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!
Excellent Opportunity for a Senior Executive Assistant in a High-Growth Industry
Are you a proactive, detail-oriented Executive Assistant looking for an exciting challenge in a well-established yet fast-evolving organization? This is a rare opportunity to support senior leadership in a dynamic, high-impact role within a thriving global company.
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Excellent Opportunity for a Senior Executive Assistant in a High-Growth Industry
Are you a proactive, detail-oriented Executive Assistant looking for an exciting challenge in a well-established yet fast-evolving organization? This is a rare opportunity to support senior leadership in a dynamic, high-impact role within a thriving global company.
Who - the Company
Our client is a highly successful, rapidly growing company headquartered in Metro Vancouver, with operations across North America and internationally. The organization operates in a specialized and high-growth sector, known for innovation, collaboration, and a forward-thinking leadership team. Their work environment is fast-paced and engaging, offering excellent career progression opportunities for top-tier professionals.
What - the Role
This is a well-rounded Senior Executive Assistant role, providing strategic support to key senior leaders in a complex and fast-moving environment. The EA will act as a trusted right-hand partner, ensuring seamless executive operations and maximizing leadership efficiency. Key Responsibilities:
Communication & Correspondence: Manage high-level email communications, draft responses, and liaise with internal and external stakeholders.
Travel & Event Coordination: Plan and execute detailed travel itineraries, logistics, and high-profile events.
Document & Presentation Preparation: Support the creation of executive-level materials, reports, and presentations.
Process Optimization: Identify operational inefficiencies, implement solutions, and improve administrative workflows.
Leadership Support: Act as an informal mentor to junior administrative staff and contribute to a culture of collaboration.
Who - the Candidate
The ideal candidate is a highly organized, tech-savvy, and adaptable Senior Executive Assistant with a track record of supporting C-suite or senior leadership in a complex, fast-paced environment. Qualifications & Experience:
8+ years of executive support experience is preferred, but flexibility exists for candidates with strong job stability and proven impact in their roles.
Experience in a structured, high-growth company is essential.
Preferred industry backgrounds: Tech, fintech, SaaS, e-commerce, or management consulting. However, candidates from other fast-paced, scaling industries will be considered.
Must have worked in a company that has significantly grown and been part of a larger EA team (not a sole EA supporting an entire company).
Strong ability to anticipate needs, prioritize competing demands, and maintain discretion with confidential matters.
How Much
Competitive compensation in the range of $90,000 – $110,000 CAD + Equity, depending on experience and qualifications. The total compensation package includes:
Comprehensive health & dental benefits.
RRSP match.
Unlimited PTO (minimum 20 business days required).
Flexible work arrangements.
Where
Metro Vancouver, BC. Hybrid schedule requiring a minimum of two days in-office per week for candidates within an 80km radius. Occasional early morning or evening meetings may be required to accommodate different time zones.
When & How to Apply
This search is moving quickly! If you are interested, please apply as soon as possible. If you already have a Recruiter at SWIM, reach out to them directly. If not, click "APPLY" to send us your resume.
SWIM Recruiting is discreet and ensures the confidentiality of candidates currently employed and seeking new opportunities. We look forward to connecting with top-tier Executive Assistants ready for their next exciting challenge!
Our client is a privately held family office established in 2010. The firm combines financial, human, and impact capital to support high-growth companies in Western Canada. The organization also manages a diverse portfolio of businesses across several sectors including a venture fund, national laboratory network, and a manufacturing company.
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Who- the Company:
Our client is a privately held family office established in 2010. The firm combines financial, human, and impact capital to support high-growth companies in Western Canada. The organization also manages a diverse portfolio of businesses across several sectors including a venture fund, national laboratory network, and a manufacturing company.
What- the Role:
Our client is seeking a highly organized and strategic Executive Operations Partner to directly support the founder and oversee the administration, operations, and strategic execution of his businesses. Acting as the Founder’s right hand, this individual will streamline his day-to-day activities, anticipate needs, and ensure seamless execution across all priorities. This role goes beyond that of a traditional Executive Assistant; it is a true strategic partnership. Key responsibilities are listed below:
Manage and optimize calendars, meetings, and communications.
