SWIM employs many of Vancouver’s top Recruiters specialized in Administrative searches.
For over 18 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!
Our client is a large, complex public sector organization that delivers essential services to millions of people across the province. With a diverse workforce and broad operational mandate, the organization is committed to excellence, innovation, and providing high-quality services that support communities and drive positive outcomes.
What- The Role:
Coordinate and monitor personal Access to Information (ATI) requests received through the ATI Public Portal and hard copy submissions, ensuring requests are processed accurately and within legislated timelines.
Prepare and issue correspondence, including acknowledgment letters, requests for additional information or payment, closure letters, and routine disclosure notifications.
Review incoming requests for completeness, including application fees and supporting documentation, before assigning requests to ATI Advisors.
Create and maintain electronic request files and ensure all documentation is accurately tracked and filed.
Coordinate record searches with internal program areas, monitor progress, and follow up to ensure deadlines are met.
Provide administrative support throughout the ATI request lifecycle, including document preparation, PDF conversion, and uploading records for redaction.
Process application fees, deposits, refunds, and payment records in accordance with the Financial Administration Act.
Respond to general inquiries regarding ATI processes, legislation, and timelines, escalating complex questions as appropriate.
Manage incoming office correspondence, distribute materials, send applicant packages when required, and maintain accurate records management and inventory processes.
Support the team through cross-training and other administrative duties to ensure efficient and consistent ATI operations.
Who – The Candidate:
Minimum 2 years' experience collaborating with cross-functional teams to meet critical timelines and service standards.
Minimum 2 years' experience working in a high-volume, ticket- or workflow-based environment with competing priorities.
Minimum 2 years' experience using Microsoft Outlook for email, calendar management, task tracking, and communication.
Minimum 2 years' experience in an administrative or coordination role with responsibilities similar to this position.
Strong organizational skills with exceptional attention to detail and the ability to manage confidential information.
Excellent written and verbal communication skills, with the ability to prepare professional correspondence and interact with internal and external stakeholders.
Proven ability to manage multiple priorities while ensuring accuracy and compliance with established procedures and legislative requirements.
Nice to Have
Minimum 2 years' experience with records management.
Minimum 2 years' experience securely exchanging electronic documents between internal and external stakeholders.
Experience supporting Access to Information, privacy, regulatory, legal, or government administration processes.
How much:
$27-29/hr commensurate with experience + 4% vacation pay
Where:
Edmonton, AB, this is an onsite role Monday-Friday
When & How To Apply:
Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you!
Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be the perfect fit!
Our client has a team member taking on a temporary assignment within another team which means they are looking to fill that gap for a few months.
Contract - July 27th - October 16th, 2026
Read Full Description
Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be the perfect fit!
Our client has a team member taking on a temporary assignment within another team which means they are looking to fill that gap for a few months.
Contract - July 27th - October 16th, 2026
Who – The Company:
A local Vancouver success story with global operations and an impeccable reputation.
What- The Role:
Greet and assist both guests and employees upon arrival, ensuring a friendly and seamless check-in experience
Maintain the cleanliness and organization of the front desk and guest lounge area, creating a welcoming environment
Screen and direct incoming communication such as emails, internal tickets, and voicemails, ensuring timely and appropriate responses
Manage security access cards for employees, vendors, and guests, ensuring proper access control and security measures
Handle office services requests, including but not limited to security access, parking, booking resources, rental requests, supply inquiries, and general office feedback
Support the core team with event coordination and execution at the building, providing logistical and operational assistance
Oversee all incoming mail, continuously optimizing processes to support our rapid growth
Conduct departmental mail audits on a bi-weekly, monthly, and quarterly basis, producing and maintaining reports for department leadership
Maintain up-to-date receiving and Office Services information on internal communication platforms for easy access and reference
Uphold building emergency processes and procedures. Escalating to the Asset Protection team as necessary
Manage stock and organization of all office supplies, ensuring timely replenishment and proper inventory levels
Assist in the creation and maintenance of strong process and procedures documentation to support operational efficiency
Provide support to the Facilities team as required, helping with tasks that ensure the office runs smoothly and efficiently
Who – The Candidate:
Completion of secondary school or equivalent practical experience
Exceptional verbal and written communication skills, with the ability to convey information clearly and effectively
Outstanding guest service, organizational, and time management skills, with a focus on delivering results
Ability to manage multiple tasks in a fast-paced, dynamic environment with flexibility and adaptability
High attention to detail and a task-oriented mindset, with strong problem-solving abilities and a collaborative spirit
Committed to fostering diversity and inclusivity in the workplace
Discreet and trustworthy, with the ability to maintain the highest level of confidentiality
Proven analytical and critical thinking skills, with the ability to identify and resolve issues efficiently
Reliable and responsible, with a strong sense of accountability and commitment to tasks
Creative and innovative, with a passion for generating new ideas and thinking outside the box
Strong experience with Microsoft Office Suite programs
How much:
$26-28/hr commensurate with experience + 4% vacation pay
Where:
Vancouver, this role is onsite 5 days/week
When & How To Apply:
Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested and already have a Recruiter at Swim, please reach out very soon.
