree in Commerce or Business Administration highly desirable. 

What - the Opportunity: 

Reporting to the Senior Director of Real Estate and franchising and working closely with the Managers of Development and Real Estate as well as internal departments such as legal, design & construction and finance, the Development Coordinator ensures critical documents in the life of new franchises move through an efficient process accurately. Decision making and problem-solving skills are a requirement of this role. Responsible for coordination of documents and letters, general administration, communication to internal and external departments, maintenance of database, preparation of reports, and preparing official letters on request of project managers. 
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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Executive Assistant, CFO

Administration & Executive Assistance
Permanent
North Vancouver, BC
Posted on August 5, 2022
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description
Join a successful & growing company with HQ on the North Shore. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

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

Who-the Candidate:

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

What - the Opportunity: 

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

Where: 

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

How Much: 

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

When & How to Apply: 

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

Administration & Executive Assistance
Permanent
Hybrid - Anywhere in Downtown Vancouver, BC, CA
Posted on July 28, 2022
Fantastic opportunity to join a high-performance, tight-knit, and loyal team of professionals. This is a fantastic career opportunity for someone who is looking for diverse and rewarding administrative work and who wants to dedicate their career long-term to a well-established and entrepreneurial organization. Fun, challenging, and diverse administrative responsibilities. Supporting impressive business leaders. Downtown Vancouver, hybrid work schedule. Read Full Description
Fantastic opportunity to join a high-performance, tight-knit, and loyal team of professionals. This is a fantastic career opportunity for someone who is looking for diverse and rewarding administrative work and who wants to dedicate their career long-term to a well-established and entrepreneurial organization. Fun, challenging, and diverse administrative responsibilities. Supporting impressive business leaders. Downtown Vancouver, hybrid work schedule.
 
WHO- The Company:
Our client is a Vancouver-based investment firm with a notable portfolio of companies. You may have not yet heard of the firm, but chances are good that you have heard of some of the beloved Canadian brands they have helped grow.  The company has a tightknit corporate team with impressive leaders, a fun-loving and high-performance culture, and wonderful opportunity for learning new skills.  

WHAT- The Role: 

This successful Canadian organization is seeking a new Corporate Administrator.  The responsibilities of this role will evolve over the years and the Corporate Administrator will have the opportunity to take on new duties and challenges based on their performance and results. The responsibilities include executive assistance, office management, project coordination, and event planning. Swim Recruiting will provide interested candidates with a thorough job description detailing the day-to-day tasks.  

WHO- The Candidate: 

We are seeking people who are self-motivated and who are able to work autonomously with little direction. Qualified individuals for this role will also be passionate team players who love supporting senior leaders and “looking around corners” to predict issues. Candidates will have at least 3 years and ideally 5+ years of progressive experience in a similar capacity- perhaps as a Senior Administrative Assistant, Office Manager, Executive Assistant, or Personal Assistant. Corporate event planning skills are an asset. Some adjectives that come to mind for the ideal individual for this role include efficient, loyal, professional, organized, articulate, creative, and resourceful. 

HOW MUCH:

Very generous total compensation. In addition to base salary (commensurate with experience), the Corporate Administrator will be eligible for a discretionary performance-based bonus, full health & dental benefits (after a wait period), professional development support (if relevant to the role), as well as great perks and product discounts. Please discuss further with SWIM.

WHERE:

After training and onboarding, this is a hybrid position. Most weeks the Corporate Administrator will be in the office 2 days a week, but sometimes it will be 1 day, sometimes it will be 4 or 5 days- it depends on what is going on at the office. When there are business meetings taking place at the office, the Corporate Administrator will be there to greet visitors and make them feel welcome. The corporate office is in downtown Vancouver, close to a SkyTrain station.

WHEN & HOW TO APPLY:

This search is moving quickly! Swim Recruiting has been exclusive engaged to present our Client with a short-list of qualified candidates.  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. We also love referrals, so if you are not interested but know someone else qualified for the role who might be- please let SWIM know. Thank you!
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Receptionist

