Executive Assistant

Small public company headquartered in downtown Vancouver. Great opportunity for an Administrative Assistant who is seeking the next step in their career. Very well-rounded role with lots of variety in day-to-day tasks. Excellent corporate culture with long-tenured employees and a tight-knit team.

Who- the Company: 
Our client is a publicly listed that is headquartered in Vancouver. The company has a tightknit team, and it’s a well-established organization with very good job stability.  

What- the Role: 
Our client is looking a new Executive Assistant. The ideal candidate will be experienced in handling a wide range of office tasks, be very well organized and will have the ability to interact and build relationships within the Company. The EA reports directly into a Vice-President who has been with the company for 10 years and also administratively supports the CEO, CFO, COO, and others on the finance and asset management teams. There are a total of 12 people working in the corporate office every day.

• General office services and administrative support.
• Manage incoming and outgoing courier and mail.
• Maintain kitchen cleanliness and snack supplies
• Order and maintain inventory of office supplies
• Coordinate calendars, appointments, boardroom bookings, off-site and on-site meetings, conference calls, social engagements, travel arrangements and catering in support of smooth and efficient meeting facilitation.
• Provide executive assistance to senior leaders, including but not limited to administrative support, booking travel, expense reports, record keeping, inventory control, filing, correspondence and other errands as required.
• Preparation of materials for internal/external meetings including meeting documents and presentations.
• Liaise with external consultants on IT related matters.
• Support onboarding process of new staff.
• Use discretion in managing correspondence, reports and all matters of confidentiality
• Scan and photocopy documents as required.
• Greet visitors and answer occasional phone calls (usually fewer than 5 a day)
• Process invoices/expense reports in a timely manner.
• Data entry and data management related to corporate sustainability, corporate governance and legal, and finance.  

Who- the Candidate:
This is a very well-rounded intermediate-level administrative role. Qualified candidates will have 3 years relevant administrative work experience in a corporate setting (please note we will also consider great candidates with under 3 years relevant work experience, but the title may no longer be Executive Assistant in that case). We’re looking for someone who enjoys being part of an entrepreneurial environment and who is hands-on, resourceful, organized, and detail-oriented. This is a unique opportunity to have direct accountability for the administration and office services at an established public company where you can feel part of the big picture and be a catalyst for the smooth operation of the business. Great communication skills are key. Previous work experience with a small public company is a “nice to have”, NOT required. Strong computer skills are required.  

• Degree in Business Administration or related diploma, real estate/sustainability experience an asset
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook, etc.)  and Adobe Suite (Pro, InDesign, Acrobat, etc.)
• Attention to detail
• Strong verbal and written communication skills
• Confidentiality and discretion with sensitive information

How Much:
Base salary is commensurate with level of work experience, administrative skills, and education- the full range is quite wide, from $50,000 to $75,000, with a sweet spot of around $60,000. Please note that candidates will need to have all the qualifications and well over 4 years of relevant work experience to be considered at the high end of the range. This new employee will also receive 3 weeks paid vacation, a very robust benefits plan (health, dental, and vision) with a competitive amount on paramedical services (such as RMT), plus an annual health spending account for additional medical expenses, an annual Fitness Allowance of $1000 (can be used for gym membership, a bike, etc.- taxable benefits), and a paid  monthly transit pass (Compass card).  The EA is also eligible for a small discretionary performance-based bonus. Please discuss your total compensation expectations further with SWIM.  

Where:  
Downtown Vancouver in the heart of the financial district, very transit accessible (close to a SkyTrain station). Beautiful corporate office with great views and an inviting, modern feel. On-site gym and showers. This is a full-time in-office role, and the hours are 8am to 5pm with a 1-hour lunch break. The company will pay for their new EA’s monthly Compass pass if they take transit to work.

When & How to Apply: 
This search is moving VERY quickly!  If you already have a Recruiter at SWIM, please reach out very soon to discuss further. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY NOW’ and send us your resume (preferably in MS Word format as it works best with SWIM’s internal systems). Thank you!