Find Admin & Executive Assistant Jobs In Vancouver

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!

Executive Assistant

Administration & Executive Assistance
Contract
Hybrid - Vancouver, BC, Canada
Posted on March 26, 2024
Amazing opportunity to support two reputable VPs in one of Vancouvers most highly sought-after companies to work for! This is a 1-year contract with possibility for extension if performance and business opportunities align. Our client offers a hybrid work schedule, three days in-office, two remote. Read Full Description

Amazing opportunity to support two reputable VPs in one of Vancouvers most highly sought-after companies to work for! This is a 1-year contract with possibility for extension if performance and business opportunities align. Our client offers a hybrid work schedule, three days in-office, two remote.

Who – The Company: 
A local Vancouver success story with global operations and an impeccable reputation is seeking a motivated and dynamic Executive Assistant.
It’s a fast-paced, high energy and rewarding environment.

What- The Role:
This is a fabulous opportunity for a dynamic EA who thrives in a fast-paced environment.   
You will be the main point of contact to arrange international travel arrangements, meetings, calendars, and internal and external requests for the executives

  • Calendar management – this is a big part of the role, must be comfortable with it and love it!   You’ll be the main point of contact for internal & external requests as well as being responsible for organizing travel itineraries and coordinating meetings
  • Meeting preparation/presentation – creating decks, preparation of briefing notes and meeting minutes
  • Maintain highly confidential information
  • Assist with communication documents such as email correspondence and letters

 

Who- the Candidate: 

  • 5 years of experience in an executive support level role in a fast paced and high energy work environment, preferably a global organization
  • Advanced knowledge of Excel, Outlook, Word, and PowerPoint for creating excellent presentations for senior management and generating complex reports
  • Extremely organized with the ability to prioritize tasks, coordinate, and multitask
  • Experience with international travel
  • Top notch communication skills (both written and verbal), great energy, passion, confidence, maturity
  • Comfortable in your own skin and able to handle competing demands with ease.
  • Good business sense and a knack for handling pressure and last-minute changes in stride, nothing gets by you
  • You have tact, diplomacy, and a good sense of humour!

 

How much:

$35/hr + 4% vacation pay

 

Where:

Vancouver

 

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.

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Legal Support Services Assistant

Administration & Executive Assistance
Permanent
Hybrid - Vancouver, British Columbia, Canada
Posted on March 22, 2024
Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description

Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:

Our client is an extremely successful firm with a tremendous corporate culture
 

What - the Role:

Reporting to and supporting the Manager, Legal Support Services, the Legal Support Services Assistant is responsible for handling a wide range of administrative priorities. This position will be responsible for assisting in document control, filing, scanning, expense reporting, coordination of meetings, file opening and closings, correspondence, liaising with Billing Coordinators, and providing back up coverage to other team members as well as a range of ad-hoc administrative tasks. A full job description will be provided by Swim to interested candidates.  
 

Who - the Candidate:

We are seeking an exceptional Legal Support Services Assistant with a strong business sense and sense of urgency! This is a unique opportunity to join a very progressive and career-oriented organization, so we are looking for like-minded individuals. This role requires a mature and professional attitude, excellent organizational and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks, competing priorities and meet strict deadlines under pressure. This role requires a minimum of 1 year of Legal Assistant experience, ideally derived from a large law firm as well as a LAA certificate/qualification. Excellent written and communication skills, attention to detail, systems working knowledge, and proficiency using MS Office 365.
 

Where:

Downtown Vancouver. Based in the office during probation and availing of a hybrid work model of 2 days remote work per week following.
 

How Much:

Competitive salary in the range of $43,000 - $55,000 dependent on experience, along with excellent benefits, 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.

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Trademark Agent

Administration & Executive Assistance
Contract
Hybrid - Vancouver, British Columbia, Canada
Posted on March 22, 2024
Amazing opportunity for a Trademark Agent or paralegal with 3+ years Canadian, US or international experience with direct responsibility for trademark files. Given our clients global presence, there is strong preference for candidates with international trademark experience. This is a newly created role to support the ongoing needs of the business. This is 1-year contract with chance for extension if performance and business needs align. Read Full Description

Amazing opportunity for a Trademark Agent or paralegal with 3+ years Canadian, US or international experience with direct responsibility for trademark files. Given our clients global presence, there is strong preference for candidates with international trademark experience. This is a newly created role to support the ongoing needs of the business.
This is 1-year contract with chance for extension if performance and business needs align.

Who – The Company: 

A local Vancouver success story with global operations and an impeccable reputation.
 

What- The Role:

Reporting to Vice President Legal, and working closely under supervision of Global Trademarks Manager, this role will be responsible for assisting with the protection of intellectual property rights through the
registration and management of trademarks. This role requires an individual who excels in a dynamic, fast-paced environment, has a high level of initiative, and can manage competing priorities while maintaining excellent results and attention to detail. You have strong communication and interpersonal skills and are not afraid to take on challenging requests that require critical thinking and problem-solving. This role will thrive when being resourceful, proactive, and willing to help with any project that requires assistance.

You will support the following:

  • Conduct trademark searches, including online searching to determine the availability of trademarks.
  • Provide instructions and receive advice from external counsel. Communicate advice to business partners and stakeholders.
  • Assist in providing business partners with trademark information and documents.
  • Assist in execution and legalization of documents for submission in international trademark matters.
  • Manage filing and maintenance of domestic and international trademark applications and registrations, including gathering evidence of use.
  • Assist in the domestic and international trademark filing and prosecution cases.
  • Support all aspects of naming program at lululemon, working cross functionally with design, brand and innovation teams to create and implement naming policies and clearance programs.
  • Support on trademark oppositions and litigation on a limited basis.

