Senior Administrative Assistant & Personal Assistant (PA)

Administration & Executive Assistance
Downtown Vancouver, British Columbia, Canada
Posted on February 15, 2023

This is a fantastic opportunity to join a reputable and successful family office and to directly support a well-experienced Executive Assistant of a high-profile, busy, and entrepreneurial couple with a variety of administrative and personal assistance responsibilities. The Recruiters at SWIM are very excited to be working on this important search!

Who- the Company:
A reputable and successful company that was established over 30 years ago. The organization has an impressive leadership team, solid reputation, and interesting history, with business interests and major investments in a variety of areas, including real estate. 

What- the Role: 

Senior Administrative Assistant & PA to the EA of the Company Founder and his partner. This couple is very busy in terms of their business lives, philanthropic pursuits, travel schedules, and social calendars.

This is a very diverse role that will evolve with time with increasing responsibilities in calendar management, travel coordination, overseeing event planning and RSVPs, running routine and ad hoc personal errands, taking care of confidential and urgent correspondence, expense and credit card reconciliation, etc.

Responsibilities will include but are not limited to:

  • Managing various bank accounts, checking balances, cash flow management, verifying bills and invoices, paying bills, and preparing expense reports.

  • Domestic and international travel coordination and booking, including flights, accommodations, transportation, meeting locations, and scheduling travel itineraries.

  • Reconciling a high volume of credit card and bank statements on a weekly basis.

  • Calendar management, including scheduling meetings, tracking invites, booking personal appointments, and responding to RSVPs. 

  • Household operations including renovation or other repair projects, utility payments, car & house insurance.

  • Occasional corporate office administration back up.

  • Management of personal filing system.  

Who- the Candidate:
We are seeking a highly organized and reliable administrative professional who ideally has some experience supporting a busy senior executive, entrepreneur, and/or high net-worth individual.

  • 4+ years relevant and progressive administrative experience.

  • A high level of integrity is essential, as is the natural ability to keep matters confidential and private.

  • Previous experience supporting a company founder and/or high-profile business entrepreneur is a major asset.   

  • Numerically savvy and detail-oriented. Past experience with personal bookkeeping and banking is a major asset.

  • Computer literate, with strong skills in the Microsoft Office suite.

  • Experience coordinating complex multi-national travel, in conjunction with a travel agency is a major asset.

  • Polished and professional business communication skills are key.

  • Driver’s license preferred, as the PEA will be occasionally driving between downtown Vancouver and nearby locations within the city.

Based Monday to Friday with regular work hours out of the company’s headquarters is in the heart of downtown Vancouver’s financial district. Close to a SkyTrain station and tons of amenities. Occasional travel to other locations within Vancouver.

How Much:
Very competitive and generous total compensation! Please discuss further with Swim.

  • Health & dental benefits

  • 3 weeks paid time off

When & How to Apply:
Swim Recruiting has been engaged exclusively on this unique and exciting 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' and send us your resume.