Executive Assistant to CEO

Swim Recruiting; Vancouver; On-site; CAD 80,000 - 93,000; Full time

Job summary

A leading recruitment firm is seeking a Senior Executive Assistant to support the CEO and other senior leaders in Vancouver. This role involves calendar management, travel coordination, and oversight of executive meetings. The ideal candidate has over 10 years of experience in similar roles, with strong proficiency in MS Office. An excellent work environment with a focus on integrity and professional development awaits the successful candidate.

Benefits

Annual performance bonus

RRSP match

Excellent extended benefits

Paid vacation program

Monthly transportation allowance

Professional development support

Qualifications

• At least 10 years of relevant work experience.
• 4+ years’ experience directly supporting C-suite executives.
• Strong proficiency in MS Office and digital systems.

Responsibilities

• Support the CEO with calendar management and travel coordination.
• Plan and coordinate executive meetings and events.
• Liaison with the Board of Directors.

Skills

Proactive approach

Exceptional judgment

Strong communication

Self-motivation

Emotional intelligence

Tools

MS Office

SharePoint

Job description

Overview

Senior Executive Assistant and trusted advisor to a CEO. Play a key role in a growing company with a strong reputation and bright future. Make a meaningful impact to the business while supporting kind, intelligent, and values-driven leaders.

Who – the Company

Our client is a growth-focused company headquartered in downtown Vancouver. This mid-size organization is steadily expanding and maintaining a long-standing reputation for doing things the right way — strategically, ethically, and with a focus on long-term success. The Vancouver head office is home to around 40 corporate staff, with operations that span Canada and the U.S. The culture is down-to-earth, friendly, and professional, with little room for big egos or high drama.

What – the Role

This is a unique opportunity for a seasoned Executive Assistant to directly support an intelligent, busy yet self-sufficient, and respectful CEO, while also supporting two other senior leaders (in HR and in Corporate Affairs). The role includes classic EA responsibilities (calendar management, travel coordination, Board of Directors relations, preparing meeting materials and finalizing presentations, etc), as well as optional opportunities to get involved in HR projects, process improvement initiatives, and corporate office operations.

The incoming EA will act as a key liaison with the Board of Directors and will be trusted to plan and coordinate executive meetings and events such as Board meetings, executive retreats, social events, holiday parties, etc. The Senior EA will manage information flow and bring clarity and order to digital systems (using MS Office, SharePoint, etc.). There’s room to grow for a strong performer and the Senior Executive Assistant can shape their role to include increased responsibilities over the years.

Who – the Candidate

We are seeking a well-rounded Executive Assistant with at least 10 years of relevant work experience and 4+ years’ experience directly supporting C-suite Executives (ideally CEOs, CFOs, CHROs, and/or CLOs) within complex, corporate environments. Candidates will be highly proficient with MS Office (Teams, Outlook, Word, Excel, PowerPoint) and SharePoint and will be computer/systems savvy.

Candidates must be strong in all classic EA areas- travel coordination (using a trusted 3rd party travel agency as needed), calendar management, preparing documents and materials for meetings and presentations, and Board relations.

SWIM is looking out for EAs who are known for exceptional judgment, a proactive approach, high level of integrity, a thoughtful and polished communication style, and plenty of self-motivation. The successful candidate for this role will have a calm, steady, and engaging presence, with the natural discretion to make them a trusted go-to for the corporate leaders.

The new EA will be someone who thrives in a full-time in-office role and who appreciates building strong relationships face-to-face. On behalf of our client, Swim Recruiting is searching for an EA who brings kindness, creativity, and emotional intelligence to their work. We know, and our client knows, how a truly great EA can elevate a leadership team and add lasting value across an organization.

Bonus Points

• Experience directly supporting an impressive and high-profile Board of Directors, including planning local and out-of-town Board Meetings
• Experience working in a mid-size publicly-listed company
• Experience working in the corporate office of a company that has employees and operations in other Canadian provinces or countries
• Interest, education, and/or career background in HR, finance, legal, or corporate affairs is an asset, but not required.
• A track record for cleaning up systems and improving digital processes and filing (e.g. SharePoint)
• Experience sitting on Employee Committees (for example, Social, Health & Safety, Employee Engagement, etc.)
• Skilled in corporate event planning

How Much

The salary for this role is commensurate with EA experience and skills, and will range from $80,000 to $93,000, with a sweet spot of $87,000 to $90,000. Additionally, the EA will be eligible for:

• Annual performance bonus
• RRSP match
• Excellent extended benefits (health, dental, vision), with the option to customize based on employee’s personal & family needs
• Paid vacation program
• Monthly allowance for downtown parking or transit (taxable benefit)
• Relevant professional development support- this company is very supportive of ongoing education and self-improvement

Where

Based in the heart of downtown Vancouver office in a beautiful building. Very close to rapid transit and major bus lines. This is a full-time, in-office role (Monday to Friday). There is a monthly transportation allowance provided to help cover transit or driving/parking. This company doesn’t have a hybrid-work program, but there is some flexibility when needed for important personal appointments, family health reasons, etc.

Note on Relocation: Swim Recruiting will primarily interview candidates who already live in Greater Vancouver but will also consider excellent EA candidates who live elsewhere in Canada and are very serious about moving to Vancouver (within less than a month). If you are applying from outside Vancouver, please make your relocation intentions clear on your resume or in a short cover letter.

When & How to Apply

Swim Recruiting will be conducting initial screening, interviewing, and shortlisting on behalf of our client. Once shortlisted, qualified candidates will be presented directly to the hiring team for consideration and there will be a ~3 step interview process. 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 to send us your resume (cover letter is optional). Thank you!