Find Admin & Executive Assistant Jobs In Vancouver

The Office Coordinator will work full-time Mon-Fri at a beautiful corporate headquarters in Vancouver. Working for a very successful, stable, and well-established global company in a unique and exciting industry. Fun, fast-paced, and dynamic corporate culture.

Who- the Company:

Our client has a long history of creating successful products that are sold globally. They have values that promote teamwork, trust, and sincerity. The company has approximately 1000 employees and is continuing to grow. Multiple entities, operations in many countries, very complex and interesting business.

What- the Role:

Our client is looking for an Office Coordinator who will be responsible for office coordination and front desk support. This role involves:

• Front Office- warmly greeting visitors (and employees) to the HQ and getting them settled in for meetings.  
• Shipping and Receiving- sending out and greeting couriers at the HQ; making sure deliveries in and out are timely and accurate
• Office Maintenance – keeping the office (including kitchens) clean, organized, and fully functioning
• Office Inventory – reviewing existing stock and ensuring supply upkeep (for kitchens, offices, etc.)
• Employee Engagement- contributing to employee engagement initiatives and office social events

Who- the Candidate:

We are looking for a team player who enjoys taking on a variety of administrative tasks depending on company needs. Qualified candidates will have at least 2 years of work experience within front desk/reception and office coordination /administration.  Post-secondary education is preferred.
We are seeking people who are very organized and accurate, with strong interpersonal skills and a high attention to detail. Excellent communication skills and relationship building abilities are important in this role- we’re looking for an Office Administrator who is upbeat, friendly, and warm. We are looking for people who are self-motivated and proactive, and who will seek work out rather than sit back and wait for the work to come to them.

How Much:

Base salary commensurate with experience, skills, and education depending on relevant skills and work experience- likely in the range of $48,000 to $60,000 (with the top end reserved for candidates with many years of relevant experience), plus a small performance-based bonus, paid time off, health benefits, and other perks. Please discuss your total compensation expectations with SWIM.  

Where:

Based in the company’s beautiful Vancouver head office- accessible by car, bike lanes, walking trails, bus, and SkyTrain. Full-time Monday-Friday in office, 8am to 5pm, with 1 hour lunch.

When & How to Apply:

This search is moving quickly and interviews start right away! 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 (preferably in Word format as it works best with our internal systems). SWIM is presenting candidates directly to the hiring team. Thank you for reading!

Project Coordinator, Corporate Risk

Amazing opportunity for a Project Coordinator, Corporate Risk, where you'll play a crucial role in supporting corporate security operations and ensuring the smooth management of security programs. This is an exciting opportunity to handle diverse administrative tasks, from creating detailed reports to coordinating key security projects and initiatives.
This is a 1-year contract to start with chance for extension or permanent opportunity down the line if performance and business opportunities align.
 

Who – The Company:

Exciting opportunity to join a fast-growing international Vancouver based company and one of Vancouver’s finest! Our client is a people-centric organization and known for their collaborative team culture.

What- The Role:

The Project Coordinator, Corporate Risk is responsible for supporting and maintaining the security operations of our client by managing a large volume of administrative tasks, including the creation and maintenance of Standard Operating Procedures (SOPs), project plans, PowerPoint presentations, and statistical reports. This role will play a key part in organizing and implementing security programs, ensuring compliance with security policies, and providing administrative support for ongoing projects.
Administrative Support:

• • Manage and organize a high volume of documents, including Standard Operating Procedures (SOPs), project plans, reports, presentations, and other security-related documentation.
  • Prepare detailed reports, presentations, and dashboards using PowerPoint, Excel, and other tools, showcasing project status, key metrics, and security performance.
  • Maintain accurate records of security incidents, investigations, and compliance reports.
  • Assist in compiling data and producing statistical reports for leadership on security initiatives, vendor performance, and incident trends.

Security Program Coordination:

• • Provide administrative support for the implementation of corporate security strategies, including monitoring systems, vendor services, and physical security measures.
  • Coordinate and schedule meetings, training sessions, and emergency response drills.
  • Ensure the smooth operation of security systems by liaising with internal teams and external vendors.
  • Support the corporate physical security program, ensuring proper documentation and tracking of key assets.

Training & Compliance:

• • Assist in the development and management of security and safety training programs.
  • Update and maintain training records, ensuring compliance with corporate policies and industry regulations.
  • Organize and distribute training materials and awareness content to employees across the global network.

Project Management Support:

• • Assist in the creation and updating of project plans for ongoing security initiatives, tracking timelines, deliverables, and responsibilities.
  • Provide administrative oversight for multiple projects, ensuring all documents and plans are maintained and accessible for team members.
  • Compile and document feedback from stakeholders and vendors to optimize project workflows.

