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!
Amazing opportunity for a Facilities Assistant with facilities or shipping/receiving experience, the ability to carry 50 lbs, strong multitasking abilities, and a valid class 5 drivers license and clean driving abstract. This role runs through Jan 31, 2025, with potential for extension if performance and business needs align.
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Amazing opportunity for a Facilities Assistant with facilities or shipping/receiving experience, the ability to carry 50 lbs, strong multitasking abilities, and a valid class 5 drivers license and clean driving abstract. This role runs through Jan 31, 2025, with potential 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:
You will be responsible for transporting all mail and office furniture to our client’s Vancouver locations, receiving incoming correspondence, shipping outgoing packages, and various facilities frenzied running around duties as required. This role interacts cross-functionally with all internal departments as well as acting as a point of contact with local couriers. The Facilities Assistant frequently handles highly confidential and specialized information, including sensitive, strategic, and organizational information. Your success in this role will depend on your strong multi-tasking abilities, your communication skills and ability to thrive in a constantly changing, high-volume work landscape.
Transports all packages and furniture between all 4 offices within Vancouver
Moves and lifts furniture, delivering to end user while also maintaining furniture inventory
Minor furniture repair, plus warranty follow up as needed
Constantly creating processes to accommodate our rapid growth and improve our guest service
Maintains clear and concise routines for all deliveries with expedience and accuracy, coordinating all tracking, processes and procedures to ensure consistent pick up & organization at each location
Organizes mail room so all correspondence is sorted, well-organized and accounted for
Liaises with employees to provide support and guidance on interoffice deliveries-related queries and procedures
Supports the shipping and facilities team with overflow tasks as needed
Who – The Candidate:
Valid class 5 license with a clean driver’s abstract
At least 2 years’ experience in Facilities and/or Shipping/Receiving
Worked with light duty tools and experience with small furniture repairs
Excellent communication skills – verbal and written
Extraordinary customer service, organizational and time management skills
Attains high accuracy for numbers and excellent memory
Sound knowledge of MS Office applications as well as familiarity with software technologies – 2Ship & WTS
Responsive problem-solving skills
Excellent team player, as well as ability to work independently
Consistent lifting (max 50lbs)
How much:
$24-28/hr commensurate with experience + 4% vacation pay.
Where:
Vancouver, this role is onsite 5 days/week.
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.
Join our team as an Office Coordinator, where you'll manage front reception and office administration while supporting the Executive Assistant. This dynamic role offers the opportunity to take on diverse projects, collaborate across departments, and help streamline office operations in a professional and fast-paced environment.
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Join our team as an Office Coordinator, where you'll manage front reception and office administration while supporting the Executive Assistant. This dynamic role offers the opportunity to take on diverse projects, collaborate across departments, and help streamline office operations in a professional and fast-paced environment.
Who- the Company:
Our client is a well-established multinational company in an exciting industry. With a 100-year history, they offer a fast-paced, dynamic, and rewarding culture and their corporate values promote teamwork, trust, and integrity.
What- the Role:
Reporting directly to the Executive Assistant, the Office Coordinator’s primary role is to perform front reception, administration, and office management duties, as well as support the Executive Assistant with other duties as assigned. The Office Coordinator can work well under pressure, is able to work on various projects both individually and in a team setting, can conduct themselves in a professional manner and can handle all confidential matters with discretion.
Reception & Administration duties
Responsible for the front reception between the hours of 8:30am to 4:30pm (M-F). Answer phones, forward calls, take messages and greet all visitors that come to the office in a courteous, approachable and professional manner. Lunch hour relief is from 12-1pm.
Responsible for all aspects of incoming and outgoing mail, couriers and shipments/packages.
Coordination (ordering and dissemination) of printed material such as division forms, business cards, stationery, annual calendars, etc.
Coordinating meetings, including boardroom bookings, set up, coordination of conference calls, invitations, lunches, dinners, as well as ensuring all glasses, dishes, etc. are cleaned up after each meeting.
Manage office calendars.
Provide administrative support to the various departments as required, AR, AP and Accounting, etc.