Who – The Candidate:

  • 3+ years Canadian, US or international experience as a trademark agent or paralegal with direct
  • responsibility for trademark files.
  • Experience at a recognized law firm or in-house preferred.
  • Preference to retail or consumer goods experience.
  • Self-directed with a strong work ethic; capable of working independently with limited supervision.

How much:
$38-40/hr commensurate with experience + 4% vacation pay

Where:
Position is based in Vancouver, if candidate resides in lower mainland, our client offers a hybrid working model of 3 days in office, 2 remote.
Please note, our client is open to candidates across Canada and will offer remote working conditions
 

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.

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Administrative Assistant

Administration & Executive Assistance
Permanent
Richmond, British Columbia, Canada
Posted on March 21, 2024
Ideal role for an experienced administrative assistant looking to work for a well-established and successful corporate business with a team-focused and tight-knit culture. The position is varied including office administration, supporting corporate functions (IT, legal, finance etc.), project-based work, and ad hoc executive assistance duties. Read Full Description

Ideal role for an experienced administrative assistant looking to work for a well-established and successful corporate business with a team-focused and tight-knit culture. The position is varied including office administration, supporting corporate functions (IT, legal, finance etc.), project-based work, and ad hoc executive assistance duties.

Who - the Company:
Headquartered in Richmond, the company is an established and successful TSX publicly listed company with over 100 years of history.  The organization owns a diverse portfolio of specialist food businesses across Canada and the US.
 

What - the Role:

You will report to the Executive Assistant for the CFO and CEO and join a team that includes one other Administration Assistant, a Receptionist, and Senior Director of Operations and Administration.

Duties include understanding objectives, issues and priorities and ensuring the efficient flow of information to the appropriate parties; coordinate meetings, events, and travel arrangements; relief coverage for reception researching, compiling, and summarizing information/data; following up on processes with staff and partner businesses; preparing board level packages; and supporting other team members across IT, legal, operations, and finance.  You will also assist with projects such as employee benefits schemes.
 

Who - the Candidate:

You will have prior administrative assistance experience within a corporate environment, be well versed supporting senior level management and professionals, possess excellent communication and organization skills, and be able to operate in a fast-paced environment where priorities can quickly change.

Canadian citizenship, Permanent Residence, or an Open Work Permit is required.
 

Where:

They are based in Richmond and the office is most accessible by bus if taking public transit, and there is parking on site for those driving.  This is a full-time, office-based role.
 

How Much:

Base salary of between $55,000 - $60,000 depending on experience, and other details include bonus, extended health benefits (medical and dental), and PD support.
 

When & How to Apply:

Swim Recruiting will be screening and shortlisting on behalf of our client and presenting suitable candidates directly to the hiring team for review. If you are interested in this fantastic learning opportunity, please do not hesitate to apply. If you already have a Recruiter at SWIM, please reach out soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume.
 

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Legal Administrative Assistant

Administration & Executive Assistance
Permanent
Downtown Vancouver, British Columbia, Canada
Posted on March 21, 2024
We are looking for an energetic and friendly Legal Administrative Assistant. This is an excellent opportunity for someone wanting to learn and grow in a positive and supportive environment with a great group of people. Read Full Description

We are looking for an energetic and friendly Legal Administrative Assistant. This is an excellent opportunity for someone wanting to learn and grow in a positive and supportive environment with a great group of people.

 

Who- the Company:

Our client is a commercial real estate boutique located in downtown Vancouver offering the opportunity to join a vibrant firm of highly experienced staff who emphasize teamwork and focus on client service. The culture is positive, professional and relaxed, yet they are serious about serving their clients’ needs.

What- the Opportunity: 
A Legal Administrative Assistant to join their busy firm on a permanent basis.

Responsibilities include but are not limited to: 
 

  • Preliminary drafting, complex editing and formatting of correspondence and legal documents;
  • File maintenance, including daily filing, file organization, opening files, closing files;
  • Conduct LTSA and BC Online searches as required;
  • Maintain bring forward or tracking system for updates;
  • Prepare closing binders;
  • Handle incoming mail and outgoing mail; answering client telephone calls and general inquiries;
  • Administration duties, including entry of time and bill preparation.

Who- the Candidate:

We are seeking a methodical Legal Administrative Assistant who is well organized and has a keen eye for detail. Excellent written and verbal communication skills are required.
Previous experience with real estate/ law firm experience is an asset. If you have strong communication and service skills and are eager to work as part of an energetic team, please reach out to SWIM Recruiting.
The individual must have a professional manner, a friendly, approachable disposition, and excellent multi-tasking abilities.
 

Where:

Downtown Vancouver – transit friendly (close to SkyTrain station).

How Much:
We offer a competitive compensation and benefits package which includes:

  • Firm paid extended health, dental, AD&D benefits.
  • Life & Disability insurance.
  • Paid sick and personal days.
  • Employee Assistance Program.
  • RRSP matching program.
  • Fitness benefit.

 

When & How to Apply:

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

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Administrator, Investment Services

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, Canada
Posted on March 21, 2024
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 Administrator 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. Read Full Description

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 Administrator 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 Administrator 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 at least 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 $20,000 to $70,000, but please note that to get to the high end of the range candidates will have to several years of highly 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!

