Executive Office Manager

Fantastic opportunity for an experienced, polished, and highly organized Executive Office Manager who enjoys wearing multiple hats and being an integral part of a small corporate office. This is a diverse role combining senior-level executive support with hands-on office management. The successful candidate will work closely with C-Suite executives and have significant ownership over the smooth and efficient operation of the Vancouver office.

Who- the Company

Our client is a well-established publicly traded company with its corporate office located in Downtown Vancouver. The organization operates in a complex, professional, and internationally connected business environment and has a small, collaborative, corporate team.

What- the Role

On behalf of our client, SWIM is recruiting for an Executive Office Manager . This is a great opportunity for someone who enjoys working closely with senior leadership and wants a role where they can make a meaningful impact. The successful candidate will be a trusted and highly valued member of the corporate office.

The Executive Office Manager will provide high-level administrative, logistical, and technical support to senior executives while ensuring that the Vancouver office runs efficiently and smoothly.

This role requires someone who is proactive, resourceful, highly organized, and comfortable managing competing priorities.

Responsibilities will include:

• Providing confidential and professional administrative support to C-Suite executives.
• Managing complex calendars and coordinating meetings and appointments, often across multiple time zones.
• Coordinating domestic and international travel arrangements, including detailed itineraries and agendas.
• Preparing and submitting executive expense reports.
• Screening and prioritizing incoming communications and helping facilitate communication between executives and internal/external stakeholders.
• Preparing and editing correspondence, reports, presentations, letters, and other business communications.
• Assisting with special projects and research assignments as required.
• Maintaining organized and confidential electronic files, records, contact lists, and distribution lists.
• Coordinating travel arrangements for members of the executive leadership team.
• Serving as the primary point of contact for the office landlord and various external vendors and service providers.
• Managing office-related vendor relationships, accounts, invoices, supplies, equipment, couriers, telecommunications, and other services.
• Administering the company’s travel and expense management system.
• Coordinating with the company/s external IT support provider.
• Managing office access, including keys and building access cards.
• Assisting with new employee orientation and onboarding.
• Supporting the planning and coordination of company functions, meetings, and special events.
• Coordinating meeting rooms, virtual meetings, catering, and other meeting logistics.
• Ensuring the kitchen, common areas, and general office environment are organized, professional, and well stocked.
• Providing general administrative and operational support to the broader corporate team as needed.
• Supporting and promoting a safe and professional workplace environment.

This is an excellent opportunity for someone who genuinely enjoys being the person who keeps things organized, anticipates needs, solves problems, and helps both executives and the broader office operate at their best.

Swim Recruiting will provide a full job description to interested candidates.

Who- the Candidate

We are looking for an experienced Executive Assistant / Office Manager who is professional, polished, organized, proactive, and highly dependable.

Qualified candidates will have 8-10 years of progressive administrative experience, including a minimum of 2 years directly supporting C-suite level executives.

Strong technical skills are important for this position, including advanced proficiency with MS Office Suite (Outlook, Word, Excel, and PowerPoint).

The successful candidate will have excellent verbal and written communication skills and will be comfortable interacting with senior leaders, Board members, external business partners, and industry contacts.

Previous experience working within a publicly traded company, natural resources organizational, or similarly complex corporate environment would be beneficial.

Where

Based in a professional corporate office right in the heart of Downtown Vancouver. Full-time in office. Close to public transit and many amenities like restaurants and shops.

This is a fully in-office position. Some travel to the USA may occasionally be required.

How Much

This company provides a very robust total compensation package. Competitive base salary commensurate with experience and skills, likely in the range of $80,000 to $110,000.

Additionally, the Office Manager will be eligible for full benefits with no waiting period, annual bonus, 3 weeks’ paid vacation, RRSP matching, and other great perks- please discuss further with SWIM.

When & How to Apply

Interviews are already starting, so please do not hesitate to apply TODAY if you are interested and would like to hear more. SWIM will be presenting the profiles of our shortlisted candidates directly to the hiring team. If you already have a Recruiter at SWIM, please reach out to that directly as soon as you can. If you do not yet have a contact at Swim Recruiting, please hit 'APPLY’ and send us your resume. Thank you!