This is a standout opportunity for an experienced Senior Executive Assistant to partner directly with the Founder & CEO of a successful, growing leadership consulting firm.
If you are a polished, proactive Executive Assistant who thrives in fast-paced environments, enjoys bringing structure to complexity, and wants to become a true business partner to a dynamic executive, this is an opportunity worth exploring.
Read Full Description
This is a standout opportunity for an experienced Senior Executive Assistant to partner directly with the Founder & CEO of a successful, growing leadership consulting firm.
If you are a polished, proactive Executive Assistant who thrives in fast-paced environments, enjoys bringing structure to complexity, and wants to become a true business partner to a dynamic executive, this is an opportunity worth exploring.
The Company
Our client is a well-established, high-growth leadership consulting firm headquartered in Vancouver with a global client base. They partner with organizations to strengthen leadership, improve communication, and develop high-performing teams through executive coaching, leadership assessments, and customized development programs.
Known for their collaborative, people-first culture, they have built an outstanding reputation working with CEOs and executive leadership teams across a wide range of industries. This is an organization where strong Executive Assistants are trusted, respected, and empowered to make a meaningful impact.
What - the Role:
This is a Senior Executive Assistant role supporting the Founder & CEO in a highly visible, fast-paced environment.
The CEO's schedule is dynamic, with back-to-back client meetings, leadership programs, business development activities, and frequent travel. Success in this role will come from staying several steps ahead, anticipating needs before they arise, and creating structure within an ever-changing environment. Key responsibilities include:
Complex Outlook calendar management in a high-volume, constantly changing environment
Full executive inbox management with strong judgment and prioritization
End-to-end domestic and international travel coordination
Coordinating directly with executive assistants and senior leaders to schedule executive coaching engagements and client meetings
Supporting the delivery and logistics of leadership programs, workshops, and client engagements
Preparing polished client proposals using established templates and executive direction
Tracking action items, deadlines, and follow-up to ensure nothing falls through the cracks
Building and maintaining strong relationships with clients while serving as a trusted point of contact
Maintaining accurate client records, schedules, and operational systems
Leading and supporting a small team of administrative coordinators, ensuring consistent execution and coverage across the team
Identifying opportunities to improve processes and enhance operational efficiency
This is far more than a traditional administrative support role. It requires someone who enjoys taking ownership, anticipating needs, solving problems proactively, and becoming a trusted extension of the CEO.
Who - the Candidate:
Our client is seeking an experienced Executive Assistant with a proven track record of supporting a CEO, Founder, or senior executive in a fast-paced, high-accountability environment.
The ideal candidate is calm under pressure, highly organized, exceptionally proactive, and confident working with senior executives and high-profile clients.
This role is best suited to someone who demonstrates:
5+ years supporting a CEO, Founder, or senior executive in a fast-paced environment
Advanced Outlook and complex calendar management skills
Strong written communication and document preparation abilities
Confidence communicating directly with executives, clients, and external stakeholders
Outstanding organization and follow-through
Exceptional attention to detail
A proactive mindset that anticipates needs and solves problems before they arise
The ability to prioritize effectively while managing multiple competing demands
Strong judgment and discretion when handling confidential information
Experience working independently in a remote environment with minimal supervision
Experience supporting professional services, consulting, executive coaching, technology, or founder-led organizations would be considered an asset but is not required.
Success in this role will be defined less by tenure alone and more by your ability to build trust, stay ahead of a busy executive, and consistently deliver at a high level.
How Much:
Competitive compensation is anticipated in the range of $95,000–$115,000 CAD, with flexibility for an exceptional candidate.
The total rewards package includes comprehensive health and dental benefits, life insurance, a 4% RRSP match, unlimited vacation (with reasonable scheduling guidelines), a fully remote work environment, work-from-anywhere flexibility, company shutdown over the Christmas holidays, and an annual summer office closure beginning next year.
Where:
This is a fully remote position.
Candidates based in the Vancouver area are preferred, although excellent candidates located elsewhere in Canada will be considered. The successful candidate must be available during North American business hours, with occasional flexibility to support executive travel schedules. Local candidates may occasionally be asked to attend meetings or company events.
