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Downtown Vancouver office. Fantastic opportunity for a well-rounded, reliable, organized, and adaptable administrative professional who is seeking a diverse and fulfilling administrative role with a friendly, close-knit team. Working for a very stable, successful, and extremely reputable family-owned multi-entity company. Responsibilities include scheduling, travel coordination, office management, filing, occasional event planning, tech support, etc. Directly supporting 3 senior leaders. 

Who- the Company:

Our client is a highly admired, reputable, and respected family office with a long history and very successful business operations. Small office based in downtown Vancouver.

What- the Role:

Swim Recruiting is seeking a Office Administrator for this great organization. The company has a very stable team with low attrition, so it’s rare for them to be hiring. 
The new employee will be directly supporting the President, the Director of Finance, and the Executive Director. The new Office Administrator will have a variety of routine weekly/monthly/quarterly/yearly tasks, as well as ad hoc tasks. This role has a mix of Executive Assistant tasks, Office Manager tasks, and General Administrative Assistant tasks. 
Responsibilities will vary and evolve over the years, and will include the following-

• Travel Coordination- Plan domestic and international, business and personal travel for the President, including booking flights, transportation, accommodation, etc.
• Scheduling & Calendar Maintenance- Manage the President’s calendar in an organized manner with thought given to timing and location. Aid with meeting scheduling for Executive Director and Director of Finance. Manage the booking calendar for the Boardroom.
• Office Management- Create a welcoming, well-run, clean, safe, and organized office environment for all employees in the office. Liaise with external service providers on equipment repairs, order inventory and supplies, communicate with property management on any issues in the office, prepare the Boardroom for meetings, clean and stock the office kitchen, select and order in-office catering, etc.
• File Maintenance- Physical and digital filing for the business, including creating new/improving upon existing filing systems, organizing documents by category and relevance, preparing file binders, etc.
• Tech Support- Help the President and others with tech-related needs, such as setting up a new electronic device, upgrading the OS on a cell phone, helping with a computer issue, installing a new version of Windows, setting up AV equipment for an important meeting, etc. Working in a PC and Microsoft environment.
• Invoicing & Reconciliation- Support the Senior Accountant with office expense reconciliation, credit card reconciliations, and paying bills as needed. 
• Ad hoc Projects and Errands- Run the occasional errand (mostly within walking distance of office), review and renew the President’s various subscriptions and memberships, plan the occasional social event for the office, etc.

Our client is a small yet mighty organization, and everyone there wears many hats. There is no room for “that’s not in my job description” attitude- everyone pitches in and helps out where the can. 
This position offers an excellent opportunity for an experienced professional with strong administrative and organizational skills to contribute to a well-run and diversified executive office.  This is a very stable and long-term career opportunity!

Who- the Candidate:

We are seeking an Office Administrator who has relevant work experience and skills, of course, but also has the personality to mesh well with the collaborative and humble team. Friendly and effective communication skills are key, as is an approachable and down-to-earth style. Candidates will ideally have previous experience with another small yet complex privately-held company- ideally a family office.  Being self-motivated with the ability to work under minimal supervision is also key. We are looking for someone who is happy to seek out tasks and projects, and who is very proactive and resourceful. The ideal person for this role will be able to “look around corners” to figure ways to help out the team and the company.

What- the Knowledge, Skills, & Experience

• At least 3 years relevant and progressive experience in office administration, with a mix of EA tasks, office management tasks, and general administration tasks. 
• Experience directly supporting an executive is preferred.
• Relevant post-secondary education is preferred. 
• Tech savvy, with ability to troubleshoot technology and computer issues that crop up.
• Strong knowledge of Microsoft Office Suite, including Outlook, Word, Teams, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• We’re looking for all sorts of great soft skills in this new Office Administrator! The list includes… detail oriented, organized, patient, resourceful, friendly, humble, mature, easy going, upbeat, proactive, professional, adaptable, loyal, and trustworthy.

Where & When:

This is a fantastic role for someone who is seeking a flexible reduced schedule for family reasons or other personal reasons!
Fully in-office role. The corporate office is in the heart of downtown Vancouver, just a short walk away from a SkyTrain station and plenty of amenities.
This role can be permanent (Mon-Fri, 8 hours/day) or part-time (3-4 days/week). If you prefer a reduced work schedule, please discuss with SWIM.

