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!
Who â 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.
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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.
Downtown Vancouver - Hybrid, British Columbia, Canada
Posted on
October 28, 2025
A fulfilling and rewarding opportunity to support two dynamic executives at a rapidly growing global organization in a fast-evolving and innovative technology sector.
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A fulfilling and rewarding opportunity to support two dynamic executives at a rapidly growing global organization in a fast-evolving and innovative technology sector.
Who:
Our client is an innovative, fast-growing organization with its global headquarters overseas and its North American head office in downtown Vancouver. They operate in a fascinating industry that blends technology, infrastructure, and sustainability, with operations spanning multiple time zones. The team is collaborative, professional, and driven by shared values and a long-term vision for growth.
What- the Role:
This 12–14-month maternity leave contract is an exciting opportunity for an pro active Executive Assistant to make a meaningful impact while supporting two high-performing, values-driven C-suite leaders. You’ll be a trusted partner, ensuring their days run seamlessly while contributing to the success of a global organization with a bright future.
Key responsibilities include:
Calendar Management: Manage and prioritize complex calendars across multiple time zones; coordinate meetings, logistics, and competing demands.
Email & Communication Support: Assist with managing high-volume inboxes, flagging priorities, and independently addressing items where appropriate while maintaining confidentiality.
Meeting & Event Coordination: Organize onsite, offsite, and board meetings, including materials, logistics, and catering.
Travel Arrangements: Coordinate domestic and international travel, including flights, hotels, itineraries, and local logistics.
Expenses & Invoicing: Process and track expenses through Concur (or similar systems) and manage credit card reconciliations.
Special Projects & Events: Support ad hoc initiatives and assist with company or team events as required.
General Administrative Support: Provide additional executive and team assistance as needed.
Who- the Candidate:
You’re a confident, proactive, and highly organized professional who thrives in a fast-paced, global environment. You bring 2+ years of progressive experience supporting senior or C-suite executives and enjoy staying one step ahead of what’s needed.
What You Bring:
Strong interpersonal skills and confidence engaging with senior stakeholders.
Proven experience managing complex calendars across time zones.
Proficiency with MS Office, SharePoint, and SAP Concur (or similar tools).
High level of discretion and professionalism in handling sensitive information.
Excellent communication skills—clear, concise, and attentive.
Strong attention to detail and follow-through.
A collaborative and adaptable mindset.
Ability to prioritize effectively and solve problems proactively.
Flexibility to occasionally adjust hours to support global operations.
Where:
Based out of a corporate office in downtown Vancouver, conveniently accessible by public transit and close to many amenities and shops. Hybrid work model available- 3 days a week in the office and 2 days a week from home. This role requires flexibility to occasionally adjust hours to support global operations and executive needs.
This search is moving extremely quickly! SWIM has been engaged exclusively to do initial interviewing and will be presenting the profiles of shortlisted candidates directly to the hiring team. If you already have a Recruiter at SWIM, please reach out to that person very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thank you!
Administrative Coordinator
Bring your strong admin, asset management, account reconciliation, and invoice management to a hands-on role where your attention to detail and initiative truly matter. If you're proactive, organized, and ready to grow with a fast-moving team, this is your next opportunity.
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Administrative Coordinator
Bring your strong admin, asset management, account reconciliation, and invoice management to a hands-on role where your attention to detail and initiative truly matter. If you're proactive, organized, and ready to grow with a fast-moving team, this is your next opportunity.
Who – The Company:
A reputable Canadian and family-run company in the heavy construction and equipment services industry, offering full project support across Western Canada. You’ll be joining a supportive company that values great work, offering long term stability and room for growth.
What- The Role:
Our client is seeking a detail-oriented and proactive Administrative Coordinator to join their team. This role is essential in ensuring smooth financial and administrative operations, with a primary focus on asset management, account reconciliation, and invoice management. The ideal candidate is organized, reliable, and skilled in QuickBooks, with a strong understanding of administrative best practices.
Manage and maintain company asset records and documentation.
Reconcile bank accounts on a regular basis to ensure accuracy.
Process and schedule bill payments in a timely manner.
Track and follow up on outstanding invoices.
Prepare and distribute invoices through QuickBooks.
Support payroll processing through QuickBooks.
Provide general administrative support as needed to ensure efficient office operations.
Who- the Candidate:
Minimum of 2 years of administrative experience.
Proficiency in QuickBooks (invoicing and payroll required).
Strong attention to detail and organizational skills.
Ability to manage multiple priorities and meet deadlines.
Excellent communication and follow-up skills.
Proficiency with Microsoft Office Suite (Excel, Word, Outlook) preferred.
How much:
Competitive salary range of $50,000 – $60,000 annually.
Comprehensive benefits package.
Supportive environment with opportunities for growth.
Where:
Hybrid, combination of onsite + remote, Fraser Valley.