When & How to Apply:
If you're an experienced Executive Assistant looking to become the trusted right hand to a Founder & CEO while supporting meaningful work with executive leaders around the world, we'd love to hear from you.
If you already have a Recruiter at SWIM, please reach out directly. If you do not yet have a contact at Swim Recruiting, please click Apply to submit your resume.
SWIM is conducting this search on a confidential basis and will only share additional information with shortlisted candidates as the process progresses. We are committed to maintaining the confidentiality of all applicants, particularly those currently employed.
Our client is a well-established and growing Canadian organization known for its collaborative culture, commitment to excellence, and focus on continuous improvement.
Read Full Description
Who- the Company:
Our client is a well-established and growing Canadian organization known for its collaborative culture, commitment to excellence, and focus on continuous improvement.
What- the Role:
As the organization continues to evolve and grow, they are seeking a highly organized and proactive Project Assistant to support a range of workplace, facilities, operations, construction, and project-related initiatives on a temporary basis. This role will begin as a 3-month contract and may be extended or transition to permanent for the right individual. Key Responsibilities:
Provide administrative and project coordination support for workplace, facilities, construction and operational projects.
Maintain project documentation, trackers, action items, work requests, and related records.
Coordinate with external service providers, vendors, and internal stakeholders regarding schedules, access, deliveries, and project updates.
Support workplace operations, including space planning, employee moves, asset tracking, supply management, and service coordination.
Assist with purchasing activities, invoice tracking, deliveries, and general operational requests.
Provide administrative support to various operational and workplace services teams.
Conduct site walkthroughs, identify issues, coordinate follow-up actions, and support day-to-day workplace operations.
Support project leads with the coordination and execution of workplace improvement and infrastructure-related initiatives
Who- the Candidate:
2–3+ years of experience in project coordination, construction projects, workplace services, operations, facilities, property management, or a related administrative role.
Strong organizational and multitasking skills, with the ability to manage competing priorities in a fast-paced environment.
Experience coordinating multiple stakeholders, vendors, and deadlines simultaneously.
Proficiency with Microsoft Office and other business software applications.
Self-motivated, resourceful, and comfortable working both independently and as part of a team.
Adaptable, detail-oriented, and proactive, with strong follow-through and problem-solving abilities.
Professional and approachable communication style, with strong relationship-building skills.
Post-secondary education in business, project management, operations, facilities, or a related field is considered an asset.
Valid driver's licence is required
How Much:
$28–$36 per hour, plus 4% vacation pay, depending on experience and qualifications.
Where:
Full-time, in-office Monday to Friday. This role is best suited for individuals based in the Greater Vancouver area, including Vancouver, New Westminster, Burnaby, Richmond, or Surrey.
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 (preferably in MS Word format as it works best with our internal systems). Thank you!
This is a contract role for the term: July 20, 2026-March 31, 2027.
Read Full Description
This is a contract role for the term: July 20, 2026-March 31, 2027.
Who – The Company:
Our client is a large, complex public sector organization that delivers essential services to millions of people across the province. With a diverse workforce and broad operational mandate, the organization is committed to excellence, innovation, and providing high-quality services that support communities and drive positive outcomes.
What- The Role:
Provide administrative support for contract and grant activities, including preparing and tracking agreements, supporting procurement processes, maintaining accurate records and reports, and ensuring compliance with policies and procedures. The role responds to stakeholder inquiries, coordinates documentation and approvals, supports invoicing and general office operations, and contributes to team initiatives.
Duties of the Contract and Grant Co-ordinator include providing support to our managers and employees, assisting in daily office needs and managing various administrative activities.
Duties will include the following but are not limited to:
Prepare, review, and track contracts, agreements, and related documentation
Support procurement activities
Maintain accurate financial, statistical, and administrative records and reports
Record tracking in Excel
Proof and format word documents
Coordinate approvals, signatures, and document control processes
Respond to inquiries from internal teams and external stakeholders
Monitor deadlines and maintain tracking systems for contracts and deliverables
Support invoicing, accounts receivable, reporting, and compliance with policies and procedures
Organize and maintain electronic and paper filing systems
Provide general administrative and office support, including meeting coordination
Assist with team projects and continuous improvement initiatives
Copy, scan, fax, file and perform records management of physical and digital documents
Take meeting minutes.
Who – The Candidate:
Strong attention to detail and accuracy.
Exceptional relationship-building and customer service skills with internal and external stakeholders.
Driven to deliver excellence and achieve results in an administrative environment.