Vendor & Contract Management:

• • Manage communications with security vendors, ensuring proper documentation of contracts, performance metrics, and invoices.
  • Support the onboarding of new security service providers by coordinating necessary paperwork and scheduling meetings.
  • Track and report on vendor performance, highlighting areas for improvement and ensuring adherence to service level agreements.

Incident Support & Reporting:

• • Assist in gathering and documenting information related to security incidents, creating comprehensive reports to guide investigations.
  • Maintain logs of incidents and responses, ensuring all information is organized and ready for review by management

Who – The Candidate:

• Proven experience in an administrative or support role, ideally within corporate security, workplace safety, or a related field.
• OFA 2 or higher
• Bachelor's degree or post-secondary education in a relevant field (Security Management, Criminal Justice, etc.).
• Certified Protection Professional (CPP) or equivalent certification is highly desirable.
• Proficiency with Microsoft Office Suite, particularly Excel, PowerPoint, and Word.
• Strong organizational skills with the ability to manage and prioritize multiple tasks and projects.
• Attention to detail and accuracy in handling reports, documents, and data.
• Excellent communication skills, both written and verbal, with the ability to present complex information clearly and concisely.
• Ability to work in a fast-paced environment and maintain confidentiality when handling sensitive information.
• Familiarity with security technologies and procedures is a plus
• In-depth knowledge of security best practices, risk management, and emergency response.
• Fluency in written and spoken English; other languages an advantage

Please note, our client is flexible with some of the above certifications

How much:

$36-41/hr commensurate with experience + 4% vacation pay.

Where:

Vancouver, given the nature of the role, this is an onsite position with some flexibility.

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.

Unique Executive Assistant opportunity to support a busy COO. Permanent part time of 4 days per week, hybrid.
 

Who - the Company:

Our client is a reputable regulatory body. The organization monitors the membership, develops standards, administers programs, investigates complaints to ensure ethnical and quality standards and policies are being complied with, acting solely in the public interest.
 

What - the Role:

Reporting to and supporting the COO and Director of IT, the Executive Assistant will provide a wide range of administrative duties. Responsibilities will include but not be limited to being the point of contact for the COO, responding to general inquiries from staff and members of the public, calendar management, coordination of schedules, meetings and travel, events and conferences, manages expenses, prepares meeting material, maintains office records, composes correspondence, provides committee support by ways of booking meeting rooms, preparing meeting agendas, arranges meeting logistics and other ad-hoc administrative requests as per the team.
SWIM is happy to provide a detailed job description to interested candidates.
 

Who - the Candidate:

You have 4+ years of relevant Executive Assistant experience, paralegal training is preferred and a background in health care or familiarity with medical language is an asset. Familiarity with financial terminology is considered an asset. Meeting minute taking, writing, editing and proofreading correspondence all required.
This role requires a mature and professional attitude, a passion to solve problems, a confident and excellent communicator, excellent time management and project management skills. The incumbent must also have the ability to build and maintain strong relationships, be comfortable with changing priorities, manage multiple tasks and meet deadlines under pressure. Strong knowledge of MS Word, Excel, Outlook and PowerPoint required.
 

Where:

Downtown Vancouver. This is hybrid role with a blend of in office and remote work. Transit friendly location with an excellent company culture and environment.
 

How Much:

Salary in the range of $46,000 – $60,000 dependent on experience, and based on part time, four days per week. The total compensation package includes excellent benefits including participation in a Public Service Pension Plan (including employer contributions), access to a hotel fitness centre and pool, transit subsidies or parking, professional development support, a hybrid working schedule, vacation, and other generous rewards.
 

When & How to Apply:

This search is moving extremely quickly! 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.

Senior Administrative Assistant

Great opportunity for a well-rounded senior administrative professional who enjoys diverse administrative responsibilities. This is an exciting Senior Administrative opportunity with an organization doing very exciting and cutting-edge health research. This is an employer you can feel VERY proud to work for, and where you will know are truly contributing to something vitally important. Role involves all classic admin tasks, as well as some responsibilities within other depts.

Who- the Companies:

This not-for-profit organization is incredibly reputable and is known for funding world-class health research. The company is receiving several hundreds of millions of dollars in funding in the next 5+ years and is a very stable and well-resourced group. There will be lots of exciting growth and change at this company in the near-term future, including hiring of many new employees.