Maintain organized and efficient systems and documentation.
Track renewals, deadlines, and projects to ensure timely execution.
Collaborate daily with internal and external stakeholders.
Anticipate needs and take proactive initiative.
Lead small projects or initiatives endto-end, managing all communication and coordination.
Thrive in a fastpaced, dynamic environment while delivering exceptional quality work and attention to detail.
What- the Systems:
Daily use of Excel, Word, PowerPoint, Adobe, SharePoint, Canva, and MS Dynamics 365. This person will be encouraged to research and utilize other AI tools for business needs and efficiency.
Who- the Candidate:
This is a highly dynamic senior-level Administrative and Operations role. The ideal candidate will bring a minimum of ~4 years of experience in similar positions, preferably within entrepreneurial or founder-led organizations.
We are seeking a proactive, decisive, and exceptionally organized professional. Someone who thrives in fast-paced environments, demonstrates sound judgment, and manages multiple priorities with ease. The right candidate will be confident, resourceful and dependable, with a proven ability to drive results independently while maintaining a collaborative approach.
Exceptional communication skills (verbal, non-verbal, and written) are essential. Integrity, professionalism, and a strong sense of ownership are core to success in this role. Advanced technical proficiency is required, and a forward-thinking approach to leveraging AI and technology in daily operations is highly valued.
Where:
This is a hybrid role, offering flexibility in location and schedule. The successful candidate can choose to work from any of the three businesses (in and around the Vancouver area) on a daily basis and can work from home 1 to 2 times a week.
How Much:
Base salary is commensurate with relevant skills and experience, likely in the range of $90,000 to $100,000, perhaps with bit of wiggle room beyond that for someone who has robust and very relevant experience. Additionally, the candidate will receive health & dental benefits, and paid vacation. Please discuss your base salary and total compensation expectations in more detail with SWIM.
When & How to Apply:
SWIM has been engaged as the exclusive recruitment partner on this search and will be presenting the resumes and profiles of shortlisted candidates directly to the hiring team for review.
Office Services Administrator (part-time - 24 hours/week)
Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be a great fit.
This is a one-year contract. Flexible schedule of 3 days/week at 8 hours/day (not Fridays) or 5 days/week at 4.5-5 hours/day. Once hired, the schedule will remain fixed.
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Office Services Administrator (part-time - 24 hours/week)
Be the welcoming face of this amazing organization! If you thrive on creating exceptional experiences and keeping operations running smoothly, this role could be a great fit.
This is a one-year contract. Flexible schedule of 3 days/week at 8 hours/day (not Fridays) or 5 days/week at 4.5-5 hours/day. Once hired, the schedule will remain fixed.
Who – The Company:
A Vancouver based apparel brand with global operations and an impeccable reputation.
What- The Role:
This is a part-time Office Services Administrator role based in Toronto – it’s a small office space located above one of our client’s retail stores. The office is used by a few regular employees throughout the week and acts as a drop-in space for traveling employees.
The role requires someone who is proactive with strong customer service skills who can take initiative without constant and who can balance support for onsite employees and visitors with remote assistance for other locations.
Provide onsite support for all office users, including visitors, new hires, and traveling employees.
Manage security access cards for employees, vendors and guest, ensuring proper access control and security measures.
Handle office services requests, booking resources, order office supplies, track needs and general office feedback.
Manage stock and organization of all office supplies, ensuring timely replenishment and proper inventory levels.
Resolve issues quickly, such as meeting room conflicts, minor repairs, or other operational challenges.
Keep documentation updated, including edits to the office manual and records of supplies or maintenance.
Communicate clearly and follow up with colleagues to ensure tasks are completed.
Demonstrate entrepreneurial thinking: take initiative, be aware of the space, and problem-solve as things arise.
Provide remote support to two additional offices in the US, assisting with supply orders and supporting onsite teams as needed.
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.
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.
Strong experience with Microsoft Office Suite programs.
How much:
$23-25/hr commensurate with experience + 4% vacation pay.
Where:
Toronto.
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.
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.
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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!
