Executive Office Administrator & Scheduler

Swim Recruiting; Vancouver; On-site; CAD 60,000 - 80,000; Full time

Benefits offered by this job

Benefits

Paid vacation

Job summary

Swim Recruiting seeks an Office Administrator in Vancouver to support the CEO, Controller, and two senior leaders. You will manage calendars, prepare meeting materials, coordinate travel, and handle AP invoices, vendor files, and office operations.

The role requires meticulous organization, reliability, and discretion in a fast-paced small office. A post-secondary degree is preferred, with 3+ years in a similar setting and strong MS Office skills. Full-time, on-site in Vancouver.

Qualifications

• Experience supporting multiple executives or senior professionals.
• Experience with Accounts Payable and vendor management.
• Strong MS Office and calendar management skills.

Responsibilities

• Schedule and manage calendars for four senior leaders.
• Prepare meeting materials and agendas.
• Process Accounts Payable and expense reports (~20 invoices/week).
• Coordinate travel including flights, accommodation, and itineraries.
• Order and manage office supplies and catering.
• Maintain administrative files and vendor records.
• Assist with events and ad hoc tasks as needed.

Skills

Calendar management

Scheduling

Communication skills

Organization

Attention to detail

Discretion

Proactivity

Executive support

Education

Post-secondary degree preferred

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Word

CRM

Job description

Swim Recruiting seeks an Office Administrator in Vancouver to support the CEO, Controller, and two senior leaders. You will manage calendars, prepare meeting materials, coordinate travel, and handle AP invoices, vendor files, and office operations.

The role requires meticulous organization, reliability, and discretion in a fast-paced small office. A post-secondary degree is preferred, with 3+ years in a similar setting and strong MS Office skills. Full-time, on-site in Vancouver.