Administration & Executive Assistance
Permanent
North Vancouver, BC, CA
Posted on July 26, 2022
Great opportunity to join a stable organization with a positive culture as a part-time or full-time Receptionist.Who - the Company:Great opportunity to join a stable organization with a tight-knight and friendly team, and a positive culture. The company is currently seeking a new Receptionist with great communication abilities to add to their team’s success.What - the Role:Receptionist – This role can be part-time or full-time. You will be responsible for administrative and clerical duties such as:•    Sending out and receiving mail and packages•    Sorting received mail and distributing it to offices•    Receiving and greeting visitors in a professional manner•    Handling multi-line phone calls and direct calls to appropriate office•    Responding to office and self-storage inquiries•    Scheduling appointments for meeting rooms and assistance with special events•    Scanning and photocopying•    Filing in our electronic filing system•    Preparing invoices as needed•    Helping with Account Receivables as needed•    Maintaining the reception area, meeting rooms, and common areas•    Assisting tenants with their day to day needs and their inquiries•    Maintaining office equipment, such as Xerox copier, computers, and telephone system and assist with office maintenance including co-ordination with vendors•    Moving in/out tenants for offices and self-storage•    Managing telephone system, including updating telephone software, installing in offices at the time of move in, and removing the equipment at the time of move outWho - the Candidate:We are seeking a candidate with strong customer service skills and excellent communication skills. Successful candidate will be professional, well spoken, well presented, organized and will have strong Microsoft Office Suite skills (Word, Excel, Outlook and PowerPoint)•    Punctual, reliable, with strong work ethic•    Detail oriented with excellent proofreading skills•    Ability to recognize opportunities and make suggestions for automation and process improvement•    Commitment to working in teams and independently while delivering outstanding client service•    Flexibility to manage multiple assignments and changing priorities in a fast-paced environment•    Self-motivated and fun to work with!•    Experience working in either a Business Centre, hospitality sector or as a receptionist is an asset•    Prior telephone answering experienceWhere:North VancouverHow Much:Base salary commensurate with experience and skills.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. Read Full Description
Great opportunity to join a stable organization with a positive culture as a part-time or full-time Receptionist.
Who - the Company:
Great opportunity to join a stable organization with a tight-knight and friendly team, and a positive culture. The company is currently seeking a new Receptionist with great communication abilities to add to their team’s success.
What - the Role:
Receptionist – This role can be part-time or full-time. You will be responsible for administrative and clerical duties such as:
    Sending out and receiving mail and packages
    Sorting received mail and distributing it to offices
    Receiving and greeting visitors in a professional manner
    Handling multi-line phone calls and direct calls to appropriate office
    Responding to office and self-storage inquiries
    Scheduling appointments for meeting rooms and assistance with special events
    Scanning and photocopying
    Filing in our electronic filing system
    Preparing invoices as needed
    Helping with Account Receivables as needed
    Maintaining the reception area, meeting rooms, and common areas
    Assisting tenants with their day to day needs and their inquiries
    Maintaining office equipment, such as Xerox copier, computers, and telephone system and assist with office maintenance including co-ordination with vendors
    Moving in/out tenants for offices and self-storage
    Managing telephone system, including updating telephone software, installing in offices at the time of move in, and removing the equipment at the time of move out
Who - the Candidate:
We are seeking a candidate with strong customer service skills and excellent communication skills. Successful candidate will be professional, well spoken, well presented, organized and will have strong Microsoft Office Suite skills (Word, Excel, Outlook and PowerPoint)
    Punctual, reliable, with strong work ethic
    Detail oriented with excellent proofreading skills
    Ability to recognize opportunities and make suggestions for automation and process improvement
    Commitment to working in teams and independently while delivering outstanding client service
    Flexibility to manage multiple assignments and changing priorities in a fast-paced environment
    Self-motivated and fun to work with!
    Experience working in either a Business Centre, hospitality sector or as a receptionist is an asset
    Prior telephone answering experience
Where:
North Vancouver
How Much:
Base salary commensurate with experience and skills.
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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Executive Assistant

Administration & Executive Assistance
Permanent
Vancouver, BC, CA
Posted on July 19, 2022
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 with a hybrid combination of in office and remote working from home. 

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 to the COO

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

Who - the Company:

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

Who-the Candidate: 

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

What - the Opportunity: 

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

Where:

Chilliwack, in office.  

How Much: 

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

When & How to Apply: 

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

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

Who - the Company:

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

Who-the Candidate: 

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

What - the Opportunity: 

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

Where: 

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

How Much: 

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

When & How to Apply: 

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

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

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

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

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

Who- the Company: 

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

What- the Role: 

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

RESPONSIBILITIES:

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

Who- the Candidate: 

QUALIFICATIONS:

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

What- the Culture: 

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

Where: 

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

How Much: 

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

When & How to Apply: 

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

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

Who- the Company: 

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

What- the Role: 

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

Who- the Candidate: 

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

OTHER IDEAL QUALIFICATIONS INCLUDE:

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

What- the Culture: 

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

Where: 

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

How Much: 

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

When & How to Apply: 

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

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

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

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

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

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

How Much:
Base salary commensurate with experience- please discuss further with SWIM. This role will be eligible for benefits.
When & How to Apply: 
This search is moving extremely quickly! If you already have a Recruiter at Swim, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. 
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Payroll & Accounting Administrator

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

Who - The Company: 

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

What - The Role: 

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

Who – The Candidate:

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

Where: 

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

How Much:

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

When & How To Apply: 

This search is moving quickly! If you already have a Recruiter at Swim, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. 
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Customer Service Administrator

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

Who- The Company: 

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

What- The Role: 

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

Who- the Candidate: 

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

Where:  

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

How Much: 

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

When & How to Apply: 

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

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

Who- the Company: 

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

What- the Opportunity: 

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

Who- the Candidate: 

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

Where:

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

How Much:

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

When & How to Apply: 

If you are qualified for, and interested in, this excellent opportunity with a high-profile global corporation, please do not delay in applying as this search is moving quickly! If you already have a Recruiter at SWIM, please reach out to that consultant directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thank you! 
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Senior Office Coordinator

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

Who- the Company: 

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

What- the Role: 

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

Who- the Candidate:

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

Where: 

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

How much: 

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

When & How to Apply: 

This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thank you! 
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Administrative Assistant (12-month contract)

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

Who - the Company: 

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

What - the Role:

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

Who - the Candidate:

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

Where:

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

How Much:

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

When & How to Apply: 

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

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

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

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

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

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

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

Who- the Company:

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

What- the Role:  

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

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

Who – the Candidate:

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

How Much: 

Competitive hourly rate commensurate with level of experience

Where: 

Vancouver, BC 

When & How to Apply: 

This search is moving very quickly. Swim will be presenting short-listed candidates directly to the hiring team for consideration. If you already have a Recruiter at Swim, please reach out very soon
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Production Education Copywriter

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

Who- the Company:

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

What- the Role:  

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

Who – the Candidate:

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

How Much: 

Competitive hourly rate commensurate with level of experience

Where: 

Vancouver, BC 

When & How to Apply: 

This search is moving very quickly. Swim will be presenting short-listed candidates directly to the hiring team for consideration. If you already have a Recruiter at Swim, please reach out very soon
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Executive Assistant

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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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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