We are looking for someone who can schedule meetings for several executives, book a work trip, process a couple AP invoices, change a light bulb, order in catering, take stock of the office supplies, and update an Excel spreadsheet- all on the same day! The company works within a lean and collaborative structure, and the Office Administrator will work closely with senior leadership and external stakeholders to ensure smooth office operations. On behalf of our client, Swim Recruiting is seeking a new Office Administrator.

The Administrator will report into the CEO, and will directly support the CEO, as well as the Controller, and 2 other senior individuals.

The Office

Administrator will be responsible for the following: Scheduling and calendar management for 4 senior leaders Prepare meeting materials and agendas Accounts Payable and Expense Reports. These tasks will take around 10 to 15 hours a week, on average. Maintain administrative files and records, including contact info for relevant vendors and service providers Travel coordination, including booking flights, sourcing and reserving accommodation, figuring out transportation, and preparing travel itineraries Order and manage office supplies Figure out office equipment maintenance and repairs, as needed Help with event planning Any and all ad hoc administrative tasks and accounting-related administration that come up at the office!

This is a dynamic role for someone who thrives in a quick-paced small office environment with shifting priorities! We are seeking a very organized and detail-oriented administrative professional with 4+ years of relevant work experience in a small office.

Experience "wearing many hats" in a small office environment, for example, an investment firm, small real estate firm (such as a REIT),



accounting firm, law firm, junior mining company, family office, executive office, etc.

Experience administratively supporting multiple executives or senior professionals, ideally with experience supporting a CEO and/or an Accounting & Finance leader. At least 1 year of hands-on Accounts Payable experience, including invoice processing, payment administration, receipts, expense reports, and similar accounting administration (the Administrator will be processing around 20 AP invoices a week, on average- with guidance & oversight from the Controller).

Strong Microsoft

Outlook, Word, Excel, Teams, and general Microsoft Office skills.

Experience booking domestic and international travel. Strong organizational and document-management skills. Comfort working with technology and maintaining information within administrative, accounting, property & real estate management, CRM, or similar software platforms.

Personal Attributes: Naturally very organized, with ability to help others at the office also get more organized Comfortable taking ownership and demonstrating initiative- the new Administrator can really make turn this job into a very, very important part of the office! Willing to handle both important ad hoc assignments and routine administrative work on the same workday Base salary commensurate with level of skills, amount and relevance of office administration and AP work experience, and overall qualifications.

Plus: benefits, paid vacation, etc. Based in a nice area of town, outside of the downtown core, accessible by foot, bike, transit, or car. Full-time role requiring some flexibility based on schedules, priorities, and occasional time-sensitive needs. Typically, the Administrator will have an 8-hour workday (8am to 4pm, 8:30am to 4:30pm, or 9am to 5pm)

📌 Executive Office Administrator & Scheduler (Vancouver)
🏢 Swim Recruiting
📍 Vancouver