Executive Operations Partner

Swim Recruiting; Vancouver; Hybrid; CAD 90,000 - 100,000; Full time

Job summary

A recruitment agency is looking for an Executive Operations Partner to support a founder in Vancouver. The role involves managing operations, optimizing systems, and coordinating projects. Candidates should have ~4 years of experience, strong organizational and communication skills, and advanced proficiency in various business tools. This hybrid position offers flexibility with a salary range of $90,000 to $100,000, including benefits.

Benefits

Health & dental benefits

Paid vacation

Qualifications

• Minimum of ~4 years of experience in a similar role.
• Experience in entrepreneurial or founder-led organizations preferred.
• Advanced technical proficiency and dereputable in using AI tools.

Responsibilities

• Manage and optimize calendars, meetings, and communications.
• Maintain organized systems and documentation.
• Collaborate daily with stakeholders.

Skills

Organizational skills

Communication skills

Problem-solving skills

Time management

Proactiveness

Tools

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Adobe

SharePoint

Canva

MS Dynamics 365

Job description

Who- the Company:

Our client is a privately held family office established in 2010. The firm combines financial, human, and impact capital to support high-growth companies in Western Canada. The organization also manages a diverse portfolio of businesses across several sectors including a venture fund, national laboratory network, and a manufacturing company.

What- the Role:

Our client is seeking a highly organized and strategic Executive Operations Partner to directly support the founder and oversee the administration, operations, and strategic execution of his businesses. Acting as the Founder’s right hand, this individual will streamline his day-to-day activities, anticipate needs, and ensure seamless execution across all priorities. This role goes beyond that of a traditional Executive Assistant; it is a true strategic partnership. Key responsibilities are listed below:

• Manage and optimize calendars, meetings, and communications.
• Maintain organized and efficient systems and documentation.
• Track renewals, deadlines, and projects to ensure timely execution.
• Collaborate daily with internal and external stakeholders.
• Anticipate needs and take proactive initiative.
• Lead small projects or initiatives end-to-end, managing all communication and coordination.
• Thrive in a fast-paced, dynamic environment while delivering exceptional quality work and attention to detail.

What- the Systems:

Daily use of Excel, Word, PowerPoint, Adobe, SharePoint, Canva, and MS Dynamics 365. This person will be encouraged to research and utilize other AI tools for business needs and efficiency.

Who- the Candidate:

This is a highly dynamic senior-level Administrative and Operations role. The ideal candidate will bring a minimum of ~4 years of experience in similar positions, preferably within entrepreneurial or founder-led organizations.

We are seeking a proactive, decisive, and exceptionally organized professional. Someone who thrives in fast-paced environments, demonstrates sound judgment, and manages multiple priorities with ease. The right candidate will be confident, resourceful and dependable, with a proven ability to drive results independently while maintaining a collaborative approach.

Exceptional communication skills (verbal, non-verbal, and written) are essential. Integrity, professionalism, and a strong sense of ownership are core to success in this role. Advanced technical proficiency is required, and a forward-thinking approach to leveraging AI and technology in daily operations is highly valued.

Where:

This is a hybrid role, offering flexibility in location and schedule. The successful candidate can choose to work from any of the three businesses (in and around the Vancouver area) on a daily basis and can work from home 1 to 2 times a week.

How Much:

Base salary is commensurate with relevant skills and experience, likely in the range of $90,000 to $100,000, perhaps with bit of wiggle room beyond that for someone who has robust and very relevant experience. Additionally, the candidate will receive health & dental benefits, and paid vacation. Please discuss your base salary and total compensation expectations in more detail with SWIM.

When & How to Apply:

SWIM has been engaged as the exclusive recruitment partner on this search and will be presenting the resumes and profiles of shortlisted candidates directly to the hiring team for review.