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Administrative Coordinator

Administration & Executive Assistance
Permanent
Fraser Valley/Surrey, British Columbia, Canada
Posted on March 19, 2024
Are you looking for a stable Administrative Coordinator opportunity with long term growth opportunities with a reputable organization? Look no further. We are seeking a driven, highly organized and collaborative professional who will be instrumental in helping run the day-to-day business.   Read Full Description

Are you looking for a stable Administrative Coordinator opportunity with long term growth opportunities with a reputable organization? Look no further. We are seeking a driven, highly organized and collaborative professional who will be instrumental in helping run the day-to-day business.
 

Who - the Company:

Our Fraser Valley client is a highly successful and well-established leading manufacturer with a 10-year history of valuing their people and taking pride in their products. This company is values-based and promotes a collaborative and positive corporate culture where successes are celebrated and areas for improvement are identified and tackled, not ignored, or perpetuated. 
 

What - the Role:

On behalf of our Client, SWIM is recruiting for an Administrative Coordinator who will report directly into a passionate Manager. The Administrative Coordinator will be responsible for:
 

  • Scheduling and coordinating site visits for a team of technicians.
  • First point of contact for service requirements, technicians, customers and other external stakeholders.
  • Monitor projects and project progress.
  • Quoting, invoicing and associated product sales.
  • Customer Service Support calls, capturing important information and data entry into various web-based platforms.
  • Reception back up duties, which include directing inbound calls and walk-in traffic; inbound and outbound mail; and other ad hoc administrative duties.

 

Who - the Candidate:

We are seeking a highly motivated, reliable and organized Administrative Coordinator who enjoys working full time from the office. See other requirements below:

  • 2+ years relevant experience coupled with strong personal planning and organizational skills.
  • Experience in organizing activities with multiple deadlines and parallel process requirements.
  • Strong written and oral communication skills. 
  • Superior customer service orientation.  
  • Ability to work with minimal supervision while setting priorities and managing deadlines. 
  • Reliable and commitment to completing quality work on time. 
  • Comfortable using basic computer MS Office programs such as Excel and Word, etc. and generally adept with technology 

Where:

The corporate head office is in the Fraser Valley, accessible by car or bus. The location will suit best individuals living in the Surrey, Delta, Richmond or New Westminster area. You are required to work from the office full time.
 

How Much:

Depending on the candidate’s background and experience, the base salary for this role ranges from $50,000 to $55,000 annually. They also offer the opportunity to participate in their bonus program, extended health benefits and 2 weeks’ paid vacation.
 

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.

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Senior Corporate Security Specialist

Administration & Executive Assistance
Contract
Vancouver, British Columbia, Canada
Posted on March 19, 2024
Amazing opportunity for a Senior Corporate Security Specialist to play a pivotal role within the Corporate Security team. Supporting the protection of tangible and intangible assets across the global corporate network, this key position involves acting as the company's security representative in the absence of the Corporate Security Manager. This is a 1-year contract with possible chance for extension or permanent opportunity down the line if performance and business opportunities align. Read Full Description

Amazing opportunity for a Senior Corporate Security Specialist to play a pivotal role within the Corporate Security team. Supporting the protection of tangible and intangible assets across the global corporate network, this key position involves acting as the company's security representative in the absence of the Corporate Security Manager.
This is a 1-year contract with possible 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 successful candidate will bring extensive experience in Corporate Security, with a specific emphasis on workplace health and safety. This person will work closely with global and regional leadership, cross functionally across key departments, and the Global Security Team to drive effective strategy that helps the organization protect people, places, and product.

  • Be the ambassador for all things Security, Safety, and Integrity; develop a strong culture of ethics, integrity, and personal responsibility across the global network.
  • Support the physical security strategies to protect corporate sites globally, including but not limited to security system technology, external security officers, remote monitoring, etc.
  • Support event emergency escalation and critical incident response.
  • Develop and manage security & safety training & awareness program.
  • Maintain a strong network of industry peers, subject matter experts, service providers, and government agencies across global markets.
  • Provide guidance and oversight for First-Aid programs.

 

  • Oversee and enhance workplace health and safety initiatives, ensuring compliance with relevant regulations and standards.
  • Develop and conduct training programs to promote a safety-conscious culture throughout the organization.
  • Develop and maintain emergency response plans to address various scenarios, ensuring the safety and well-being of employees.
  • Conduct regular drills and exercises to test the effectiveness of emergency response plans.
  • Lead sensitive and complex investigations into security incidents, breaches, and violations, providing detailed reports and recommendations for corrective actions.
  • Collaborate closely with internal stakeholders, legal counsel, and human resources during investigations to gather diverse perspectives and insights.
  • Manage physical security measures, including access control systems and video surveillance systems.
  • Coordinate with facilities management to implement security enhancements and maintain a secure working environment.

 

Who – The Candidate:

  • 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.
  • 5-7 years of experience in corporate security with a focus on workplace health and safety.
  • In-depth knowledge of security best practices, risk management, and emergency response.
  • Strong communication and interpersonal skills for effective collaboration with internal and external stakeholders.
  • Experience with security technology, including access control, surveillance, and incident response systems.
  • Outstanding communication skills, including proven ability to influence in all areas of an organization.
  • Fluency in written and spoken English; other languages an advantage.

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

 

How much:

$35-40/hr commensurate with experience + 4% vacation pay

 

Where:

Vancouver

 

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.

