Administrative Assistant opportunity

Administration & Executive Assistance
Vancouver, British Columbia, Canada
Posted on November 8, 2022

Exciting Administrative Assistant opportunity with a tight knit recognized architecture design firm!

Who- the Company:  

Our client is a Vancouver-based architecture studio practice focused on modern design, interiors and landscapes. From inception in 2007, they have delivered exceptional public and private environments that are stimulating to occupy and fundamental to their surroundings. As a full-service firm, they are present on projects from start to finish, ensuring that the ideas conceived in the beginning with clients are manifest at the end. They achieve this through close collaboration with all members of the project team, including consultants, contractors, trades and artisans.
This company offers a tight knit culture of 20 staff, that takes pride in getting to know one another both personally and professionally. They are continuing to grow with 4 of those hires just made last year. They take pride in having an inclusive culture that connects with one another and does social events periodically outside of work to stay connected. They have also won various awards for their work being recognized year after year. 

What- the Role: 

Our client is seeking an Administrative Assistant position is a key position for the company supporting in all aspects of the business. For the majority this role will be supporting the 2 Principals of the organization but will also be supporting the general office, making sure that everything runs smoothly from clients calling in to book consults and begin projects to liaising with vendors, managing calendars, meetings and day to day. 

What- the Responsibilities:

  • Liaising with clients and potential clients as required.
  • Managing Principal’s calendars.
  • Acting as a gatekeeping for calls, booking meetings and appointments appropriately with clients and vendors. 
  • Coordinating internal administrative meetings and office updates.
  • Recording Principle’s hours in time tracking software.
  • Ordering supplies.
  • Overseeing office subscriptions (software, periodicals, etc.).
  • Liaising with Materials Librarian and other service providers.

Who- the Candidate: 

With a minimum of 3 years relevant experience, we are looking for someone attentive and organized, with strong verbal and written communication skills that can thrive in a creative, dynamic, demanding environment. We want someone that adds to this inclusive culture, keeps the lines of communication open and is proactive in their approach ensuring that the everyone is supported and productive in their roles. 
This is a critical role to enable the design team to stay focused on project work.  The successful candidate will be someone with experiences in a demanding team environment who is sharp, dedicated, able to manage a number of concurrent tasks.  
Knowledge of MS Excel is required as well as experience managing teams or projects.


The company’s corporate headquarters are in the heart of downtown Vancouver. Ideal is for full-time presence in the office and someone who thrives on in-person collaboration but there may be some flexibility for the right candidate.  

How Much: 

Competitive compensation with great benefits, vacation, professional development allowance and more.

When & How to Apply: 

Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team for review. This search is moving very quickly, so please let us know soon if you are keen to hear more. 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!