Office Administrator & Executive Assistant

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

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

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

Key Responsibilities:

Administration

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

Executive Assistant Duties

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

General

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

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

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

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

When & How to Apply:
This search is moving extremely quickly! If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY NOW’ and send us your resume.