 

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Paralegal - Technology

Administration & Executive Assistance
Contract
Hybrid - Vancouver, British Columbia, Canada
Posted on March 18, 2024
Amazing opportunity for a Paralegal with 2-5 years of technology and privacy experience Our client offers a hybrid working environment of 3 days in-office and 2 remote days. This is a 1-year contract.   Read Full Description

Amazing opportunity for a Paralegal with 2-5 years of technology and privacy experience
Our client offers a hybrid working environment of 3 days in-office and 2 remote days. This is a 1-year contract.
 

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 "Technology" sub-function of the Legal Department, provide counsel, support and guidance on Technology legal matters, including ecommerce and digital compliance, emerging technology initiatives, contract review and education, Procurement support and other vendor management efforts.

The Paralegal, Technology will report to the Senior Manager, Paralegal and work closely with Senior Counsel, Technology. The scope/responsibilities of the position require general legal practitioner skills, including:

  • drafting, reviewing, negotiating, creating and updating a wide variety of agreements (including, but not limited to technology evaluation agreements, statements of work, order forms, and master service agreements)
  • reviewing and monitor law developments, advise business partners as necessary and address potential impact and risk to the company (research skill, online research tool experience nice to have)
  • Provide guidance and recommendations to business partners on appropriate current and pending legislation.
  • Help advise the business with respect to risk and other applicable legal matters.
  • Help maintain company-wide policies, guidelines and practices on applicable legal matters.
  • Explain complex information to business partners in a straightforward and comprehensive manner

 

Who – The Candidate:

  • 2-5 years of relevant legal technology and privacy experience(in-house or corporate experience is an asset)
  • Paralegal Certificate or Diploma preferred
  • A Bachelor's degree is an asset
  • Ability to multi-task in a fast-paced environment.
  • Has the ability to prioritize and manage multiple matters simultaneously in an entrepreneurial, rapidly scaling and changing environment.
  • Keen attention to detail, ability to execute requested assignments and as part of a team, and excellent organizational skills.
  • Good judgment with an understanding of when to ask for guidance or input.

 

How much:

$42-45/hr commensurate with experience + 4% vacation pay

 

Where:

Vancouver

 

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.

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Administrative Assistant

Administration & Executive Assistance
Permanent
Vancouver, British Columbia, Canada
Posted on March 8, 2024
Great opportunity for a well-rounded administrative professional who enjoys diverse administrative responsibilities. This is an exciting 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.   Read Full Description

Great opportunity for a well-rounded administrative professional who enjoys diverse administrative responsibilities. This is an exciting 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 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.

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” attitude. Our client is in a very exciting period of growth, we’re looking for Administrative professionals who enjoy wearing many hats and who welcome change.
Strong computer skills are required, particularly within Microsoft Office. Candidates will have proven experience coordinating meetings, travel coordination and drafting and editing documents. Please note candidates must be vaccinated against Covid.

 

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

How Much:

Base salary commensurate with experience and skills in the range of $45,000 - $60,000 - please discuss with SWIM. Additionally, this organization provides good health & dental benefits, 4 weeks’ vacation, and a defined contribution pension plan (worth between 3% and 5%, 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. 

 

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Litigation Administrator

Administration & Executive Assistance
Contract
Hybrid - Vancouver, British Columbia, Canada
Posted on March 8, 2024
Do you have 2+ years of experience in legal administration and litigation support and a desire to work with one of Vancouvers leading brands? Do you have familiarity with eDiscovery processes and tools? This is an exciting opportunity to support in the administration of litigation processes for all functions of the Legal team. If the above describes you and you possess strong communication and organization skills, we would like to learn more about you! This is a one-year contract role with hybrid working conditions of three days onsite and two days remote. Read Full Description

Do you have 2+ years of experience in legal administration and litigation support and a desire to work with one of Vancouvers leading brands? Do you have familiarity with eDiscovery processes and tools? This is an exciting opportunity to support in the administration of litigation processes for all functions of the Legal team. If the above describes you and you possess strong communication and organization skills, we would like to learn more about you! This is a one-year contract role with hybrid working conditions of three days onsite and two days remote.

Who – The Company: 
Our client, one of Vancouver’s most sought-after companies to work for, with global operations and an impeccable reputation, is seeking a highly organized and detail-oriented in-house Litigation Administrator.  
 

What- The Role:

The Litigation Administrator will be responsible for a variety of tasks related to litigation administration and support, working closely with members of our client’s legal team including litigation paralegals and legal counsel. The Litigation Administrator will provide support in collaboration with the litigation paralegals in creating and adopting standard litigation processes, intake of and allocation of litigation demands/claims/actions/correspondence, the life cycle of files, the discovery process including evidence gathering and organization and use of our client’s eDiscovery tool, tracking deadlines, scheduling meetings, tracking case status, communicating case status, settlements, and other administrative support.
This role will coordinate externally with outside counsel and vendors as needed and will also coordinate internally with our client’s billing analyst to ensure billing guidelines are met, and litigation expenses remain in budget. The Litigation Administrator will also work with internal business partners to gather facts and evidence.

