Find Admin & Executive Assistant Jobs In Vancouver

Swim Recruiting is seeking an Administrative Assistant for a well-established, stable, and reputable real estate developer based in Vancouver. This company has a fantastic tight-knit culture- very friendly people, great place to work!

Who- the Company:

Our client is a small and successful organization that has been building high quality homes in the Lower Mainland for several decades. They have several major projects under development in Vancouver and have sold out high-profile residential projects around Greater Vancouver. The company has a tight-knit, friendly, and collaborative work culture and they are seeking a self-motivated, resourceful, and organized Administrative Assistant to add to their team’s success.
 

Why:

This is an opportunity to work with a dynamic real estate company as well as a busy wealth management company, apply your education, and be involved in the day-to-day administrative operations of 2 entrepreneurial companies. The new Administrative Assistant can really make this job their own and provide great value to the leadership team while also benefiting from their mentorship and business experience. SWIM has placed 8 people with this company over the years, always with very positive feedback on the culture, the people, and the work environment!
 

Where:

Located in a great location in Vancouver, close to Granville Island. Employee parking available if needed, plus it’s easily accessible by bus or bike. This company has a beautiful work environment that feels more like an elegant home than a typical office.
 

What- the Role:

The new Administrative Assistant will sit at the front reception desk and there will be traditional reception duties such as taking phone calls and greeting visitors, but the role is much more than that! Additionally, the Administrative Assistant will support the busy wealth management firm with scheduling meetings, greeting clients, preparing business documents, etc.

Here a few areas that the Administrative Assistant will have opportunity to help in:
 

• Calendar management, including scheduling and booking meetings (off-site and on-site);
• Greeting and coordinating couriers;
• Maintaining, editing, and adding to various company reports, spreadsheets, and documents;
• Organizing special events, including selecting venues, renting supplies, liaising with catering, etc.;
• Supporting the accounting teams with accounts payable and accounts receivable invoicing
• Conducting basic reconciliations for credit cards and bank accounts
• Supporting the teams with clerical accounting tasks as needed, ensuring accuracy and efficiency
• Preparing materials and logistics for public open houses and public hearings;
• Ad hoc Executive Assistant type support, such as business travel coordination;
• Managing and ordering office supplies and trouble-shooting any office-related issues which may come up;
• And any other areas that the Administrative Assistant may identify as needing support or resources! This is a great role for someone who is self-motivated with a can-do approach and diverse administrative skills.

Who- the Candidate:

We are looking for up & coming administrative professionals who are bright, hard-working, professional, confident, and highly organized. This is a wonderful opportunity for someone who really wants to kick-start their career with 2 reputable Vancouver-based companies in interesting, client-facing sectors.

• 1 year of relevant administrative work experience.
• Post-secondary education is highly preferred;
• Strong computer skills are required, particularly proficiency using Microsoft Outlook, Word, and Excel. Past experience using accounting software would be an asset.
• Excellent communication skills (written & verbal), as well as a pleasant and professional customer service demeanor;
• Experience supporting an accounting team with tasks such as accounts payable and accounts receivable invoicing and reconciliations.
• Experience in and/or passion for real estate development and design is an asset;
• Strong work ethic and sense of responsibility and confidentiality;
• Ability to prioritize work and manage multiple tasks, with competing priorities and deadlines;
• Strong interpersonal skills and the ability to contribute effectively within a close-knit team environment.

How Much:

Base salary commensurate with depth and breadth of relevant experience and education- up to $50,000. Additionally, candidates will receive paid vacation and health benefits.  Please discuss your total compensation expectations in more detail with SWIM. 
 

When & How to Apply:

This search is moving VERY quickly, so please do not delay in applying if you are interested! You can reach out to your Recruiter at SWIM or, if you do not yet have a contact at Swim Recruiting, please hit “APPLY” to send us your most up-to-date resume. Thanks!

Executive Assistant
This is a unique opportunity to work closely with senior leadership and have a meaningful impact on how the organization operates day to day. If you’re a trusted, detail-driven Executive Assistant who thrives on ownership, discretion, and variety, this role offers both challenge and visibility.
The EA will report directly to the CEO as well as support the COO and CFO.
This is a permanent opportunity.

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:

The Executive Assistant provides high-level administrative, operational, and coordination support to the CEO and, as needed, the Leadership Team. This role acts as a central point of contact across executive functions, helping to manage priorities, streamline workflows, and support the successful delivery of individual and cross-functional initiatives. The ideal candidate is highly organized, proactive, discreet, and comfortable working in a fast-paced, collaborative environment.