Provide coordination, organization and assistance to Executive Assistant and internal committees, including safety, office management, social events and company parties, etc.
Office support, including photocopying, filing, preparing of bound presentation books, etc.
Assistance and support for all Divisions as needed.
All other duties as assigned.
Office Management/Assistance duties
Continually research and streamline the most cost efficient and effective ways in which the office operates.
Manage all aspects of weekly, seasonal and annual building maintenance, including cleaning, recycling, security, etc.
Ensure supplies are sufficiently and appropriately stocked in office for kitchen, cleaning, office supplies, etc., as well as maintaining an orderly and clean staff room
Ensure all office equipment is always ready for use (filling photocopiers with paper, ensuring color cartridges are on hand, calling repair companies, etc.)
All other duties as assigned.
Who- the Candidate:
Relevant post-secondary degree or diploma is an asset
Proficient in Microsoft Office (Excel, PowerPoint, Word)
Ability to quickly learn new computer applications i.e. Company’s custom applications,
Gmail, Google Drive, Google Spreadsheets, Google Docs, etc.
Internal and external customer service skills
Professional appearance/demeanor whether in person, via email or on the telephone
Strong concern for the accuracy and quality of work
Highly flexible, with solid interpersonal skills that allow one to work effectively in a diverse working environment
Demonstrates strong problem-solving skills, initiative, and a commitment to safety, quality, and accountability.
Exhibits excellent communication, work ethic, integrity, and organizational skills with a positive team attitude.
Facilities and Space Management experience would be an asset
How Much:
Base salary commensurate with level of experience in the range of $55-65K, 3 weeks’ vacation + benefits, free transit pass.
Where:
Based in the company’s Vancouver head office. Due to the nature of the role, this is an ONSITE position M-F 8:30am – 4:30pm, professional office setting
When & How to Apply:
This Office Coordinator search is moving very quickly, and interviews start soon! 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!
In this exciting Executive Assistant role, you will have the opportunity to be exposed to many areas as you provide vacation coverage for a large team of EAs and support various executives in need. This is a 6-month contract to start with possible chance of extension if business and performance align.
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In this exciting Executive Assistant role, you will have the opportunity to be exposed to many areas as you provide vacation coverage for a large team of EAs and support various executives in need. This is a 6-month contract to start with possible chance of extension if business and performance align.
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 an Executive Assistant who is adaptable and driven and thrives in a fast-paced environment.
What- The Role:
This is a fabulous opportunity for a dynamic EA with proven expertise supporting senior executives.
This role reports into the Executive Assistant Operations Manager of the Finance & Vacation EA team. This role is in the hybrid workplace program; you are the Vacation coverage support for Executive Assistants taking their much-deserved vacations. Our client’s EAs are connectors between senior leadership and departmental team needs; principal scheduler, timekeeper, planner, and coordinator to a member of the Executive Team, the Executive Assistant has a vital role in the success of their department. Tasks in this role include (but are not limited to):
Coordinates Executive’s calendar and contacts and, according to allowed authority, manages Executives email.
Establishes work priorities and directs assignment of work to various department staff according to scope of allowed authority.
Coordinates Executive’s calendar and sends meeting invitations and agendas to attendees, books meeting rooms and arranges for IT resources and refreshments in support of efficient meeting facilitation.
Maintains confidential information for the business, team and leadership and ensures information is handled appropriately.
Coordinates last minute unforeseen travel, often requiring continuous changes and rescheduling, in conjunction with team of Executive Assistants and according to most Senior Executive travel plan.
Acts as a communications liaison with Department as required.
Responds to inquiries or refers them to the appropriate partner.
Delegates and follows up on action items that fall within realm of responsibility.
Special Projects as assigned by Executive or your Operations Manager.
Who- the Candidate:
4-5 years’ experience or equivalent in an administrative and or executive support level capacity with increasing responsibilities.
Excellent business acumen and ability to exercise sound judgment and prioritization.
Able to observe and maintain the utmost confidentiality.
Ability to work in a fast-paced environment.
