Executive Assistant

This is a standout opportunity for an experienced Senior Executive Assistant to partner directly with the Founder & CEO of a successful, growing leadership consulting firm.
If you are a polished, proactive Executive Assistant who thrives in fast-paced environments, enjoys bringing structure to complexity, and wants to become a true business partner to a dynamic executive, this is an opportunity worth exploring.

The Company

Our client is a well-established, high-growth leadership consulting firm headquartered in Vancouver with a global client base. They partner with organizations to strengthen leadership, improve communication, and develop high-performing teams through executive coaching, leadership assessments, and customized development programs.
Known for their collaborative, people-first culture, they have built an outstanding reputation working with CEOs and executive leadership teams across a wide range of industries. This is an organization where strong Executive Assistants are trusted, respected, and empowered to make a meaningful impact.

What - the Role:

This is a Senior Executive Assistant role supporting the Founder & CEO in a highly visible, fast-paced environment.
The CEO's schedule is dynamic, with back-to-back client meetings, leadership programs, business development activities, and frequent travel. Success in this role will come from staying several steps ahead, anticipating needs before they arise, and creating structure within an ever-changing environment.
Key responsibilities include:

• Complex Outlook calendar management in a high-volume, constantly changing environment
• Full executive inbox management with strong judgment and prioritization
• End-to-end domestic and international travel coordination
• Coordinating directly with executive assistants and senior leaders to schedule executive coaching engagements and client meetings
• Supporting the delivery and logistics of leadership programs, workshops, and client engagements
• Preparing polished client proposals using established templates and executive direction
• Tracking action items, deadlines, and follow-up to ensure nothing falls through the cracks
• Building and maintaining strong relationships with clients while serving as a trusted point of contact
• Maintaining accurate client records, schedules, and operational systems
• Leading and supporting a small team of administrative coordinators, ensuring consistent execution and coverage across the team
• Identifying opportunities to improve processes and enhance operational efficiency

This is far more than a traditional administrative support role. It requires someone who enjoys taking ownership, anticipating needs, solving problems proactively, and becoming a trusted extension of the CEO.

Who - the Candidate:

Our client is seeking an experienced Executive Assistant with a proven track record of supporting a CEO, Founder, or senior executive in a fast-paced, high-accountability environment.
The ideal candidate is calm under pressure, highly organized, exceptionally proactive, and confident working with senior executives and high-profile clients.
This role is best suited to someone who demonstrates:

• 5+ years supporting a CEO, Founder, or senior executive in a fast-paced environment
• Advanced Outlook and complex calendar management skills
• Strong written communication and document preparation abilities
• Confidence communicating directly with executives, clients, and external stakeholders
• Outstanding organization and follow-through
• Exceptional attention to detail
• A proactive mindset that anticipates needs and solves problems before they arise
• The ability to prioritize effectively while managing multiple competing demands
• Strong judgment and discretion when handling confidential information
• Experience working independently in a remote environment with minimal supervision

Experience supporting professional services, consulting, executive coaching, technology, or founder-led organizations would be considered an asset but is not required.
Success in this role will be defined less by tenure alone and more by your ability to build trust, stay ahead of a busy executive, and consistently deliver at a high level.

How Much:

Competitive compensation is anticipated in the range of $95,000–$115,000 CAD, with flexibility for an exceptional candidate.
The total rewards package includes comprehensive health and dental benefits, life insurance, a 4% RRSP match, unlimited vacation (with reasonable scheduling guidelines), a fully remote work environment, work-from-anywhere flexibility, company shutdown over the Christmas holidays, and an annual summer office closure beginning next year.

Where:

This is a fully remote position.
Candidates based in the Vancouver area are preferred, although excellent candidates located elsewhere in Canada will be considered. The successful candidate must be available during North American business hours, with occasional flexibility to support executive travel schedules. Local candidates may occasionally be asked to attend meetings or company events.

When & How to Apply:

If you're an experienced Executive Assistant looking to become the trusted right hand to a Founder & CEO while supporting meaningful work with executive leaders around the world, we'd love to hear from you.
If you already have a Recruiter at SWIM, please reach out directly. If you do not yet have a contact at Swim Recruiting, please click Apply to submit your resume.
SWIM is conducting this search on a confidential basis and will only share additional information with shortlisted candidates as the process progresses. We are committed to maintaining the confidentiality of all applicants, particularly those currently employed.

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