Executive Assistant

Swim Recruiting; Vancouver; On-site; CAD 45,000 - 62,000; Full time

Job summary

Swim Recruiting supports a global company in Vancouver by hiring an Executive Assistant to cover the upcoming leave for three senior leaders in People & Culture and Corporate Communications.

The contract runs from Sept 8th to at least early November with potential extension. The role requires calendar management, meeting preparation, event planning, and cross-functional support. 4+ years of EA experience in a large, complex organization is preferred.

Qualifications

• 4+ years of EA experience supporting senior leaders.
• Experience with large, complex, global companies preferred.
• Strong organization, accuracy and communication skills.

Responsibilities

• Calendar management
• Organize and prepare correspondence
• Prepare meetings and events including arranging catering, preparing materials, and scheduling people, locations, and resources
• Research and plan departmental events and off-site meetings
• Track, process, and code expenses and invoices
• Assist with project management and ensure deadlines are met
• Assist with preparing and finalizing meeting materials (MS Word, Excel, PowerPoint)
• Contribute to employee engagement initiatives and office social events

Skills

Calendar management

Executive support

Interpersonal skills

Attention to detail

Communication

Tools

MS Word

MS Excel

PowerPoint

Job description

Contract from Tuesday Sept 8th to at least early November, and perhaps into December. Full-time hours. Supporting 3 Executive Leaders in People & Culture and Communications. Working for a very successful and well-established global company in a unique and exciting industry. Fast-paced and dynamic corporate culture. Read Full Description

Contract from Tuesday Sept 8th to at least early November, and perhaps into December. Full-time hours. Supporting 3 Executive Leaders in People & Culture and Communications. Working for a very successful and well-established global company in a unique and exciting industry. Fast-paced and dynamic corporate culture.

Who- the Company:

Our client has a long history of creating successful products that are sold globally. They have values that promote teamwork, trust, and sincerity. The company has approximately 1000 employees and is continuing to grow. Multiple entities, operations in many countries, very complex and interesting business.

What- the Role:

Our client is looking for an Executive Assistant to cover the upcoming leave of an EA who has been with the company for many years. There will be at least 1 week of cross-training with the current EA on the front-end. This contract will start on Tuesday Sept 8th, right after the Labour Day Long Weekend. The consulting EA will support 3 Senior Leaders in the areas of People & Culture and Corporate Communications.

• Calendar management
• Organize and prepare correspondence
• Prepare formeetings and events including arranging catering, preparing materials, and scheduling people, locations, and resources
• Research and plan departmental events and off-site meetings
• Track, process, and code expenses and invoices
• Assistwith project management and ensure project deadlines are met
• Assistwith preparing and finalizing meeting materials (using MS Word, Excel, PowerPoint, and a few other systems)
• Contributing to employee engagement initiatives and office social events

Who- the Candidate:

• Qualified candidates will have at least 4 years of relevant EA work experience supporting senior leaders (VPs, SVPs, and/or C-Suite Executives.
• Experience as an EA with a large, complex, and global company is highly preferred.
• Experience supporting P&C and/or Communications teams is definitely an asset, but not required.

We are seeking people who are very organized and accurate, with strong interpersonal skills and a high attention to detail. Excellent communication skills and relationship building abilities are important in this role- upbeat, confident, and friendly. We are looking for people who are self-motivated and proactive, and who will seek work out rather than sit back and wait for the work to come to them.
Candidates must be fully available for a full-time contract commencing Sept 8th, with availability going until end of 2026 (exact end-date is to be determined, likely in Nov or Dec of 2026).

How Much:

Hourly rate commensurate with experience, skills, and education depending on relevant skills and work experience- likely in the range of $33 to $45 (with the top end reserved for candidates with several years of relevant experience). Please discuss your compensation expectations with SWIM.

Where:

Based in the company’s beautiful Vancouver head office– accessible by car, bike lanes, walking trails, bus, and SkyTrain. 4 to 5 days/week in-office.