What- the Role:

Our client is seeking a new Senior Administrative Assistant to provide administrative support to the Canada-wide team administering the various initiatives important projects. As a key member of the Network team, you are motivated by the challenge of supporting a small but fast-growing national Network and helping to shape the effectiveness of its operation. They require someone proactive and detail-oriented, reporting to the Office & Human Resources Manager, the successful candidate will manage a variety of administrative and operational tasks, ensuring the smooth operation of the office and supporting various internal initiatives.
Key responsibilities and accountabilities will include:

• Ensure the overall smooth operation of the office with respect to administration.

• Schedule, organize internal and external meetings, both in-person and virtual for our committees, councils, working groups, evaluations,  and other Network meetings across Canada.
• Prepare and maintain contact lists, agenda packages and meeting minutes.
• Manage travel booking for staff and meeting attendees as required.
• Assist with developing, drafting, editing, and formatting various documents, e.g. letters, reports, spreadsheets, presentations, etc.
• Maintain an electronic document management system on a shared file system.
• Act as first contact to incoming correspondence, while prioritizing, actioning, and assisting where possible.
• Submit and reconcile expense reports.
• Event planning
• Other administrative duties as required.

Please find a detailed job description attached.

Who- the Candidate:

We are seeking well-rounded administrative professionals who have an upbeat and “can do” positive and adaptable attitude. Our client is in a very exciting period of growth, we’re looking for strong Senior Administrative professionals who enjoy wearing many hats and who welcome change.  Candidates should have strong computer skills, particularly in Microsoft Office, and proven experience in coordinating meetings, travel, and document preparation. Note that candidates must be vaccinated against COVID-19.

Where:

This organization is headquartered close to Vancouver General Hospital. The Administrative Assistant will work from the office ~2-3 days a week (please discuss hybrid schedule options with SWIM).

How Much:

Base salary commensurate with experience and skills in the range of $55,000 - $70,000 - please discuss with SWIM. Additionally, this organization provides good health & dental benefits, 4 weeks’ vacation, and a defined benefit pension plan (worth between 6% and 17%, depending on how much the employee contributes).

When & How to Apply:

This search is moving quickly! SWIM is presenting the profiles of shortlisted candidates directly to the hiring team for review. Please let me know soon if you are interested and would like to discuss further. 

Successful, reputable, and well-managed professional services firm based in North Vancouver.  Great opportunity for an experienced Executive Assistant looking for a fulfilling and fast-paced role within a friendly and values-based team culture. Supporting one of the Founding Partners.  Very well-rounded EA role with good variety in day-to-day tasks, including very complex calendar management.

Who- the Company: 

Our client is a mid-size professional services firm based in North Vancouver. Very values-based, with a great reputation among their clients and in the community. Female founded, owned, and operated.

What- the Role: 

Our client is hiring for a new Executive Assistant. The EA will primarily support one of the Founding Partners of the firm. This is a classic EA role involving very complex and detailed calendar management for an extremely busy professional who travels all over the country for client meetings, events, conferences, etc. The EA will also take care of travel coordination, document preparation and finalization (including meeting materials and presentations), file maintenance, and helping the Partner with tracking her billable hours. The EA tasks are the main focus of this job, but as capacity allows, the EA will also support internal communication to employees, event planning (for employees and for clients), onboarding of new employees (50-person company, so the onboarding volume is not super high, office management (in conjunction with several others on the administrative team), and ad hoc project support. Although the EA is first and foremost supporting one of the Founding Partners, they will also help other Partners and other senior leaders as needed/when capacity allows. 
 

Who- the Candidate:

This is a very well-rounded senior-level EA role. Qualified candidates will have at least 5 years of relevant and progressive administrative work experience in a corporate setting, and at least 2 years as an EA (preferably seeking 10+ years of relevant experience in administration, and 5+ years as an EA). We’re looking for someone who enjoys being part of an entrepreneurial and fast-paced professional environment and who is self-motivated, resourceful, exceptionally organized, and detail-oriented. This is a unique opportunity to have direct accountability for executive assistance at a reputable and well-managed firm where you can feel part of the big picture and be a catalyst for the smooth operation of the business.
Excellent communication skills (verbal, non-verbal, and written) are key. Integrity, professionalism, and diplomacy are all paramount. Previous work experience with another professional services firm is certainly a “nice to have”, but not required. Strong computer skills are required. Post-secondary education in Business Administration or a related field is an asset. Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook, SharePoint, etc.)  and Adobe Suite (Pro, InDesign, Acrobat, etc.) is required. 