Experience working with a publicly traded company
Inclusion & Diversity: Creates/supports an inclusive environment that values/celebrates differences
Integrity/Honesty: Behaves in an honest, fair, and ethical manner
Leadership: Is able and desires to lead, influence, and inspire others; motivates, empowers, develops, and directs people as they work
Collaboration and Teamwork: Works productively with and supports others to achieve goals; seeks partnerships and diverse perspectives
Adaptability/Agility: Tolerates uncertainty and ambiguity and can change priorities in a fast-paced environment
Decision Making: Uses logic and reasoning to evaluate alternatives and make effective, timely decisions
Strategic Thinking: Sets strategies that are aligned to vision and values of the company to achieve goals/vision/further the mission; considers the 'big picture' implications of decisions
Resilience: Remains persistent; recovers quickly from setbacks
How much:
$35/hr + 4% vacation pay
Where:
Vancouver, hybrid working model of 3 days onsite in office, and 2 remote. Require some flexibility should the executives’ needs require more onsite presence some weeks. Depending on the executives’ location, work may shift between office locations in Vancouver.
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!
French English bilingual Guest Relations Coordinator
Who - the Company:
Our client is a Canadian-owned and privately-held company with a Corporate Head Office in North Vancouver, BC. They are an extremely successful organization with a tremendous corporate culture and they have repeatedly earned recognition as one of the country’s best managed companies.
What - the Role:
Reporting to the VP, Marketing, this position is responsible for providing customer service, administrative and technical support to customers and operations team to ensure all brand-level questions, concerns and feedback received through media channels are responded to in a timely manner and in tune with brand personality. You will also be responsible for funneling all specific concerns where necessary, improving processes related to guest concerns, escalating issues and working closely with other teams to optimize response and close monitoring of concerns to assist with resolutions.
This role requires a thorough understanding of computer software and general word processing, including Microsoft Office (Word, Excel, and PowerPoint) and Adobe.
Who - the Candidate:
We are seeking an exceptional administrative professional with a strong business sense! 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, strong organizational, administrative and communication skills. The incumbent must also have the ability to work independently, manage multiple tasks and meet strict deadlines under pressure. This role requires a minimum of two years of administrative and customer service experience, excellent written and communication skills, strong analytical skills and proficiency with Excel, PowerPoint & Word. A post-secondary degree ideally in business or communication is preferred and being bilingual in French and English is required.
Where:
North Vancouver, BC. This location is very transit-friendly as it is close to the SeaBus Station and various bus routes.
How Much:
A competitive base salary within the range of $56,000 - $65,000 depending on experience. Overall package includes 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.
This is an exciting, well-rounded corporate reception and administrative assistant 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.
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This is an exciting, well-rounded corporate reception and administrative assistant 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’re on the lookout for a friendly and proactive Receptionist/Administrative Assistant with a creative marketing flair. If you’re skilled at creating a welcoming atmosphere, have a keen eye for detail, and have an interest in marketing and social media, this could be your perfect fit.
Key Responsibilities:
Welcome visitors and staff, offering assistance and refreshments.
Manage calls, mail, and office calendars.
Support meetings, events, and office organization.
Coordinate onboarding, and office supplies, and liaise with vendors.
Oversee company social media, website, and promotional materials.
Provide support to HR and Finance as needed.
Who - the Candidate:
Having 2+ years of experience in reception and administrative roles, particularly within a similar industry such as architectural firms, real estate/construction, engineering or law firms, will be considered a strong asset. Ideal candidates will be professional, friendly, and reliable, with excellent time management and organizational skills. Exceptional oral and written communication abilities are must have requirement. Proficiency in MS Office is required, along with a polished and professional phone manner. Experience in website and social media maintenance is highly desirable, as is the ability to handle multiple tasks in a fast-paced environment.
Where:
Vancouver, BC based and easily accessible by public transit. This role requires on-site work.
How Much:
The base salary for this role will be competitive and aligned with your experience, education, and skills, typically ranging from $45,000 to $55,000. 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.
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.
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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.
