Office Administrator

We have partnered with a leading multinational investment management firm that oversees approximately $40 billion in assets under management and operates across 10 global offices. They are currently seeking an experienced Office Administrator to support their Executive and Senior Leadership Teams in Vancouver.

Key Responsibilities:

• Calendar & Meeting Coordination: Own complex scheduling across time zones, managing internal and external meetings with efficiency and precision.
• Executive & Team Support: Handle expense processing, assist with key deliverables, and provide coverage across the broader administrative team when needed.
• Content & Document Management: Oversee the flow of client-facing content, ensuring timely updates and accurate uploads to central repositories.
• Event & Project Logistics: Plan and execute team events, offsites, social gatherings, and special projects, bringing structure and creativity to every initiative.
• Travel Management: Arrange seamless travel itineraries, ensuring all logistics are handled end-to-end.
• Recruitment & Onboarding: Support the hiring process from start to finish — posting roles, coordinating interviews, and helping onboard new team members smoothly.

Your qualifications and experience:

• Minimum 10 years’ experience working in a fast-paced business environment and ideally 5 years of experience supporting senior executives and leaders.
• Comprehensive calendar management experience, supporting complex scheduling needs across time zones, including internal and external meetings, travel itineraries, and the seamless organization of events and offsites.
• Proficient in Microsoft Office (Outlook, PowerPoint, Excel). Experience with Jira, Confluence, and Workday would be an asset.

What we are looking for:

• A proactive, highly organized self-starter with sound judgment
• Someone who takes initiative, stays two steps ahead, and has a keen eye for detail
• Strong communicator with a positive, can-do attitude and a collaborative approach
• Comfortable juggling multiple priorities while delivering high-quality work
• Experience supporting senior leaders in complex business environments

What is offered:

• Opportunity to start and grow your career with a leading company
• Competitive compensation (Base and Bonus & Benefits)
• Amazing training and continuous learning programs
• Work-life balance & flexibility: Hybrid working schedules (3 days in the office)