How Much:

The company will provide their new Office Administrator with a fair base salary, commensurate with administrative experience, skills, and education- $58,000 to $70,000.
The package also includes equivalent to 6% vacation pay (i.e. 3 weeks annualized), health & dental benefits, paid monthly cellphone, and a small discretionary annual bonus.
Please note that salary would of course be pro-rated if someone chooses to have a part-time work schedule.  

How to Apply: 

Swim Recruiting has been engaged exclusively on this search and we are representing short-listed candidates directly to the hiring team for consideration. If you are interested in this fantastic administrative opportunity with a reputable and very well-established family office, 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’ to send us your resume. Thank you!
 

Who- the Organization:

Our Delta-based client is a successful and well-established manufacturer known for producing high-quality products and fostering a strong, people-first culture. For over 10 years, they have built a reputation for valuing their employees, encouraging collaboration, and celebrating team successes. Employees enjoy a supportive, team-oriented environment where contributions are recognized and career growth is encouraged.

What- the Role:
On behalf of our client, SWIM is recruiting for a Customer Success Representative who will report directly to a passionate and supportive Manager, Customer Success. This role is ideal for someone who enjoys helping customers, solving problems, and being part of a collaborative team environment.
 

• Deliver an exceptional customer experience that builds long-term customer loyalty.
• Respond promptly and professionally to customer inquiries via email, phone, and web chat while meeting defined service standards.
• Maintain a friendly, empathetic, and solutions-focused communication style.
• Serve as the first point of contact for customers, representing the company’s commitment to quality service and support.
• Collaborate with internal teams to ensure customer requests are directed to the appropriate departments such as technical support, sales, or field service.
• Assist with order entry and service coordination when required, ensuring accurate and efficient processing.

Who- the Candidate:

Our client is seeking a motivated, proactive, and organized individual who thrives in a customer-facing environment. This is a great opportunity for someone looking to build a long-term career with a stable and growing company that offers opportunities for professional development.

The ideal candidate has strong communication skills, a positive attitude, and a genuine passion for helping customers. Candidates should be detail-oriented, able to manage multiple priorities, and comfortable working in a fast-paced team environment.
 

• 1–3 years of experience in a customer service or customer support role
• Strong communication skills, both written and verbal.
• Positive, collaborative attitude with the ability to work effectively across teams.
• Strong customer service mindset with a genuine desire to help customers and solve problems.
• Ability to manage multiple tasks while maintaining strong attention to detail.
• Professional, diplomatic, and confident when interacting with customers and colleagues.
• High school diploma required; an associate’s or bachelor’s degree in business, communications, or a related field is considered an asset.
• Strong computer skills, particularly with Microsoft Office.

Where:

Delta, BC. This is a full-time in-office role, Monday to Friday from 8:00 am – 4:30 pm. This opportunity is well suited for candidates living in Delta, Surrey, Ladner, Tsawwassen, or Richmond.
 

How Much:  

Competitive base salary commensurate with experience and qualifications, likely in the range of $50,000 – $60,000.

In addition, employees will be eligible for:
• Paid vacation.
• Health benefits.
• Bonus incentives.

When & How to Apply:
This search is moving very quickly! If you already have a Recruiter at Swim, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume as soon as you can.
 

11-month Interim Director contract supporting a senior corporate services and human resources function within a public sector infrastructure organization.
Interim Director contract role.
Senior leadership-focused assignment spanning HR, corporate services, and operational support.
100% onsite role based in Dartmouth, Nova Scotia.
 

What & Why:

Our client, a public sector infrastructure organization, is seeking an Interim Director, Corporate Services & Human Resources to support its executive team during a period of organizational transition and increased operational activity. This is a senior leadership mandate focused on oversight and coordination across corporate services, human resources, and health and safety. The role will support labour relations, workforce planning, policy and program development, and broader organizational alignment initiatives. You will work closely with the CEO and senior leadership team to support both day-to-day operations and transition-related priorities within a structured, unionized environment.
 

Who:

Our client is a public sector organization responsible for operating and maintaining critical transportation infrastructure in the Halifax region. The environment is operational, unionized, and highly accountable, with a strong focus on safety, service delivery, and collaboration across internal teams and external stakeholders.
 

You:

You are a senior corporate services or human resources leader with experience operating at the Director or executive level within complex organizations. You are comfortable balancing strategic and operational responsibilities, supporting leadership through change, and working in environments that require sound judgment and discretion.
You bring strong labour relations experience and are confident engaging with executives, employees, unions, and external stakeholders. You are able to step into evolving environments, establish structure, and support execution across multiple priorities.