  • Support in the administrative organization of the Legal Team’s litigation function.
  • Maintain litigation reports, track and analyze key metrics related to litigation including deadlines and matter organization.
  • Implement efficiencies around litigation processes including additional uses of current systems to support our client’s litigation needs in collaboration with the litigation paralegals.
  • Receive, review, and act on litigation correspondence and documents including, but not limited to subpoenas and garnishing orders from various sources (Service of Process system, regular mail and Service Now), for all areas of litigation.
  • Provide administrative support with pleadings, discovery, and other litigation documents.
  • Organize database of litigation documents and pleadings.
  • Assistance with litigation filing system and litigation calendar system.
  • Provide litigation support and partner with litigation paralegals in operation of our client’s eDiscovery tool to create cases, send out legal holds and perform basic searches.
  • Partner with internal and external legal counsel, IT, and internal business partners with regards to identifying, collecting, preserving, organizing and exporting evidence.
  • Schedule meetings with internal business partners as required.
  • Support with documentation required by external law firms, consultants, and experts.
  • Collaborate with legal billing analyst and accounting to track and manage litigation fees and expenses to budget.
  • Instruct, and assist, when necessary, on preparation and delivery of settlements.

 

Who- the Candidate: 

  • 2+ years of experience in legal administration, litigation support or as a litigation legal administrative assistant
  • Litigation Administrative Assistant Certificate or Diploma
  • Bachelor's degree is an asset
  • Experience in eDiscovery and use of eDiscovery systems
  • Ability to work independently and prioritize tasks effectively
  • Strong organizational and project management skills involving multiple tasks and projects
  • Excellent written and verbal communication skills
  • Proficient in Microsoft Office Suite and legal research databases
  • Knowledge of litigation procedures and terminology

How much:
Competitive hourly wage in the range of $34-35/hr + 4% vacation pay

Where:
Vancouver, hybrid working model of 3 days onsite in office, and 2 remote
 

When & How To Apply: 

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important 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' to send us your resume. Thank you!

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Office Manager

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, Canada
Posted on March 7, 2024
Great opportunity for an experienced Office Manager to join an organization that has won several Top Employer awards and is recognized for having a values-based culture that promotes teamwork, innovation, and ongoing professional development.   Read Full Description

Great opportunity for an experienced Office Manager to join an organization that has won several Top Employer awards and is recognized for having a values-based culture that promotes teamwork, innovation, and ongoing professional development.
 

Who - the Company:

Our client is a reputable regulatory body with tens of thousands of members - individuals and businesses. The organization monitors the membership to ensure ethnical standards and policies are being complied with, and to provide support and consultancy to members.
 

What - the Role:

The Office Manager is responsible for planning and coordinating the day-to-day operations of the Corporate Administration department with a focus on efficiency, time management and service excellence to meet the needs of both the internal business groups and external stakeholders who visit our clients premises, physically and virtually. The Office Manager will be responsible for the development, training and coaching of a small Corporate Administration team.

  • Develop, implement and maintain office policies by establishing standard operating procedures, measuring results against standards, and making adjustments when needed;
  • Ensure that the health & safety policies and practices are implemented and are up to date;
  • Manage space planning, including all office seating assignments and any related software procurement and management;
  • Oversee vendor management and monitor the quality of external service providers (cleaning, caterers, couriers, office suppliers), and resolve issues as required;
  • Serve as co-chair of the Joint Occupational Health & Safety Committee (JOHS);
  • Complete annual performance reviews for all direct reports;
  • Ensure overall team success by setting and meeting annual goals and achievements;
  • Oversee facilities including RFP’s and negotiating vendor bids, contracts and pricing;
  • Plan, monitor and complete project initiatives, on time and on budget, preparing written progress reports and associated correspondence as required;
  • Actively participate in the Social Committee and support organization-wide activities by helping coordinate events;
  • Liaise with internal stakeholders to ensure service level expectations and stakeholder needs are met;
  • Maintain and update the annual operating and capital budget, anticipating expenditures and identifying variances, while addressing issues with the Director, Finance and Corporate Administration;
  • Oversee staff moves and meeting room set-ups;
  • Manage pricing and relationships with key vendors;
  • Oversee procurement of office furniture, stationery and kitchen supplies;
  • Hands-on assistance with Reception and meeting room setups as required;

 

Who - the Candidate:

  • Post-secondary qualification, or equivalent experience;
  • Three (3) plus years experience working in an Office Manager, Office Supervisor, or similar role;
  • Customer-centric approach with a strong track record of identifying and implementing administrative process improvements;
  • Highly collaborative and team focused, with the ability to step in and provide back-up support for meeting room setup and reception, as required;
  • Prior experience managing vendor relationships;
  • Experience coordinating work and event schedules;
  • Strong ability to coach and motivate others to achieve high performance
  • Intermediate proficiency with MS Office, including Word, PowerPoint, Excel and SharePoint;
  • Ability to work collaboratively as a key member of a team and independently with minimum supervision;
  • Excellent interpersonal, communication and presentation skills, both verbally and written;
  • Meticulous attention to detail, refined organizational and time management skills;
  • Proven ability to prioritize competing requirements and deadlines under pressure.

 

Where:

Our client is headquartered right in the heart of Downtown Vancouver. The Office Manager is required to work full time from the office.
 

How Much:

Competitive annual salary in the range of $70,000 - $80,000 and benefits with candidate’s experience, qualifications, and skills. Please discuss further with SWIM!
 

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.

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Litigation, Legal Assistant

Administration & Executive Assistance
Permanent
Hybrid - Downtown Vancouver, British Columbia, Canada
Posted on February 29, 2024
Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization! Read Full Description

Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization!

