Executive Operations Associate

A unique opportunity to become the operational right hand to a highly successful and well-established luxury real estate team in Metro Vancouver. This is far more than a traditional Executive Assistant role—it's a highly visible opportunity that blends executive support, operations, project coordination, and process improvement within a fast-paced entrepreneurial business.

Who- the Company:

Our client is a highly respected real estate agency serving discerning clients throughout Metro Vancouver. The business has built an exceptional reputation for professionalism, white-glove client service, and delivering a seamless client experience from start to finish.

The team operates in a fast-paced, entrepreneurial environment where collaboration, accountability, and continuous improvement are highly valued. They move quickly, hold themselves to exceptionally high standards, genuinely enjoy what they do, and are passionate about delivering outstanding results for both their clients and one another.

What- the Role:

Our client is hiring an Executive Operations Associate who will become the operational backbone of the business while directly supporting the Founder and a small team of high-performing real estate agents.

This role combines Executive Assistant responsibilities with business operations, project coordination, and continuous process improvement. You'll provide executive support while helping improve how the business operates—from coordinating meetings, managing confidential documentation, listings, compliance processes, and client deliverables to acting as the primary point of contact for clients, external Realtor partners, and service providers. You'll also drive operational excellence by supporting projects, streamlining workflows, implementing technology, and ensuring every client and stakeholder receives an exceptional experience.

No two days will look the same. One morning may involve coordinating multiple meetings and preparing client presentations, while the afternoon could be spent improving an internal process, managing a marketing initiative, implementing a new AI tool, or helping launch an operational project.

Success in this role isn't measured by the number of tasks you complete—it's measured by how effectively you enable the business and leadership team to perform at their best.

Who- the Candidate:

We're looking for someone who genuinely enjoys bringing order to busy, fast-paced, high-volume environments and thrives behind the scenes ensuring nothing falls through the cracks.

The ideal candidate is naturally proactive, highly organized, and able to anticipate needs several steps ahead, much like a game of chess. They enjoy solving operational problems, improving systems, identifying efficiencies, and taking ownership rather than simply completing assigned tasks.

Previous experience supporting a Founder, entrepreneur, President, or Senior Executive would be highly valuable, particularly within a fast-paced, client-service environment.

A strong candidate will bring experience in areas such as:

Executive Support

• 3–5+ years supporting Founders, entrepreneurs, senior executives, or leadership teams in Executive Assistant, Operations, or Business Support roles.
• Experience managing complex calendars, meetings, travel, invoices, confidential information, and competing priorities.
• Demonstrated ability to build trusted relationships and deliver exceptional service to internal and external stakeholders while ensuring a seamless, high-touch experience.

Operations & Project Coordination

• Experience coordinating client deliverables, confidential documentation, compliance processes, and deadline-driven workflows. Previous exposure to real estate transactions is considered an asset.
• Experience supporting projects from planning through execution while successfully managing multiple priorities.
• Proven ability to build, document, and continuously improve operational processes and workflows.
• Experience creating structure, organization, and operational efficiencies within a growing business.

Technology & Continuous Improvement

• Comfortable leveraging technology, automation, and AI tools to improve efficiency.
• Experience working with CRM systems, client databases, or sales pipeline management is considered an asset.
• Curious and proactive when learning new systems and identifying opportunities to improve workflows.
• Communication & Collaboration
• Exceptional written and verbal communication skills with a polished, professional presence.
• High attention to detail and commitment to delivering quality work.
• Ability to work independently with minimal direction while collaborating closely with a high-performing team.

Most importantly, we're looking for someone who takes genuine pride in making other people more successful. If you're the type of person who constantly thinks, "There's got to be a better way to do this," you'll likely thrive in this role.

As the business continues to grow, the hiring manager envisions this position evolving into an increasingly strategic operational role, providing opportunities for greater responsibility, career progression, and compensation over time.

Where:

Located in the heart of Downtown, Vancouver, and easily accessible by SkyTrain.

This role offers a flexible hybrid work arrangement, with an expectation of regular in-office collaboration (ideally three days per week) while maintaining flexibility for meetings, client deliverables, and business needs.

How Much:

Compensation will be commensurate with work experience, skills, and qualifications, with a salary in the range of $70,000–$80,000, plus three weeks of paid vacation and the opportunity for increased compensation as the role grows. Please discuss your total compensation expectations in further detail with SWIM Recruiting.

When & How to Apply:

If you enjoy creating order from complexity, thrive in fast-paced entrepreneurial environments, and want to become a trusted operational partner within a growing business, we'd love to hear from you. This search is moving quickly, so please reach out as soon as possible if you'd like to learn more.