Administrative Assistant – Executive Support

Swim Recruiting; Vancouver; Hybrid; CAD 63,000 - 105,000; Full time

Job summary

Swim Recruiting seeks an Administrative Assistant to join its Executive Support team in Vancouver. You will provide reliable, proactive administrative support and own key activities to help the team stay organized and efficient.

You may advance into broader Executive Assistant responsibilities over time, learning from an established EA team and gaining exposure to a sophisticated executive support environment. This hybrid Vancouver role focuses on accuracy, initiative and collaboration.

Qualifications

• Previous administrative or coordination experience in a professional environment.
• Excellent attention to detail and a high standard of accuracy.
• Strong organizational and time-management skills.
• The ability to manage multiple priorities and follow through consistently.
• Strong written and verbal communication.
• A proactive approach to your work.
• Good judgment and professionalism.
• Confidence working with different personalities and stakeholders.
• A collaborative, team-oriented mindset.
• Curiosity and a genuine willingness to learn.
• The ability to receive feedback and put it into practice.
• Comfort working in a fast-moving environment where priorities can change.

Responsibilities

• Providing reliable, accurate and proactive administrative support across the Executive Support team.
• Taking ownership of administrative activities that help keep the team organized and operating efficiently.
• Supporting organization and coordination of offsites and events.
• Coordinating logistics, bookings, materials and other administrative requirements for offsites.
• Providing broader day-to-day administrative support across the team.
• Organizing documents, information and administrative materials.
• Supporting internal coordination and communication.
• Helping keep administrative processes organized and on track.
• Managing multiple requests and priorities with strong attention to detail.
• Identifying opportunities to make administrative processes simpler and more efficient.
• Taking on additional administrative projects as the needs of the team evolve.

Skills

Organization

Attention to detail

Time-management

Communication

Proactive

Team collaboration

Tools

Google Workspace

Slack

Job description

Are you a strong Administrative Assistant or Coordinator who loves keeping things organized, taking ownership of the details and making sure nothing falls through the cracks? Perhaps you’re also thinking about what the next few years of your career could look like and would love the opportunity to learn from an established team of Executive Assistants? This could be a fantastic opportunity. SWIM is partnering with a high-growth, global technology organization to recruit an Administrative Assistant into its Executive Support team. The role will provide broader administrative support to the team, taking ownership of important areas such as expense administration, offsite coordination and general team support. For someone with the right ambition and potential, there could also be an opportunity to develop into broader Executive Assistant responsibilities over time.

Who – The Company

Our client is a successful, high-growth global organization with an excellent reputation for its culture, innovation and people. As the organization continues to grow, its Executive Support function is evolving alongside it. You’ll be joining an established and collaborative team of Executive Assistants who support senior leaders across the organization. Rather than operating as a standalone Administrator, you'll be part of a team where you can learn from experienced EAs, gain exposure to a sophisticated executive support environment and continue developing your skills.

What – The Role

As Administrative Assistant, your primary responsibility will be providing reliable, accurate and proactive administrative support across the Executive Support team. You’ll take ownership of administrative activities that help keep the team organized and operating efficiently.

• Taking ownership of expense reports, ensuring submissions are accurate, complete and processed on time.
• Supporting the organization and coordination of team offsites and events.
• Coordinating logistics, bookings, materials and other administrative requirements for offsites.
• Providing broader day-to-day administrative support across the team.
• Organizing documents, information and administrative materials.
• Supporting internal coordination and communication.
• Helping keep administrative processes organized and on track.
• Managing multiple requests and priorities with strong attention to detail.
• Identifying opportunities to make administrative processes simpler and more efficient.
• Taking on additional administrative projects as the needs of the team evolve.

The successful candidate will be someone the team can depend on to take ownership of the details and follow things through to completion.

Who – The Candidate

We’re looking for a strong Administrator who combines excellent organization and attention to detail with curiosity, initiative and a desire to learn.

You may currently be working as an:

• Administrative Assistant
• Administrative Coordinator
• Team Assistant
• Business Coordinator
• Office Coordinator
• Executive Coordinator
• Emerging/Junior Executive Assistant

You don't need years of C-suite support experience. In fact, this could be particularly interesting for someone who has built a strong administrative foundation and is now wondering what their next step could look like.

You will ideally bring:

• Previous administrative or coordination experience in a professional environment.
• Excellent attention to detail and a high standard of accuracy.
• Strong organizational and time-management skills.
• The ability to manage multiple priorities and follow through consistently.
• Strong written and verbal communication.
• A proactive approach to your work.
• Good judgment and professionalism.
• Confidence working with different personalities and stakeholders.
• A collaborative, team-oriented mindset.
• Curiosity and a genuine willingness to learn.
• The ability to receive feedback and put it into practice.
• Comfort working in a fast-moving environment where priorities can change.

Most importantly, we're looking for someone who takes pride in doing the small things exceptionally well.

An Opportunity to Develop

While this is an Administrative Assistant role today, there could be an opportunity for the successful candidate to develop into broader Executive Assistant responsibilities over time. You'll be working alongside an established team of EAs and gaining exposure to how a high-performing Executive Support function operates. For someone who demonstrates the right capability, curiosity, judgment and initiative, this environment could provide an excellent foundation for building a longer-term career in executive support. We're therefore interested in meeting both strong career Administrators and emerging EA talent who are excited about continuing to develop.

Technology & AI

Our client embraces technology and is continually exploring smarter and more efficient ways of working. You'll ideally be comfortable with modern productivity and collaboration tools such as Google Workspace and Slack, as well as learning new systems. An interest in AI and emerging productivity tools is also welcomed. You don't need to be an AI expert. We're more interested in someone who is curious, adaptable and interested in learning how technology can make administrative work more efficient.

Why This Opportunity?

Join an established Executive Support team.

Develop your career.

Take genuine ownership.

Learn from a great team.

Join a high-growth technology organization.

Where

This is a hybrid opportunity based in Vancouver.

Compensation & Benefits

The anticipated base salary is up to $75,000, depending on experience. The overall package also includes a comprehensive range of employee benefits and perks.