Who - the Company:
Our client is an extremely successful firm with a tremendous corporate culture
 

What - the Role:

Reporting to and supporting a team of Lawyers, the Litigation Legal Assistant is responsible for handling a wide range of administrative priorities for their assigned portfolio of lawyers. This position will be responsible for assisting in the management of practices of multiple Lawyers, and will include but not be limited to calendar management, document management, meeting preparations, preparation of bring-forward system, expense reporting, coordination of meetings, file opening and closings, correspondence, liaising with Billing Coordinators, and providing back up coverage to other team members as well as a range of ad-hoc administrative tasks. A full job description will be provided by Swim to interested candidates.  
 

Who - the Candidate:

We are seeking an exceptional Litigation Legal Assistant with a strong business sense and sense of urgency! This is a unique opportunity to join a very progressive and career-oriented organization, so we are looking for like-minded individuals. This role requires a mature and professional attitude, excellent organizational and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks, competing priorities and meet strict deadlines under pressure. This role requires a minimum of 2 - 3+ years of Litigation Legal Assistant experience, ideally derived from a large law firm as well as a LAA certificate/qualification. Experience working with 3E, iManageWork and DocuSign also required. Excellent written and communication skills, attention to detail, systems working knowledge, and proficiency using MS Office 365.

 

Where:

Downtown Vancouver. Based in the office during probation and availing of a hybrid work model of 2 days remote work per week following.
 

How Much:

Competitive salary in the range of $50,000 - $70,000 dependent on experience, along with excellent benefits, 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.

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Associate Employment Junior Counsel

Administration & Executive Assistance
Contract
Remote, British Columbia, Canada
Posted on February 28, 2024
Do you have prior employment legal experience as a practicing attorney with a desire for in-house experience in one of Vancouvers most sought-after companies? Read Full Description

Do you have prior employment legal experience as a practicing attorney with a desire for in-house experience in one of Vancouvers most sought-after companies?

This is a 1-year contract role. There could be opportunity for extension or possible full time hire if business needs and performance align.

 

Who- the Company:

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

What- the Role:  

Associate Employment Counsel will help address legal issues across a broad spectrum of legal risk and employment related matters. This opportunity requires general legal practitioner skills, including research, drafting, and counseling, practiced in a corporate setting where developing rapport with fellow employees is essential. Associate Employment Counsel will assist the Employment Legal Team to provide counsel to and work closely with People & Culture on a broad range of Global employment matters, including recruiting, hiring, benefits, compensation, employee relations, discipline, terminations, investigations, harassment, discrimination, wage and hour compliance, and strategies for managing risk around employment matters. This role will conduct legal research and provide responses to the Employment Legal Team and others on the Legal Team.

Key responsibilities:
 

  • Review and monitor law developments, advise business partners as necessary and address potential impact and risk to the company.
  • Provide guidance and recommendations to business partners on appropriate current and pending legislation.
  • Help counsel the business with respect to applicable legal matters.
  • Help maintain company-wide guidelines and practices on applicable legal matters.
  • Explain complex information to others in straightforward situations.
  • Assist with the design of contracts, policies, and best practices in collaboration with other Employment Legal team members.

Support activities:

  • Support the global employment legal team to develop and implement best practices and policies.
  • Support and collaborate with the Global Employment Legal Team on broad employment related matters.

 

Who – the Candidate:

  • J.D. or bachelor’s degree in law from an accredited institution
  • Admission into the bar of practice, or the ability to register as in-house counsel.
  • 0 - 3 years of employment legal experience as a practicing attorney (prior in-house experience preferred.
  • Ability to multi-task in a fast-paced environment.
  • Has the ability to prioritize and manage multiple matters simultaneously in an entrepreneurial, rapidly scaling and changing environment.
  • Keen attention to detail, ability to execute requested assignments and as part of a team, and excellent organizational skills.
  • Good judgment with an understanding of when to ask for guidance or input.
  • Excellent analytical, written, verbal, research, and communication skills.
  • Develop an understanding of the difference between remote and real risks.
  • Some employment litigation or general litigation experience is an asset, as well as investigations experience.

 

 

How Much:

$58-72/hr commensurate with experience + 4% vacation pay.
 

Where:

Vancouver, hybrid schedule, 3 days onsite, 2 remote.

 

When & How to Apply:

This search is moving very quickly, and interviews start immediately! Swim will be presenting short-listed candidates directly to the hiring team for consideration. If you already have a Recruiter at Swim, please reach out very soon.

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Technology Legal Assistant

Administration & Executive Assistance
Permanent
Hybrid - Vancouver, British Columbia, Canada
Posted on February 23, 2024
Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization!   Read Full Description

Join a successful & growing Law firm in Downtown. This is truly a fantastic opportunity to join a career-driven organization!
 

Who - the Company:

Our client is an extremely successful firm with a tremendous corporate culture
 

What - the Role:

Reporting to and supporting a team of Lawyers within the Technology Group, the Legal Assistant is responsible for handling a wide range of administrative priorities for their assigned portfolio of lawyers. This position will be responsible for assisting in the management of practices of multiple lawyers and will include but not be limited to calendar management, document management, meeting preparations, expense reporting, coordination of meetings, file opening and closings, correspondence, liaising with Billing Coordinators, and providing back up coverage to other team members as well as a range of ad-hoc administrative tasks. A full job description will be provided by Swim to interested candidates.  
 

Who - the Candidate:

We are seeking an exceptional Technology Legal Assistant with a strong business sense and sense of urgency! This is a unique opportunity to join a very progressive and career-oriented organization, so we are looking for like-minded individuals. This role requires a mature and professional attitude, excellent organizational and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks, competing priorities and meet strict deadlines under pressure. This role requires a minimum of 3+ years of experience, ideally derived from a large law firm within a Corporate Securities and or Technology Group as well as a LAA certificate/qualification. Experience working with 3E, iManageWork and DocuSign also required. Excellent written and communication skills, attention to detail, systems working knowledge, and proficiency using MS Office 365.