How Much:

Base salary is commensurate with EA skills and experience, likely in the range of $85,000 to $102,000, perhaps with bit of wiggle room beyond that for someone who has robust and very relevant EA experience. Additionally, the EA will receive health & dental benefits, a “healthy living” allowance, a good amount of paid time off, and eligibility for a discretionary performance-based bonus. Please discuss your base salary and total compensation expectations in more detail with SWIM.

Where:  

This firm is located in the Lonsdale area of North Vancouver. Great commute for someone living in or near the North Shore. There is free street parking nearby. The default schedule for this role will likely be full-time in office, but there likely will be future flexibility for occasional work from home, for example when the Founding Partner who the EA supports is out of the office/traveling for work. Please discuss your work schedule considerations 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. If you already have a Recruiter at SWIM, please reach out very soon to discuss further. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!

Senior Executive Assistant

Join our clients dynamic team as Senior Executive Assistant, where you'll play a vital role in supporting their CEO, ensuring seamless operations and impactful decision-making. If you're organized, detail-oriented, and thrive in a fast-paced environment, we want to hear from you!
 

Who – The Company: 

A successful and leading management company focused on sustainability and community support.

What- The Role:

We are seeking an organized and detail-oriented Senior Executive Assistant to provide high-level administrative support to the CEO and additional support to the executive team and Board of Directors. The ideal candidate will be responsible for managing the CEO’s day-to-day activities, facilitating communications with the Board, and coordinating board-related functions. This role is crucial in ensuring the smooth operation of executive-level and board-related matters, requiring excellent multitasking abilities, discretion, and professionalism.

• Executive Support:
  • Manage the CEO’s calendar, including scheduling meetings, appointments, and travel, and provide additional support to other executives, as required.
  • Handle email correspondence, drafting and editing communications on behalf of the CEO.
  • Prepare meeting agendas, presentations, and documents for CEO’s internal and external engagements.
  • Coordinate complex travel itineraries, transportation, and accommodation for the CEO and other executive staff as needed.
  • Organize and prioritize incoming requests and ensure the CEO stays informed of critical matters.
  • Act as a point of contact between the CEO and internal/external stakeholders.

• Board Support:
  • Schedule and organize board meetings, including preparing and distributing meeting agendas, materials, and reports.
  • Assist in preparing minutes, follow-ups, and communications for the Board of Directors.
  • Maintain and update board records, ensuring accurate and confidential documentation.
  • Coordinate board-related travel arrangements and process board members' expense claims.
  • Support the CEO and Board with special projects as required.
• Administrative Operations:
  • Oversee general office management, including supply orders, vendor management, and ensuring smooth office operations.
  • Handle confidential information with the utmost discretion and professionalism.
  • Assist with special initiatives, presentations, and event planning.
  • Ensure smooth communication between the executive office and various departments.

Who- the Candidate: 

• 5+ years of experience providing administrative support to C-suite executives and board members.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of discretion and professionalism in handling confidential matters.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with virtual meeting platforms.
• Experience working with board management software a plus
• Ability to manage and coordinate complex travel arrangements.
• Proven ability to work both independently and collaboratively in a fast-paced environment.

How much:

$100,000-$115,000 commensurate with experience + discretionary bonus, pension, 3 weeks vacation, extended health.

Where:

Vancouver.

When & How To Apply: 

SWIM is presenting candidates directly to the hiring team for review. 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!

This is an exciting, well-rounded Office Administrator & EA role with a highly reputable architectural firm. Based in Vancouver, the office is conveniently accessible by public transit. You'll enjoy a comprehensive total compensation package, including excellent health benefits and RRSP matching. While the role offers a great work-life balance, with minimal overtime expected, you'll still have the security of paid overtime when needed.
 

Who - the Company:

Our client is a distinguished architectural firm with an impressive portfolio of high-profile projects across North America. Known for their commitment to fostering a warm and authentic workplace, they blend professionalism with a touch of fun, hosting regular social events and Friday breakfasts that bring the team together.
 

What - the Role:

We are on the lookout for a dynamic Office Administrator & Executive Assistant to join their team. In this pivotal role, you’ll be at the heart of their operations, managing a range of administrative duties while offering essential support to their Managing Principal and Principal team.

Key Responsibilities:

Administration

• Prepare and file contracts, proposals, change orders, and other documents.
• Maintain and organize information systems, update project image libraries, and manage document digitization.
• Manage project and staffing schedules.
• Handle professional insurance and membership renewals.
• Oversee software licenses and renewals with precision and efficiency.
• Develop a unified procurement and inventory management system.
• Coordinate office sponsorships and industry event participation.
• Perform additional administrative tasks as requested by firm Principals and HR Manager.
• Provide daily briefings to the Managing Principal and HR Manager.

