Executive Assistant

Our client is seeking a new Executive Assistant to join their high-performance, tight-knit, and fun-loving team of professionals. This is a fantastic career opportunity for someone who is looking for diverse and rewarding administrative work and who wants to dedicate their career long-term to an entrepreneurial organization doing good work for our communities and our planet.

Who- the Company:

Our client is a reputable and well-established mid-size organization. This values-based and visionary company is doing important work across Canada in the environmental / sustainability sector. They are headquartered in downtown Vancouver in a beautiful and bright office. The organization has created a fast-paced, tightknit, and friendly corporate culture with a family-feel.

What- the Role &r Responsibilities:

On behalf of our client, SWIM is recruiting for a new Executive Assistant. This position offers a unique opportunity for an enthusiastic and keen individual to play an integral role in a dynamic office environment. The EA will have a well-rounded portfolio of responsibilities, with the main priority being executive assistance to the Principal. The EA will also provide administrative support to other leaders on the team and will take care of reception and office management- the latter is not a huge part of the role, given it’s not a large company. The responsibilities of this role will evolve over the years and the Executive Assistant will have the opportunity to take on new duties and challenges based on their performance and results. In the first few years, responsibilities will mostly entail the following:

• Calendar management for the Principal
• Actioning business emails forwarded by the Principal
• Travel coordination (mostly within Canada and the US), including booking flights, accommodations, and reservations
• Assisting the Principal with business and personal matters (the latter would be occasional and can be accomplished from the office or within downtown Vancouver, not running errands on the road)
• Supporting the Senior Leadership Team with business matters including company team events, business meeting logistics (internal and external meetings), finalizing presentations, and a variety of ad hoc requests.
• Greeting visitors at reception, taking phone calls, receiving and sending out couriers, and routing correspondence
• Preparing expense reports
• Office management including: monitoring and replenishing office supplies, ensuring maintenance of office equipment, maintaining storage room and office kitchen
• Supporting the onboarding of new staff, and phone plan management
• Assisting the accounting team with occasional bookkeeping tasks
• Occasional back-up to the Executive Assistant at the sister companies (i.e. vacation coverage), which would be reciprocated when this EA is on vacation

Who- the Candidate:

This is an exciting opportunity for an enthusiastic, bright, and self-motivated administrative professional with strong organizational skills and a high level of initiative to work in a fulfilling administrative capacity. We are seeking an administrative professional with 4 to 10 years of relevant and progressive experience in corporate administration.

The new EA will also have the personality and overall soft skills to mesh well with a collaborative, humble, and tightknit team. Friendly, effective, and professional communication skills are key (written & verbal), as is an approachable, professional, supportive, and down-to-earth style. Ideally candidates will have previous experience supporting a successful and entrepreneurial business of 10 to 50 employees. Qualified candidates will be proficient in MS Office Suite- Word, Excel, PowerPoint, and Outlook. Experience using CoPilot or other AI tools is an asset, but not required for someone willing to quickly learn.

Personal Characteristics:

• Ability to wear ‘multiple hats’, master multi-tasker with ability to prioritize various requests
• Intuitive and proactive, with the ability to “see around corners” and to predict what the senior leaders at the company may need support with before they even have the chance to ask
• Ability to change gears between various projects with shifting priorities
• Team player mentality
• Efficient with an innate sense of urgency
• Commitment to maintaining high levels of professionalism and confidentiality
• Strong attention to detail
• Ability to use judgment to take initiative when appropriate, and to think independently
• Excellent organization and time management skills
• Fun-loving and upbeat, with a great sense of humour!

How Much:

Base salary will be commensurate with experience and qualifications- anywhere from $60,000 to $90,000. The salary range is wide because our client is open to hiring an “up & coming” EA with only a few years of relevant experience but a high level of potential OR a more “seasoned” EA with many years of relevant experience who can hit the ground running.

The EA will also receive medical & dental benefits (from Day 1), a performance-based bonus, a pension plan (after 1 year of employment), professional development support (if relevant and approved), 3 weeks paid vacation plus a few bonus days at the end of the year, and a transit subsidy (if employee is taking transit daily). Please discuss your total compensation expectations in further detail with SWIM.

Where:

Our client is headquartered in downtown Vancouver, a close walking distance from Skytrain and Canada Line stations. The beautiful office has a gym, bike lockers, a rooftop patio, etc.! This is a full-time in-office role (with very occasional work-from-home flexibility as required).

When & How to Apply:

Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring Principal 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' to send us your resume (preferably in MS Word format as it works best with our internal systems). Thank you!