 

Where:

Downtown Vancouver. Based in the office during probation and availing of a hybrid work model of 2 days remote work per week following.
 

How Much:

Competitive salary in the range of $50,000 - $70,000 dependent on experience, along with excellent benefits, 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.

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Mortgage Underwriter

Administration & Executive Assistance
Permanent
Vancouver, BC, Canada
Posted on February 16, 2024
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 a Mortgage Underwriter who wants to do good work for good people, and to grow over the years with a stable, successful, and reputable Canadian organization. Candidates for this role must be licensed sub-mortgage brokers, with relevant work experience from a bank, credit union, or mortgage brokerage firm.   Read Full Description

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 a Mortgage Underwriter who wants to do good work for good people, and to grow over the years with a stable, successful, and reputable Canadian organization. Candidates for this role must be licensed sub-mortgage brokers, with relevant work experience from a bank, credit union, or mortgage brokerage firm.
 

Who- the Company: 

A very stable and successful real estate finance company (mortgages, property management, 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:

On behalf of our client, SWIM is looking for a Mortgage Underwriter who will be responsible for underwriting (mostly residential) mortgage loans, mostly within Greater Vancouver. The Underwriter will manage credit applications and submissions, and make sure loan applications run smoothly. Other responsibilities including analyzing appraisal reports, researching market information, pulling credit reports, and preparing loan summaries. The Underwriter will work closely with brokers to ensure full due diligence
The Underwriter will use Excel, Word, Outlook, and PowerPoint, as well as an automated mortgage system. The Underwriter will get to interact with colleagues in various departments of the 25-person company. SWIM will provide interested candidates with a thorough job description.
 

Who- the Candidate:

We are looking for someone who wants to do good work for good people, and who wants to develop gradually over the years with a very stable, successful, and reputable Canadian organization.
Sub-mortgage broker license is required! The company will financially support future relevant professional development and licensing fees.
Candidates will have at least 3 years and ideally 4+ years relevant underwriting work experience working in a financial institution, a brokerage, or a mortgage investment corporation (MIC).
Desired strengths and skills include meticulous detail-orientation, organization, reliability, passion for high quality and accurate work, curiosity and willingness to learn, etc. We are looking for people who are excellent communicators (verbal & written) and who love working closely with a tight-knit team.  
We are seeking an Underwriter who is adaptable and friendly. Strong computer skills (particularly using MS Office Suite) are required. Over the long term, the person in this role can develop into more and more senior capacities within the business.
 

Why: 

This is a diverse mortgage underwriting role that will enable you to work for an interesting, stable, and reputable organization. Great opportunity 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 with time.
 

Where: 

Located in the heart of Downtown Vancouver, BC in a beautiful corporate office. Extremely 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, likely in the range of $58,000 to $68,000, perhaps with some wiggle room beyond if someone has highly relevant work experience, qualifications, and skills.  Plus health benefits, paid vacation, relevant professional development support, and the aforementioned daily lunch program. Please discuss your total compensation expectations with SWIM!
 

When & How to Apply:

If you are qualified for, and interested in, this mortgage underwriting 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!

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Senior Administrator

Administration & Executive Assistance
Permanent
Downtown Vancouver, BC, Canada
Posted on February 16, 2024
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 Administrator 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 administrative work experience owning compliance and paperwork a mortgage brokerage, bank, credit union, law firm, accounting firm, investment services / wealth management firm, etc. Read Full Description

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 Administrator 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 administrative work experience owning compliance and paperwork a mortgage brokerage, bank, credit union, law firm, accounting firm, investment services / wealth management firm, etc.

Who- the Company: 

A very stable and successful real estate finance company (mortgages, property management, 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:

On behalf of our client, SWIM is looking for a Senior Administrator. This is a newly created role due to business growth, as well as new regulatory changes coming out from Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) and BC Financial Services Authority (BCFSA) regulatory bodies.
The Senior Administrator will take on a variety of responsibilities such as reviewing documents, preparing letters and forms, updating company manuals, improving internal processes, ensuring the company is complying with existing regulations and keeping fully apprised of new regulations as they roll out, etc. The Sr. Admin will use Excel, Word, Outlook, and PowerPoint. The Senior Administrator will interact with colleagues in various departments of the 25-person company. SWIM will provide interested candidates with a thorough job description.

Who- the Candidate:

We are looking for someone who wants to do good work for good people, and who wants to develop gradually over the years with a very stable, successful, and reputable Canadian organization. Qualified candidates will have at least 8 years and ideally 10+ years of progressive administrative experience within a corporate environment. Experience working for a Mortgage Investment Corporation (MIC) is ideal, but far more important than that are the strengths and skills of the candidate- meticulous detail-orientation, organization, reliability, passion for high quality and accurate work, the curiosity to keep on top of new regulations and compliance requirements, etc. We are looking for people who are excellent communicators (verbal & written) and who love working closely with a tight-knit team.  Experience can be gained from a MIC, or also from a bank, credit union, law firm, wealth management firm, investment services firm, accounting firm, architecture firm, etc.- basically any company where there is important paperwork and documents flowing in and out of the firm on a daily basis.
We are seeking a Senior Administrator who is adaptable and friendly. Strong computer skills (particularly using MS Office Suite) are required. Over the long term, the person in this role can develop into more and more senior capacities in the compliance and administration field and can also take on responsibilities spanning other areas of the business, not just the mortgage investment side.
 

