Executive Assistant to Two C-Suite Leaders (12 Month Maternity Leave Contract)

Swim Recruiting; Vancouver; Hybrid; CAD 60,000 - 80,000; Part time

Job summary

A leading recruitment agency in Vancouver seeks an Executive Assistant to support two high-performing C-suite leaders. The role requires strong organizational skills, proficiency with MS Office and SAP Concur, and 2+ years of experience supporting senior executives. The position offers a competitive hourly rate of $45–$50 with a flexible hybrid work model.

Benefits

4% vacation pay

Flexible hours

Hybrid work model

Qualifications

• 2+ years of progressive experience supporting senior or C-suite executives.
• Confident, proactive, and highly organized professional.
• Flexibility to adjust hours for global operations.

Responsibilities

• Manage and prioritize complex calendars across time zones.
• Assist with managing high-volume inboxes and communications.
• Organize meetings and coordinate travel arrangements.

Skills

Strong interpersonal skills

Proficiency with MS Office

Attention to detail

Ability to prioritize

Excellent communication skills

High level of discretion

Tools

SAP Concur

SharePoint

Job description

Overview

A fulfilling and rewarding opportunity to support two dynamic executives at a rapidly growing global organization in a fast-evolving and innovative technology sector.

Who

Our client is an innovative, fast-growing organization with its global headquarters overseas and its North American head office in downtown Vancouver. They operate in a fascinating industry that blends technology, infrastructure, and sustainability, with operations spanning multiple time zones. The team is collaborative, professional, and driven by shared values and a long-term vision for growth.

What - the Role

This 12–14-month maternity leave contract is an exciting opportunity for an pro active Executive Assistant to make a meaningful impact while supporting two high-performing, values-driven C-suite leaders. You’ll be a trusted partner, ensuring their days run seamlessly while contributing to the success of a global organization with a bright future.

Key responsibilities include:

• Calendar Management: Manage and prioritize complex calendars across multiple time zones; coordinate meetings, logistics, and competing demands.
• Email & Communication Support: Assist with managing high-volume inboxes, flagging priorities, and independently addressing items where appropriate while maintaining confidentiality.
• Meeting & Event Coordination: Organize onsite, offsite, and board meetings, including materials, logistics, and catering.
• Travel Arrangements: Coordinate domestic and international travel, including flights, hotels, itineraries, and local logistics.
• Expenses & Invoicing: Process and track expenses through Concur (or similar systems) and manage credit card reconciliations.
• Special Projects & Events: Support ad hoc initiatives and assist with company or team events as required.
• General Administrative Support: Provide additional executive and team assistance as needed.

Who- the Candidate

You’re a confident, proactive, and highly organized professional who thrives in a fast-paced, global environment. You bring 2+ years of progressive experience supporting senior or C-suite executives and enjoy staying one step ahead of what’s needed.

What You Bring

• Strong interpersonal skills and confidence engaging with senior stakeholders.
• Proven experience managing complex calendars across time zones.
• Proficiency with MS Office, SharePoint, and SAP Concur (or similar tools).
• High level of discretion and professionalism in handling sensitive information.
• Excellent communication skills—clear, concise, and attentive.
• Strong attention to detail and follow-through.
• A collaborative and adaptable mindset.
• Ability to prioritize effectively and solve problems proactively.
• Flexibility to occasionally adjust hours to support global operations.

Where

Based out of a corporate office in downtown Vancouver, conveniently accessible by public transit and close to many amenities and shops. Hybrid work model available- 3 days a week in the office and 2 days a week from home. This role requires flexibility to occasionally adjust hours to support global operations and executive needs.

How Much

Competitive hourly rate commensurate with experience: $45–$50/hour + 4% vacation pay.

When & How to Apply

This search is moving extremely quickly! SWIM has been engaged exclusively to do initial interviewing and will be presenting the profiles of shortlisted candidates directly to the hiring team. If you already have a Recruiter at SWIM, please reach out to that person very soon. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY NOW' and send us your resume. Thank you!