Family Office. Based in Vancouver. Unique opportunity for a highly capable, trustworthy, organized, and discreet Executive Assistant. Providing high-level personal and administrative support to a business family based in Vancouver. This role is suited to a polished, resourceful, and high-functioning administrative professional who can manage a broad range of responsibilities with sound judgment, professionalism, and exceptional attention to detail.
Our client is a private
Vancouver-based Family Office that manages a portfolio of investments and operating entities across multiple jurisdictions.
The organization works within a lean and collaborative structure, and the PEA will work closely with senior leadership and external stakeholders to ensure smooth operations of the family’s personal and business lives. The culture is professional, discreet, and highly trust-based, with an emphasis on accuracy, accountability, and integrity.
The family office has a tightknit team working in a professional environment that values discretion, organization, and high standards for accuracy.
On behalf of our client, Swim Recruiting is seeking a
Personal Executive Assistant who will coordinate day-to-day logistics, manage schedules and travel, support personal and household-related administration, liaise with internal staff and external vendors, and assist with event planning and execution. The successful candidate will be calm under pressure, proactive in solving problems, and able to anticipate needs before they arise.
This is a dynamic role for someone who thrives in a fast-paced environment with shifting priorities, high expectations, and the need for absolute confidentiality.
The new Controller will work very closely with the family, the CEO, and the operations team (all of whom are based in Vancouver). This is a senior level individual contributor role (no direct reports).
This is a
newly created position as the family office is growing as are administrative needs.
Executive and Personal Support
- Manage complex calendars, appointments, and scheduling across multiple priorities and time zones.
- Coordinate personal and administrative logistics with accuracy, efficiency, and discretion.
- Draft, organize, and manage correspondence, confirmations, reminders, and follow-ups.
- Provide day-to-day administrative support across a wide range of personal and executive matters.
- Track open items and ensure tasks, requests, and commitments are completed on time.
Travel Coordination
- Coordinate detailed travel arrangements, including flights, ground transportation, accommodations, dining reservations, and itineraries.
- Monitor travel plans and proactively manage last-minute changes, delays, cancellations, or other issues as they arise.
- Serve as a key point of contact for travel-related logistics and problem-solving.
Staff and Vendor Liaison
- Liaise and coordinate with office staff, household staff, and external service providers.
- Ensure smooth communication, alignment, and follow-through across all parties involved in day-to-day operations.
- Coordinate personal appointments, deliveries, and other scheduling-related logistics.
- Support a well-organized and efficient operating environment by ensuring information flows clearly and professionally.
Event and Hospitality Support
- Assist with the planning, coordination, and execution of personal, family, and small-scale hosted events.
- Support invitations, RSVPs, reservations, vendor coordination, event timing, guest logistics, and follow-up details.
- Help ensure events are thoughtfully organized and executed smoothly.
Household and Personal Administration
- Coordinate purchasing, errands, deliveries, and other logistical tasks as required.
- Research vendors, products, services, venues, and options to support ongoing needs.
- Track expenses, reconcile receipts, and assist with expense reporting and related administrative records.
- Help manage inventories, gifts, seasonal tasks, and special projects as needed.
Problem Solving and Execution
- Respond quickly and professionally to urgent or time-sensitive matters.
- Anticipate needs, identify gaps, and resolve issues with minimal direction.
- Bring structure, order, and follow-through to a role that requires both strategic thinking and hands-on execution.
- Take ownership of responsibilities and consistently deliver work to a high standard.
We are seeking a highly organized and detail-oriented administrative professional with 5+ years of relevant work experience in personal assistant and/or executive assistant capacities.
Qualifications and Experience
- Experience supporting very busy, high-demand individuals in a private office environment is strongly preferred.
- Exceptional organizational skills and the ability to manage multiple competing priorities simultaneously.
- Strong written and verbal communication skills.
- Excellent judgment, professionalism, and discretion.
- Proven ability to coordinate effectively across multiple stakeholders, staff, and vendors.
- Strong attention to detail and follow-through.
- Resourceful, adaptable, and solutions-oriented.
- Highly proficient with email, calendar systems, Microsoft Office, and digital tools used for communication, scheduling, tracking, and organization.
Personal Attributes
- Exceptionally capable and highly functional in a fast-moving environment.
- Calm, composed, and confident under pressure.
- Proactive and self-directed, while also collaborative and team-oriented.
- Service-minded, with the ability to operate effectively without constant direction.
- Trustworthy, discreet, and respectful of confidentiality and boundaries.
- Professional, polished, and dependable.
- Willing to do what it takes to ensure matters are handled properly and on time.
Work Style
- Full-time role requiring flexibility based on schedules, priorities, and occasional time-sensitive needs.
- Ability to work across a variety of settings, including office, residences, home, off-site meetings, errands, and event locations, as needed.
- Driving to various locations around the Lower Mainland is a big part of this role, therefore a valid driver’s license and access to a reliable vehicle. (car related expenses incurred for work purposes will be covered/reimbursed)
- This role will involve occasional travel (mostly Canada and US), therefore a valid passport is required.
Base salary commensurate with level of skills, amount and relevance of work experience, and overall qualifications- likely in the
range of $80,000 to maximum $110,000. Plus: benefits, paid vacation, etc. Please discuss your total compensation expectations in further detail with SWIM.
Vancouver, BC. Based in a nice area of town, outside of downtown, accessible by foot, bike, transit, or car. Full-time in-office is the default, but the PEA will also be working from other locales such as the family residence, on the road, from vacation homes, etc.
Swim Recruiting will be presenting the profiles of short-listed candidates directly to the hiring team. If you already have a Recruiter at SWIM, please reach out very soon. If you do not yet have a contact at Swim Recruiting, please hit
‘APPLY’ to send us your resume (preferably in MS Word format as it works best with our internal systems but PDF is also fine). Cover letters are welcome, but not required. Thank you!