Why: 

This is a diverse administrative and compliance role that will enable you to work for an interesting, stable, and reputable organization. Great opportunity 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 with time.

Where: 

Located in the heart of Downtown Vancouver, BC in a beautiful corporate office. Extremely 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, likely in the range of $60,000 to $82,000, perhaps with some wiggle room beyond if someone has very relevant work experience and skills.  Plus health benefits, paid vacation, relevant professional development support, and the aforementioned daily lunch program. Please discuss your total compensation expectations with SWIM.

When & How to Apply:

If you are qualified for, and interested in, this senior-level administration and compliance 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!

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Senior Paralegal

Administration & Executive Assistance
Contract
Vancouver, British Columbia, Canada
Posted on December 5, 2023
Amazing opportunity for a Senior Paralegal with minimum 5+ years of experience including 2+ years of previous IP/BP experience with strong preference for patent experience. Our client offers a hybrid working environment of 3 days in-office and 2 remote days. Read Full Description

Amazing opportunity for a Senior Paralegal with minimum 5+ years of experience including 2+ years of previous IP/BP experience with strong preference for patent experience.
Our client offers a hybrid working environment of 3 days in-office and 2 remote days.

Who – The Company: 
A local Vancouver success story with global operations and an impeccable reputation.

What- The Role:

  • Managing and maintaining docketing systems for patents and performing other administrative tasks such as coordinating the execution of patent assignments, inventors’ declarations, and other legal documents.

  • Docketing new US patent applications (Provisional, Utility, Design, Continuation, CIP, Divisional), WIPO – PCT utility patent applications, WIPO – Hague design patent applications, Canadian patent applications (Utility, Design, Divisional), Foreign jurisdictions patent applications into innovation management system.

  • Processing and docketing/de-docketing any incoming and outgoing patent documents received from or submitted to the patent office.

  •  Assisting in-house patent agent by monitoring and resolving discrepancies, errors and omissions in the patent records and database.

  • Maintaining patent records in the database

  • Preparing/generating patent and docket reports

  • Participating in weekly patent department meetings

  • Monitoring patent maintenance deadlines and managing the annuity payments for company’s patent assets.

  • Coordinating brand protection (BP) enforcement including reviewing, monitoring, investigating and proactively identifying infringing counterfeit targets online across digital marketplaces, social media, e-commerce sites and websites, and escalating as needed for further legal action. 

  • Assisting with all internal IP and BP functions, including developing training materials, and updating product authentication guides.

  • Tracking results of IP and BP programs for internal reporting and education.

  • Project managing various IP and Brand protection initiatives.

  • Working closely with business partners to provide evidence of use for trademark applications/registrations.

  • Supporting with the coordination of trademark clearances, policies, and processes. Conducting some internal trademark searches.

Who – The Candidate:

  • Paralegal certificate or diploma

  • 5+ years of experience as a Paralegal with 2+ years of previous IP/BP experience

  • Patent experience is strongly preferred, as follows: patent docketing and patent prosecution administration and patent filing systems in US, Canada, and international patent filing systems (WIPO – PCT and PCT-Hague).

  • Strong organizational skills

  • Excellent written and verbal communication skills

  • Proficient in Microsoft Office Suite and legal software

  • Ability to work independently and prioritize tasks effectively

How much:
$40-47/hr commensurate with experience + 4% vacation pay

Where:
Vancouver

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.

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Operations Coordinator – Product Technical Services (Apparel)

Administration & Executive Assistance
Contract
Hybrid - Vancouver, British Columbia, Canada
Posted on November 3, 2023
Amazing opportunity for an Operations Coordinator to support the technical product services area of a leading apparel brand. This is a 6-month contract role, and our client works a hybrid model of three days in office, two remote. Read Full Description

Amazing opportunity for an Operations Coordinator to support the technical product services area of a leading apparel brand. This is a 6-month contract role, and our client works a hybrid model of three days in office, two remote.

Who – The Company: 
A local Vancouver success story with global operations and an impeccable reputation.

What- The Role:
This is a fabulous opportunity for a highly motivated Operations Coordinator who thrives in a fast-paced environment.

“A day in the life” of the Operations Coordinator:

  • Analyze the quantity of products tested for a specific season and assess their impact on the business.
  • Access the project tracker, maintained by Product Experience Testing Coordinators, to retrieve relevant information.
  • Identify all products tested during the specified season within the spreadsheet for a detailed examination and deep dive.
  • Utilize our client’s business-wide product line management system to see what changes were made to each of the products and determine their potential Return on Investment (ROI).
  • Create a presentation that outlines these wins to present back to leadership.
  • Other projects this role may help with include creating training presentations, generating documents, and assisting with change management initiatives.

Who- the Candidate: 

  • 2 years’ experience in similar role
  • Proficient with PowerPoint
  • Ability to take the ideas and vision and create powerful PowerPoint with storytelling.
  • Proficient with Excel (Smartsheet ideal), PowerBI, data mining etc. and generate trend reports.
  • Familiarity with Qualtrix (or other survey tool)
  • Great communication, coordination and follow up skills.
  • Highly motivated, detail oriented, and dependable
  • Proactive and solutions oriented
  • Open to learning and exploring new tasks
  • Friendly, collaborative and a team player

How Much:
26-28/hr commensurate with experience + 4% vacation pay

Where:
Vancouver

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.

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