Senior Office Administrator, part-time

White Spot; Vancouver; On-site; CAD 58,000 - 88,000; Part time

Job summary

A reputable family office located in Downtown Vancouver seeks a Senior Office Administrator for a permanent part-time position (30 hours/week). The role involves travel coordination, calendar maintenance, office management, and supporting senior leaders. Ideal candidates have a strong administrative background, 5+ years of experience, and proactive communication skills. Benefits include competitive compensation ($58,000 to $88,000 pro-rated), health and dental coverage, and flexible scheduling.

Benefits

Health and dental benefits

Paid monthly cellphone

Discretionary annual bonus

Qualifications

• 5+ years relevant experience in office administration with a mix of EA and office management tasks.
• Experience directly supporting an executive is preferred.
• Strong knowledge of Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.

Responsibilities

• Plan and manage travel for the President.
• Maintain the President’s calendar and schedule meetings.
• Create and manage a welcoming, organized office environment.
• Support the Senior Accountant with expense reconciliations.

Skills

Detail oriented

Organized

Communication skills

Proactive

Tech savvy

Education

Relevant post-secondary education

Tools

Microsoft Office Suite

Job description

Part-time 30 hours a week (i.e. 75%), with flexibility on work schedule. Downtown Vancouver office. Fantastic opportunity for a well-rounded and adaptable administrative professional who is seeking a diverse, fulfilling, and permanent part-time job with a friendly, close-knit team. Working for a very stable, successful, and extremely reputable family-owned multi-entity company! Responsibilities include scheduling, travel coordination, office management, filing, occasional event planning, basic tech support, etc. Directly supporting 3 senior leaders.

Who- the Company:

Our client is a highly admired, reputable, and respected family office with a long history and very successful business operations.

What- the Role:

Swim Recruiting is seeking a Senior Office Administrator for this great organization. The company has a very stable team with low attrition, so it’s rare for them to be hiring.

The new employee will be directly supporting the President, the Director of Finance, and the Executive Director. The new Senior Office Administrator will have a variety of routine weekly/monthly/quarterly/yearly tasks, as well as ad hoc tasks. This role has a mix of Executive Assistant tasks, Office Manager tasks, and General Administrative Assistant tasks.

Responsibilities will vary and evolve over the years, and will include the following-

• Travel Coordination- Plan domestic and international, business and personal travel for the President, including booking flights, transportation, accommodation, etc.
• Scheduling & Calendar Maintenance- Manage the President’s calendar in an organized manner with thought given to timing and location. Aid with meeting scheduling for Executive Director and Director of Finance. Manage the booking calendar for the Boardroom.
• Office Management- Create a welcoming, well-run, clean, safe, and organized office environment for all employees in the office. Liaise with external service providers on equipment repairs, order inventory and supplies, communicate with property management on any issues in the office, prepare the Boardroom for meetings, clean and stock the office kitchen, select and order in-office catering, etc.
• File Maintenance- Physical and digital filing for the business, including creating new/improving upon existing filing systems, organizing documents by category and relevance, preparing file binders, etc.
• Tech Support- Help the President and others with occasional tech-related needs, such as setting up a new electronic device, helping with a computer issue, installing a new software, setting up AV equipment for an important meeting, etc. Working in a PC and Microsoft environment.
• Invoicing & Reconciliation- Support the Senior Accountant with office expense reconciliation, credit card reconciliations, and paying bills as needed.
• Ad hoc Projects and Errands- Run the occasional errand (mostly within walking distance of office), review and renew the President’s various subscriptions and memberships, plan the occasional social event for the office, etc.

Our client is a small yet mighty organization, and everyone there wears many hats. There is no room for “that’s not in my job description” attitude- everyone pitches in and helps out where the can.

This position offers an excellent opportunity for an experienced professional with strong administrative and organizational skills to contribute to a well-run and diversified executive office. This is a stable and long-term career opportunity!

Who- the Candidate:

We are seeking a Senior Office Administrator who has relevant work experience and skills, of course, but also has the personality to mesh well with the collaborative and humble team. Friendly and effective communication skills are key, as is an approachable and down-to-earth style. Candidates will ideally have previous experience with another small yet complex privately-held company- ideally a family office. Being self-motivated with the ability to work under minimal supervision is also key. We are looking for someone who is happy to seek out tasks and projects, and who is very proactive and resourceful. The ideal person for this role will be able to “look around corners” to figure ways to help out the team and the company.

What- the Knowledge, Skills, & Experience

• At least 5 years relevant and progressive experience in office administration, with a mix of EA tasks, office management tasks, and general administration tasks.
• Experience directly supporting an executive is preferred.
• Relevant post-secondary education is preferred.
• Tech savvy, with ability to troubleshoot technology and computer issues that crop up.
• Strong knowledge of Microsoft Office Suite, including Outlook, Word, Teams, Excel, and PowerPoint.
• Excellent communication skills, both verbal and written.
• We’re looking for all sorts of great soft skills in this new Senior Office Administrator! The list includes… detail oriented, organized, patient, resourceful, friendly, humble, mature, easy going, upbeat, proactive, professional, adaptable, loyal, and trustworthy.

Where & When:

Fully in-office role. This organization is headquartered in the heart of downtown Vancouver corporate office, just a short walk away from a SkyTrain station and plenty of amenities.

This is a permanent part-time role and the Administrator will work 30-hours a week, i.e. a 75% work schedule. The hiring executives are flexible on the Administrator’s schedule…it could be 6 hours a day x 5 days a week, it could be 7.5 hours a day x 4 days a week, etc. This is a fantastic role for someone who is seeking a flexible reduced schedule for family reasons or other personal reasons!

How Much:

The company will provide their new Senior Office Administrator with a fair base salary, commensurate with administrative experience, skills, and education- $58,000 to $88,000. The salary range is very wide as the company is open minded to a variety of work experience and qualification levels (5 years, 20 years, etc.). Please note that this salary will be pro-rated according to the schedule- for example, a $70,000 annualized salary would be pro-rated to $52,500 (75% of $70,000). The package also includes equivalent to 6% vacation pay (i.e. 3 weeks annualized), health & dental benefits, paid monthly cellphone, and a small discretionary annual bonus.

How to Apply:

Swim Recruiting has been engaged exclusively on this unique search and we will be representing short-listed candidates directly to the hiring team for consideration. If you are interested in this fantastic part-time administrative opportunity with a reputable and very well-established family office, please let us know today and we can discuss further!If you already have a Recruiter at SWIM, please reach out directly. If you do not yet have a contact at Swim Recruiting, please hit ‘APPLY’ to send us your resume. Thank you!