Critical experience requirements include:

• 15+ years of progressive experience in human resources, corporate services, business administration, or related senior leadership roles
• Strong experience in labour relations, including collective agreement administration and union engagement
• Experience operating within unionized environments
• Experience supporting or leading complex, multi-disciplinary initiatives
• Experience contributing to organizational change, integration, or transformation initiatives
• Strong stakeholder management experience, including working with executive leadership
• Demonstrated ability to manage sensitive matters and competing priorities with sound judgment.

Nice to have:

• Experience in public sector, Crown agencies, or regulated environments
• Exposure to infrastructure, transportation, or operationally complex organizations
• CHRP designation
• Experience supporting health and safety functions alongside HR or corporate services.
   

Next Steps:
If the sound of this opportunity excites you, and you’re confident that it’s a good fit for your experience and career goals, then we’d love to hear from you! Please send your updated resume to us by applying to this posting and one of our awesome team of recruiters will be in touch.

Fantastic opportunity for an experienced, well-rounded, resourceful, and adaptable Office Manager who wants to join a global and complex company with a friendly corporate culture. Opportunity for long-term learning and growth, as well as mentorship from inspiring leaders. Competitive total compensation package.

Who- the Company: 

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

What- the Role: 
On behalf of our client, SWIM is recruiting for a new Office Manager. This is a newly created position due to ongoing business growth. The company wants someone who can truly focus on, and be accountable for, the smooth operations of this corporate office.
This is a very well-rounded role, with a lot of “traditional” office management responsibilities as well as interesting tasks in other areas of employee experience and workplace experience.
We are looking for an Office Manager with an upbeat & can-do approach to work. Someone who comes to work with a smile and is excited to contribute directly to an organized, happy, positive, and productive work environment. The ideal candidate for this role will be detail-oriented and hands-on as well as strategic and able to see the bigger picture.

• Facilities management, including liaising with the property management firm, security, vendors, maintenance, interior designers, etc.
• Ensure emergency preparedness, risk management, and compliance with health & safety procedures
• Oversee relationships and contracts with external vendors for office supplies, kitchen supplies, furniture, equipment (photocopiers, printers, etc.).
• Mentor and coach reception/administrative staff, and provide back-up to reception as needed
• Participate in and contribute to various committees, such as social committee and health & safety committee.
• Contributing to onboarding of new employees and employees transferred to Vancouver from other offices.
• Support office events (anniversaries
• Oversee corporate travel platform and program (i.e. reviewing relationships and agreements with airlines, hotels, transportation providers, restaurants, sports & entertainment providers, etc.)
• Various systems will be used by the new EA including the full Microsoft Office suite (Outlook, Word, Excel, PowerPoint, and Teams), as well as SharePoint, Zoom, and Workiva.

This is an excellent career opportunity for someone who is looking for diverse and engaging work in an interesting and people-focused corporate work environment!
Swim Recruiting will provide a full job description to interested candidates.

Who- the Candidate: 

We are seeking a well-rounded Office Manager who is organized, professional, detail-oriented, and passionate about their work. Qualified candidates will have at least 5 years and ideally 10 to 15 years relevant and progressive experience in corporate office management and workplace experience.

Clear communication skills (written and verbal) are crucial as this role involves a great deal of interaction with executive leaders, managers, colleagues, and other employees.

Experience working in complex and global corporation is beneficial but not required. Some form of post-secondary education is highly preferred but not necessary.  

There are many soft skills and personality traits we are looking for in this Office Manager, some of which are: resourceful, adaptable, honest, proactive, diplomatic, tactful, reliable, accurate, detail-oriented, helpful, and flexible. The Office Manager will be excellent at maintaining confidentiality and will also be a collaborative team player who can work hard while also enjoying the dynamic, friendly, and fun-loving culture.
  
Where: 
Based in a beautiful corporate office right in the heart of Downtown Vancouver. Full-time in office.  Close to public transit and many amenities like restaurants and shops.
 

How Much: 

This company provides a very robust total compensation package. Competitive base salary commensurate with experience and skills, likely in the range of $75,000 to $90,000.
Additionally, the Office Manager will be eligible for a very generous amount of vacation days paid time off (almost 6 weeks in total!), a competitive performance-based bonus, a solid pension plan, great health & dental benefits, an annual health allowance, an employee share purchase program, and other great perks- please discuss further with SWIM.
 