Executive Assistant Duties

• Maintain Professional Association dues and obligations.
• Assist with communications and manage project/staffing schedules.
• Arrange travel, take meeting minutes, and file reports and correspondence.
• Handle personal bills, forms, and correspondence.

General

• Understand the company’s portfolio, practice areas, and capabilities.
• Handle confidential information with discretion.
• Collaborate with administrative, accounting, and HR staff; provide backup support when needed.
• Implement process improvements and develop training materials.

Who - the Candidate:

Candidates must have at least 3+ years of office administration and executive support experience specifically within an architectural firm. This is a non-negotiable requirement. The ideal candidate will be professional, approachable, and dependable, with excellent time management and organizational skills. Strong oral and written communication skills are crucial. Proficiency in MS Office is required, and experience with Deltek Vantagepoint and Newforma is an added advantage. Familiarity with contracts, insurance, and legal terminology, as well as digital filing systems, is essential. Tact, diplomacy, and discretion are vital, while knowledge of Architecture, Engineering, and project management experience will be highly regarded.

Where:

Vancouver, BC based and easily accessible by public transit. This role requires on-site work and offers a flexible start time between 8 AM to 9 AM.
 

How Much:

The base salary for this role will be competitive and aligned with your experience, education, and skills, typically ranging from $65,000 to $75,000. In addition, the company offers comprehensive extended health benefits and an RRSP match after successfully completing the probation period. We encourage you to discuss your salary expectations and total compensation package in more detail with SWIM to ensure a perfect fit.
 

When & How to Apply:

This search is moving extremely quickly! 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.

Successful real estate finance and investment services firm with a great corporate culture! The team is fun-loving, tight-knit, friendly, and collaborative. SWIM has placed 9 people at this firm over the years with very positive feedback.  We are looking for an Investment Services Specialist who wants to do good work for good people, and to grow over the years with a stable, successful, and reputable Canadian organization. Candidates must have relevant work experience in an investment services / wealth management firm.
 

Who- the Company: 

A very stable and successful real estate finance company (property management, mortgages, real estate investments, etc.) that has been around for over 20 years. Approximately 25 people work at the company. SWIM has placed several people at this firm with very positive feedback.
 

What- the Role:

Our client is seeking a new Specialist to join their Investment Services team. Responsibilities are very diverse and include processing account transactions, making account changes, setting up new accounts, preparing documents, liaising with transfer agents, communicating with investors (mostly over phone and email, occasionally in-person), responding to questions from investors, distributing statements, etc. Processing plan transactions and accounting transactions, including share purchases, share redemptions, share transfers, account changes, contributions, withdrawals, share purchases and redemptions, transfers in & out, RRSP to RRIF conversions, quarterly DRIP and cash dividends, etc. SWIM will provide interested candidates with a thorough job description.
 

Who- the Candidate:

Qualified candidates will have ~2 years of relevant experience working in an investment services / wealth management firm. We are seeking someone who is adaptable, friendly, and who enjoys variety in their administrative work.

• 4+ years relevant work experience, including 18+ months working in administration in a relevant investment services / wealth management firm, or at a bank on the investment side of the business
• Relevant post-secondary education highly preferred, but not required
• Advanced proficiency in Excel, Outlook, and Word
• Detail-oriented, accurate, efficient, and organized
• Ability to multi-task in a fast-paced work environment
• Systems:
  • Proficient in Excel.
  • Experience using any of the following is beneficial but not required as training will be provided: Exempt Edge, Issuer Edge, RPM, SEDAR+, QuickBooks, and Mortgage Automator

Why: 

This is a diverse administrative role that will enable you to work for an interesting, stable, and reputable organization. Great opportunity to touch upon a variety of responsibilities and to really feel part of a tight-knit and friendly team.  Opportunity for long-term growth and to take on more and more complex responsibilities over the years.
 

Where: 

Downtown Vancouver, BC in a beautiful corporate office. Very transit-accessible. A BIG perk is that the company buys lunch for all employees every day- yum yum!
 

How Much:

Base salary is commensurate with experience- the full range is $54,000 to $70,000, but please note that to get to the high end of the range candidates will have to have several years of very relevant work experience. Please discuss your total compensation expectations with SWIM. Plus: health/dental/vision/paramedical benefits, paid vacation and a few bonus days off around Christmas, professional development support, etc.
 

When & How to Apply:

If you are qualified for, and interested in, this administrative opportunity with a well-established and reputable company, please do not delay in applying as this search is moving quickly! If you already have a Recruiter at SWIM, please reach out to that Consultant directly. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!