Strong verbal and written communication skills, including in-person, phone, virtual, email, and letter correspondence.
Excellent organizational and prioritization skills with the ability to meet deadlines and produce high-quality work.
Ability to manage competing priorities and deadlines.
Proficiency in Microsoft 365 and data systems.
How much:
$30-34/hr commensurate with experience + 4% vacation pay
Where:
Edmonton, AB.
When & How To Apply:
Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' to send us your resume. Thank you!
This is a standout opportunity for a polished, proactive Executive Assistant to step into a highly visible role supporting senior leadership at a successful, fast-growing global company headquartered in Vancouver.
If you enjoy being at the centre of the action, thrive in fast-paced environments, and want a role where you are truly relied upon as a strategic partner, not just administrative support then this one is worth a closer look.
Read Full Description
This is a standout opportunity for a polished, proactive Executive Assistant to step into a highly visible role supporting senior leadership at a successful, fast-growing global company headquartered in Vancouver.
If you enjoy being at the centre of the action, thrive in fast-paced environments, and want a role where you are truly relied upon as a strategic partner, not just administrative support then this one is worth a closer look.
The Company
Our client is a well-established, high-growth organization with a strong global footprint and an exceptional leadership team. Headquartered in Vancouver, BC, they operate in a specialized, high-impact sector and are known for innovation, collaboration, and thoughtful leadership. This is the kind of environment where strong EAs are trusted, respected, and given room to grow.
What - the Role:
This is a well-rounded Senior Executive Assistant role supporting key senior leadership within the organization (including senior revenue and commercial leadership and associated executive stakeholders). The position operates in a high-velocity, highly ambiguous environment and requires an EA who is able to operate independently, anticipate needs, and stay ahead of rapidly changing priorities. Key responsibilities include:
Complex, multi-time-zone calendar management in a high-volume, constantly shifting environment
End-to-end executive travel coordination (domestic and international)
Scheduling, preparing materials for, and supporting in-person and virtual meetings
Attending meetings to capture high-quality notes and drive follow-ups to completion
Managing executive inboxes and communications with strong judgment and prioritization
Supporting leadership offsites, executive summits, team dinners, and large-scale events
Coordinating high-value event budgets and cross-functional logistics
Supporting multiple senior leaders across Sales, Revenue Operations, Partnerships, and Strategy functions
High-level stakeholder management across internal and external partners
Creating executive-level presentations, documentation, and communications
Driving operational efficiency, process improvement, and automation opportunities
Leveraging AI tools and technology to streamline and improve execution quality
This is not a reactive support role. It requires a proactive operator who identifies issues before they arise, brings forward solutions, and executes with minimal direction.
Who - the Candidate:
Our client is seeking a highly proactive, fast-moving, and self-directed Senior Executive Assistant who thrives in high-performance, high-growth environments. The ideal candidate has a strong track record of supporting senior executives in complex organizations and is comfortable operating with ambiguity, urgency, and shifting priorities.
This role is best suited to someone who demonstrates:
A “proactive by default” mindset (anticipates needs before they are expressed)
Strong decision-making ability and brings recommendations, not questions
High processing speed and strong judgment under pressure
Confidence working with senior leadership and pushing back when needed
Strong organizational discipline and follow-through (“done, confirmed, completed”)
A major requirement for success is strong AI fluency. The ideal candidate is:
AI-native or highly AI-curious
Comfortable using modern AI tools and automation platforms
Actively experimenting with technology to improve workflows
Continuously looking for ways to streamline and improve execution
Candidates with traditional EA experience are welcome, but success in this role is more strongly defined by mindset, speed, and initiative than tenure alone.
While 8+ years of experience is preferred, strong candidates with fewer years will be considered if they demonstrate exceptional capability in fast-paced, high-growth environments.
Industry background is flexible. Strong preference for experience in SaaS, technology, fintech, e-commerce, or similarly scaled organizations where the EA function operates at a high level of complexity.
How Much:
Highly competitive compensation in the range of $90,000 – $105,000 CAD + equity, depending on experience and qualifications. The total compensation package includes health & dental benefits, RRSP match, unlimited PTO (minimum 20 business days), flexible work arrangements, and a strong track record of rapid compensation growth and internal promotion for high performers.
Where:
Vancouver-based headquarters with a hybrid work schedule requiring a minimum of 2 days in-office per week for candidates within commuting distance. Occasional flexibility required for early morning or evening meetings to accommodate global time zones.
When & How to Apply:
If you are interested in this opportunity to work with a successful and reputable global technology company in a fast-paced, high-performance environment, please apply 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' 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!
