Executive Assistant

Swim Recruiting; Vancouver; Hybrid; CAD 96,432,000 - 110,208,000; Full time

Benefits offered by this job

Vacation pay 4%

Job summary

Swim Recruiting in Vancouver seeks an Executive Assistant for a contract role supporting two members of the Executive Team. Hybrid schedule requires 4 days in-office with 1 day remote, and travel coordination with a seasoned leadership group.

The role focuses on calendar management, briefing preparation, expense oversight, and project support, with a strong emphasis on discretion and confidentiality in a fast-paced environment.

Qualifications

• 3+ years' experience in administrative or executive support roles.
• Ability to exercise sound judgment and prioritize tasks.
• Ability to handle confidential information with discretion.
• Experience in a fast-paced environment and with a publicly traded company.

Responsibilities

• Coordinate Executive’s calendar and contacts, following allowed authority.
• Set work priorities and direct assignments to staff accordingly.
• Schedule meetings, book rooms, arrange tech and refreshments.
• Maintain confidential information and ensure proper handling.
• Coordinate multi-leg travel with the team and adjust schedules.
• Own expense reports and oversee department expense approvals.
• Act as liaison with departments and respond to inquiries.
• Prepare briefing notes and meeting minutes as required.
• Provide executives with meeting documentation and correspondence.
• Delegate and follow up on action items; handle special projects.
• Oversee onboarding of new Executive direct report team members.

Skills

Executive support

Calendar management

Travel coordination

Confidentiality

Prioritization

Tools

Microsoft Office

Job description

This is a contract through January 29, 2027 with chance of extension if business and performance align, and possible consideration for future permanent opportunities.

Who – The Company:

Our client, one of Vancouver’s most sought-after companies to work for, with global operations and an impeccable reputation, is seeking an Executive Assistant who is adaptable, driven, and thrives in a fast-paced environment.

What- The Role:

In the hybrid workplace program (minimum 4 days in office per week), you are the connector between senior leadership and departmental team needs. Principal scheduler, timekeeper, planner, and coordinator to two members of the lululemon Executive Team, the Executive Assistant has a vital role in the success of their departments. Tasks in this role include (but are not limited to):

• Coordinates Executive’s calendar and contacts, according to allowed authority.
• Establishes work priorities and directs assignment of work to various department staff according to scope of allowed authority.
• Coordinates Executive’s calendar and sends meeting invitations and agendas to attendees, books meeting rooms and arranges for Tech resources and refreshments in support of efficient meeting facilitation.
• Maintains confidential information for the business, team and leadership and ensures information is handled appropriately.
• Coordinates multi-leg travel, often requiring continuous changes and rescheduling, in conjunction with team of Executive Assistants and according to most Senior Executive travel plan.
• Owns Executive’s expense report submission, in policy compliance. Oversees the approval of department expenses, including the review of employee expense claims for accuracy and adherence to policy on behalf of Executive.
• Acts as a communications liaison with Department as required.
• Responds to inquiries or refers them to the appropriate partner.
• Prepares briefing notes and minutes of meetings, as required.
• Provides Executives with documentation needed for meetings and correspondence with the business.
• Delegates and follows up on action items that fall within realm of responsibility.
• Special Projects as assigned by Executive.
• In partnership with P&C, owns and oversees onboarding of incoming new members of Executive direct report Team

Who- the Candidate:

• 3+ years’ experience or equivalent in an administrative and or executive support level capacity with
• increasing responsibilities.
• Excellent business acumen and ability to exercise sound judgment and prioritization.
• Able to observe and maintain the utmost confidentiality.
• Ability to work in a fast paced environment
• Experience working with a publicly traded company.

How much:

$35/hr + 4% vacation pay.

Where:

Vancouver, hybrid working model of 4 days onsite in office, and 1 remote. Require some flexibility should the executives’ needs require more onsite presence some weeks.