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!
Senior Executive Assistant and trusted advisor to a CEO. Play a key role in a growing company with a strong reputation and bright future.
Make a meaningful impact to the business while supporting kind, intelligent, and values-driven leaders.
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Senior Executive Assistant and trusted advisor to a CEO. Play a key role in a growing company with a strong reputation and bright future.
Make a meaningful impact to the business while supporting kind, intelligent, and values-driven leaders.
Who- the Company:
Our client is a growth-focused company headquartered in downtown Vancouver. This mid-size organization is steadily expanding and maintaining a long-standing reputation for doing things the right way — strategically, ethically, and with a focus on long-term success. The Vancouver head office is home to around 40 corporate staff, with operations that span Canada and the U.S. The culture is down-to-earth, friendly, and professional, with little room for big egos or high drama.
What- the Role:
This is a unique opportunity for a seasoned Executive Assistant to directly support an intelligent, busy yet self-sufficient, and respectful CEO, while also supporting two other senior leaders (in HR and in Corporate Affairs). The role includes classic EA responsibilities (calendar management, travel coordination, Board of Directors relations, preparing meeting materials and finalizing presentations, etc), as well as optional opportunities to get involved in HR projects, process improvement initiatives, and corporate office operations.
The incoming EA will act as a key liaison with the Board of Directors and will be trusted to plan and coordinate executive meetings and events such as Board meetings, executive retreats, social events, holiday parties, etc.
The Senior EA will manage information flow and bring clarity and order to digital systems (using MS Office, SharePoint, etc.). There's room to grow for a strong performer and the Senior Executive Assistant can shape their role to include increased responsibilities over the years.
Who- the Candidate:
We are seeking a well-rounded Executive Assistant with at least 10 years of relevant work experience and 4+ years’ experience directly supporting C-suite Executives (ideally CEOs, CFOs, CHROs, and/or CLOs) within complex, corporate environments. Candidates will be highly proficient with MS Office (Teams, Outlook, Word, Excel, PowerPoint) and SharePoint and will be computer/systems savvy.
Candidates must be strong in all classic EA areas- travel coordination (using a trusted 3rd party travel agency as needed), calendar management, preparing documents and materials for meetings and presentations, and Board relations.
SWIM is looking out for EAs who are known for exceptional judgment, a proactive approach, high level of integrity, a thoughtful and polished communication style, and plenty of self-motivation. The successful candidate for this role will have a calm, steady, and engaging presence, with the natural discretion to make them a trusted go-to for the corporate leaders.
The new EA will be someone who thrives in a full-time in-office role and who appreciates building strong relationships face-to-face. On behalf of our client, Swim Recruiting is searching for an EA who brings kindness, creativity, and emotional intelligence to their work. We know, and our client knows, how a truly great EA can elevate a leadership team and add lasting value across an organization.
Bonus Points…
Experience directly supporting an impressive and high-profile Board of Directors, including planning local and out-of-town Board Meetings
Experience working in a mid-size publicly-listed company
Experience working in the corporate office of a company that has employees and operations in other Canadian provinces or countries
Interest, education, and/or career background in HR, finance, legal, or corporate affairs is an asset, but not required.
A track record for cleaning up systems and improving digital processes and filing (e.g. SharePoint)
Experience sitting on Employee Committees (for example, Social, Health & Safety, Employee Engagement, etc.)
Skilled in corporate event planning
How Much:
The salary for this role is commensurate with EA experience and skills, and will range from $80,000 to $93,000, with a sweet spot of $87,000 to $90,000. Additionally, the EA will be eligible for:
Annual performance bonus
RRSP match
Excellent extended benefits (health, dental, vision), with the option to customize based on employee’s personal & family needs
Paid vacation program
Monthly allowance for downtown parking or transit (taxable benefit)
Relevant professional development support- this company is very supportive of ongoing education and self-improvement!
Where:
Based in the heart of downtown Vancouver office in a beautiful building. Very close to rapid transit and very bus lines. This is a full-time, in-office role (Monday to Friday). There is a monthly transportation allowance provided, to help cover either transit or driving/parking. This company doesn’t have a hybrid-work program, but there is some flexibility when needed for important personal appointments, family health reasons, etc.
Note on Relocation:
Swim Recruiting will be mainly interviewing candidates who already live in Greater Vancouver but will also consider excellent EA candidates who live elsewhere in Canada and are very serious about making a move to Vancouver (within less than a month). If you are applying from outside-of-Vancouver, please make your relocation intentions clear on your resume or in a short cover letter.
When & How to Apply:
Swim Recruiting will be conducting initial screening, interviewing, and shortlisting on behalf of our client. Once shortlisted, qualified candidates will be presented directly to the hiring team for consideration and there will be a ~3 step interview process. 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 (cover letter is optional). Thank you!