When & How to Apply: 
Interviews are already starting, so please do not hesitate to apply TODAY if you are interested and would like to hear more. SWIM will be presenting the profiles of our shortlisted candidates directly to the hiring team.   If you already have a Recruiter at SWIM, please reach out to that directly as soon as you can. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY’ and send us your resume. Thank you!

Excellent opportunity for a seasoned EA to join a very successful, well-established, and high-growth Vancouver-based company in the fast-paced tech sector. Directly supporting 2 C-Suite Executives.

Who- the Company:

Our client is an award-winning business with operations and customers all around the world. They have a very fast-paced and exciting work environment and corporate values that promote teamwork, trust, and sincerity. The company has over 1000 employees.

What- the Role:

This is a well-rounded Executive Assistant role spanning a variety of areas such as:

• complex multi-time-zone calendar management.
• in-person and virtual meetings: scheduling, preparing materials & slide decks, leading department-wide meetings including guiding agenda, introducing speakers, following-up on action items, etc.
• global travel coordination.
• email inbox organization & digital filing.
• departmental budgeting & expense management.
• event planning.
• document creation.
• internal & external communications.
• ad hoc projects and initiatives.

Directly supporting 2 C-suite Executives.
We are looking for a seasoned, polished, and confident EA who will be viewed informally as a mentor to other administrative staff within the company. The ideal EA will be someone who can identify opportunities for improvements to internal cross-departmental and cross-regional communication, who will leverage existing and new technologies, and who will take the lead on implementing new administrative efficiencies.

Who- the Candidate:

On behalf of our client, we are seeking a highly organized, polished, adaptable, dynamic, and professional EA who is values-based and who is a team player with great written and verbal communication skills. Qualified candidates will have at least 8 years’ relevant experience directly supporting busy executives in very fast-paced and dynamic business environments.
Business acumen is essential in this senior EA role, and the new EA will be someone who takes the time to get to know the ins & outs of the company’s complex, interesting, and high-growth business operations.  Candidates must be tech savvy, and able/willing to continuously optimize the use of tools and technologies at the company.

How Much:

Highly competitive base salary commensurate with calibre of EA experience and skills, in the range of $90,000 to $118,000, with a sweet spot of $105,000 to $110,000. Please discuss your compensation expectations further with SWIM! The total compensation package includes health & dental benefits, 4 weeks’ paid vacation, etc.  

Where:

Vancouver. Hybrid schedule. We are looking for an EA who is adaptable and who can adjust their work hours based on business needs (i.e. attending an early morning or early evening meeting to accommodate colleagues in other time zones).
This flexibility is reciprocated by the employer, and the EA can manage their own fluid hybrid schedule.
Working only 1-2 days/week in the office is typical, but some weeks it could be 3-4, depending on meetings, events, executives traveling to Vancouver, etc.  The company’s Vancouver corporate office is accessible by car, bike, and transit.  

When & How to Apply:

If you are interested in this opportunity to work with a successful and reputable Vancouver company in the fast-paced technology sector, please do not hesitate to apply soon as this search is moving quickly. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY 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!

Retail Area Coordinator (Executive Assistant)

Join a high-performing Retail Operations team where you’ll directly support Senior Retail Leaders, keeping priorities, travel, events, and key initiatives running smoothly across North America. If you’re highly organized, proactive, and thrive in a fast-paced environment where your coordination and judgment truly matter, this is a role where you’ll make real impact.
This is a 2-month contract, potential for extension should business needs and performance align.

Who – The Company: 

Our client, one of Vancouver’s most sought-after companies to work for, with global operations and an impeccable reputation.

What- The Role:

The Retail Operations Team operationalizes the Annual Retail Plan/Retail Operations Calendar to enable stores to drive business growth, guest experience, and operational excellence. They create and maintain the Annual Retail Calendar, providing direct support to Senior Retail Leadership in the operationalization of annual plans, and they plan & execute NA Events + Experiences for Retail Field Leaders.

As a member of the Retail Operations Team, you play a vital role in the success of the Retail Areas. Tasks in this role include (but are not limited to):

• Maintaining annual & quarterly plan for Retail Area, creating operational plans to bring Retail Area strategy to life, connected to Retail Operations Calendar + Objectives.
• Establishing and maintaining a coordinated approach to market travel for Retail Leaders and Support Partners.
• Heavy calendaring: You will be the point of contact for internal & external requests as well as being responsible for organizing travel itineraries, coordinating meetings, and preparing briefing notes and minutes of meetings. Assesses incoming requests to maintain prioritization of essential work for assigned Retail Leader(s).
• Coordination and execution of events, providing on-site support where needed, both for Area and North America Leaders.
• Maintaining professional finances including: all expenses, tracking of finances, paying invoices in a timely manner and keeping all trackers up to date.
• Delegating and following up on action items that fall within realm of responsibility.
• Maintaining an easy-to-use filing system for relevant Area documents and computer files.
• Providing confidential personal support and maintains confidential personal information, as needed.
• Undertakes special assignments and projects as needed.

