Executive Assistant

Executive Assistant

This is a unique opportunity to work closely with senior leadership and have a meaningful impact on how the organization operates day to day. If you’re a trusted, detail-driven Executive Assistant who thrives on ownership, discretion, and variety, this role offers both challenge and visibility.

The EA will report directly to the CEO as well as support the COO and CFO.

This is a permanent opportunity.

Who – The Company:

This North Vancouver-based, values-driven organization has a long-standing reputation for technical excellence, service, and innovation.
They partner closely with clients and manufacturers to deliver thoughtful, sustainability-focused solutions across a wide range of industries.

What- The Role:

The Executive Assistant provides high-level administrative, operational, and coordination support to the CEO and, as needed, the Leadership Team. This role acts as a central point of contact across executive functions, helping to manage priorities, streamline workflows, and support the successful delivery of individual and cross-functional initiatives. The ideal candidate is highly organized, proactive, discreet, and comfortable working in a fast-paced, collaborative environment.

• Provide comprehensive support to the CEO, including calendar management, inbox coordination, prioritization of requests, and preparation of executive materials.
• Support members of the Leadership Team as needed by coordinating schedules, meetings, and leadership initiatives.
• Plan, organize, and support executive and leadership meetings, including preparing agendas and materials, taking minutes when required, tracking action items, and following up to ensure completion.
• Draft, edit, and distribute executive and company-wide communications on behalf of leadership.
• Track timelines, deliverables, and dependencies for projects involving the CEO and Leadership Team, maintaining regular communication with stakeholders to support execution.
• Identify scheduling conflicts, risks, or bottlenecks and proactively recommend solutions.
• Manage travel arrangements, logistics, and itineraries for the CEO, as well as coordination for leadership meetings, offsites, and company-wide events.
• Review and reconcile corporate credit card expenses and maintain organized records related to executive activities and approvals.
• Coordinate with external vendors and consultants, managing schedules, deliverables, and communications.
• Maintain accurate and well-organized systems, files, and executive contact information.
• Minimum 4–5 years of previous Executive Assistant experience, supporting senior or executive-level leaders.
• Strong organizational skills with the ability to manage multiple priorities and shifting deadlines.
• Excellent written and verbal communication skills.
• High level of discretion, sound judgment, and attention to detail.
• Proactive, reliable, and able to work independently while partnering effectively across teams.
• Proficiency in the MS Office Suite (Outlook, Word, Excel, PowerPoint), with strong comfort managing calendars, documents, and data.

Who- the Candidate: How much:

$80,000-$110,000 + extended health.

Where:

North Vancouver, BC, 5 days’ onsite with potential for Fridays WFH down the line. There is a weekly in-person leadership meeting held every Wednesday from 7am-8:30am. The Executive Assistant is a member of the Leadership team and is expected to actively participate.

When & How To Apply:

Swim Recruiting has been engaged as a trusted recruitment agency partner on this important search. If you are interested, please reach out very soon!