Office Administrator

Are you someone who loves taking on a variety of responsibilities at work, and believes no task is too small or too large? 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!

Our client is a small and privately-held organization based in Vancouver. 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. The culture is professional, discreet, and highly trust-based, with an emphasis on accuracy, accountability, and integrity. They have a tightknit team working in a professional environment that values discretion, organization, and accuracy.

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. Processing around 20 invoices a week on average, with support from the Controller. 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
• Source and research new vendors and service providers
• Order catering
• Help with event planning
• Any and all ad hoc administrative tasks and accounting-related administration that come up at the office!

The successful candidate will be highly organized, detail-oriented, reliable, and proactive in solving problems. This is a dynamic role for someone who thrives in a fast-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.
Qualifications and Experience

• 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 with calendar management and complex scheduling.
• Experience booking domestic and international travel.
• Strong written and verbal communication skills.
• Excellent attention to detail.
• 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.
• Post-secondary degree is preferred.

Personal Attributes:

• Naturally very organized, with ability to help others at the office also get more…