Who- the Candidate: 

• 3+ years’ experience or equivalent in an administrative and or executive support level capacity with increasing responsibilities.
• Excellent business acumen, attention to detail, and ability to exercise sound judgment and prioritization.
• Able to observe and maintain the utmost confidentiality.
• Ability to work in a fast-paced environment.
• Experience working within retail, event or project management
• Advanced level in Microsoft Outlook, Word, Excel, PowerPoint.
• Inclusion & Diversity: Creates/supports an inclusive environment that values/celebrates differences.
• Integrity/Honesty: Behaves in an honest, fair, and ethical manner.
• Leadership: Is able and desires to lead, influence, and inspire others; motivates, empowers, develops, and directs people as they work.
• Collaboration and Teamwork: Works productively with and supports others to achieve goals; seeks partnerships and diverse perspectives.
• Adaptability/Agility: Tolerates uncertainty and ambiguity and can change priorities in a fast-paced environment.
• Decision Making: Uses logic and reasoning to evaluate alternatives and make effective, timely decisions.
• Strategic Thinking: Sets strategies that are aligned to vision and values of the company to achieve goals/vision/further the mission; considers the 'big picture' implications of decisions.
• Resilience: Remains persistent; recovers quickly from setbacks.

How much:

$35/hr + 4% vacation pay.

Where:

Vancouver, hybrid working model of 4 days onsite in office, and 1 remote.

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!

Office Administrator
Join a dynamic team where youll keep the North Vancouver office running smoothly, managing everything from administrative operations to financial processes. This is a hands-on role perfect for someone organized, proactive, and ready to create a positive, efficient, and supportive work environment.
This is a contract role through August 31, 2026.
 

Who – The Company:

This North Vancouver-based, values-driven organization has a long-standing reputation for technical excellence, service, and innovation.
They partner closely with clients and manufacturers to deliver thoughtful, sustainability-focused solutions across a wide range of industries.

What- The Role:

Responsible for overseeing and managing daily functions of the Service office to ensure smooth operations and efficiency. This role encompasses a wide range of tasks including the general upkeep and stocking of the office environment. handling communications, general administration and document processing, reception, accounts payable, accounts receivable, expenses, and supporting office staff. I also support technicians with inquiries about purchases and other needs. Ultimately, I am responsible for ensuring the smooth functioning of Vancouver office processes and contribute to creating a positive and organized work environment.

Key Responsibilities:
Administrative

• Manage daily office operations and provide administrative support to staff.

• Answer and direct phone calls, greet visitors, and handle incoming and outgoing correspondence.

• Monitor and order office supplies, ensuring that the office is always well-stocked, clean, organized, and safe.

• Remind all staff of deadlines and events to ensure everyone is on schedule and able to attend.

• Ensure culture of positive and productive office environment.

• Develop and support proactive and effective communication between office staff.

• Create and plan internal company events.

• Provide support to other departments as needed.

Financial

• Process accounts payable and accounts receivable for the Vancouver and Kelowna branch, ensuring accurate and timely payments.

• Reconcile vendor accounts and manage expense reports, ensuring deadlines are met.

• Maintain accurate financial records and documentation.

• Enter personal and company expense reports to BC and meet monthly finance deadlines.

Who- the Candidate: 

• Strong organizational skills.

• Proficiency in Office365, Business Central, ExpandIT.

• Ability to manage and prioritize tasks.

• Basic knowledge of accounts payable and receivable processes.

• Excellent verbal and written communication skills.

• Strong interpersonal skills for addressing various inquiries from technicians and staff.

• Ability to meet deadlines and ensure others do as well.

• Helpful and supportive attitude toward office staff and technicians.

• Ability to maintain confidentiality and handle sensitive information.

How much:

$25-30/hr + 4% vacation pay.

Where:

North Vancouver, BC, 5 days’ onsite. Hours are 8am-4:30pm with an hour unpaid lunch.

When & How To Apply: 

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested, please reach out very soon!