• Provide comprehensive support to the CEO, including calendar management, inbox coordination, prioritization of requests, and preparation of executive materials.

• Support members of the Leadership Team as needed by coordinating schedules, meetings, and leadership initiatives.

• Plan, organize, and support executive and leadership meetings, including preparing agendas and materials, taking minutes when required, tracking action items, and following up to ensure completion.

• Draft, edit, and distribute executive and company-wide communications on behalf of leadership.

• Track timelines, deliverables, and dependencies for projects involving the CEO and Leadership Team, maintaining regular communication with stakeholders to support execution.

• Identify scheduling conflicts, risks, or bottlenecks and proactively recommend solutions.

• Manage travel arrangements, logistics, and itineraries for the CEO, as well as coordination for leadership meetings, offsites, and company-wide events.

• Review and reconcile corporate credit card expenses and maintain organized records related to executive activities and approvals.

• Coordinate with external vendors and consultants, managing schedules, deliverables, and communications.

• Maintain accurate and well-organized systems, files, and executive contact information.

Who- the Candidate: 

• Minimum 4–5 years of previous Executive Assistant experience, supporting senior or executive-level leaders.

• Strong organizational skills with the ability to manage multiple priorities and shifting deadlines.

• Excellent written and verbal communication skills.

• High level of discretion, sound judgment, and attention to detail.

• Proactive, reliable, and able to work independently while partnering effectively across teams.

• Proficiency in the MS Office Suite (Outlook, Word, Excel, PowerPoint), with strong comfort managing calendars, documents, and data.

How much:

$80,000-$110,000 + extended health.

Where:

North Vancouver, BC, 5 days’ onsite.

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!

Who - the Company:
Our client is a well-established, purpose-driven professional services firm headquartered in Victoria, BC. They are known for delivering high-quality work across a wide range of projects with a strong emphasis on community impact and sustainability. With a collaborative, values-led culture, they combine technical excellence with a commitment to innovation and service. The organization offers a supportive and inclusive environment, and the team takes pride in their mission, their people, and the communities they serve.

What – the Role:
Our client is seeking a seasoned Office Manager/Administrator to join their Victoria office. This is a critical and broad-based position ideal for an experienced administrative and/or accounting professional who enjoys being at the center of day-to-day operations and thrives in a structured, fast-paced environment.
The role spans executive and operational support across finance, HR, business development, project coordination, and office management. The successful candidate will be responsible for preparing financial and management reports, overseeing accounts receivable, invoicing, coordinating proposal submissions, supporting onboarding and HR compliance, facilitating meetings, and managing internal systems and junior staff. The position carries high responsibility and will involve supporting financial functions at a leadership level—HR, accounting or FP&A experience is a key asset.
This is a full-time, on-site position with a unique 4-day work week and 3-day weekends.

Who – the Candidate:
We are seeking a highly experienced administrative professional with 10–20 years of experience in sectors such as engineering, architecture, or professional consulting. You are detail-oriented, proactive, and thrive in a structured environment where you can take ownership and keep operations running smoothly.
You bring exceptional communication skills, are highly proficient in MS Office Suite especially Excel (for trend analysis and reporting) PowerPoint, and Quickbooks—and are comfortable coordinating executive meetings, producing detailed minutes, streamlining workflows, and preparing reports for leadership. You have supported senior leadership and are adaptable in environments where wearing multiple hats is the norm.
This role may suit someone currently based in Vancouver who is looking to relocate or transition to the Island lifestyle, or someone already living locally in or near Victoria.

Where:
Victoria, BC. This is an on-site position based at the firm’s corporate office. The team works in a professional yet welcoming office environment. The schedule includes a 4-day work week (Monday–Thursday or Tuesday–Friday, 8:00 AM–5:30 PM), with consistent 3-day weekends.

How Much:
The organization is offering a competitive salary in the range of $80,000 to $100,000, depending on experience and qualifications. The total compensation package includes:

• RRSP matching contributions (via DPSP).
• Comprehensive health and dental benefits.
• Annual fitness stipend.
• Twice-weekly in-house yoga.
• Annual performance bonus.

When & How to Apply:
This is a rare opportunity to step into a high-impact role at a values-driven organization making a real difference in communities across BC. Swim Recruiting is leading this search and presenting top candidates directly to the leadership team. If you or someone in your network could be a great fit, please reach out promptly to express interest or apply.