Recruiting in Motion is a successful and dynamic professional employment agency that has become an integral part of Metro Vancouver’s business sector as the go-to agency for the recruitment and placement of outstanding employees. Proudly BC-owned and operated, we ensure all our candidates — temporary, contract, permanent, or executive — are provided with exciting and impressive employment opportunities. In fact, we are ranked as one of Growth 500 Canada's fastest-growing companies and we represent BC's TOP Employers!

About Our Client

Our client is a well-established organization that administers multiple benefit plans for union members across BC and the Yukon. The administration office oversees the day-to-day operations of two health & welfare plans and one pension plan. They are seeking a highly organized and proactive Executive Assistant to provide administrative and office support to the Administrator. The ideal candidate is a strong multitasker with exceptional attention to detail and experience supporting upper management in a fast-paced office environment. (Client name withheld as requested.)

Pay Range: $35.06–$37.65 per hour
Hours: Full-time, 35 hours per week (Monday–Friday, 8:30 AM–4:00 PM)

Responsibilities

Administrative Support

• Provide comprehensive administrative and office support to the Administrator.
• Prepare correspondence, typing, dictation, spreadsheets, research, and reports.
• Maintain filing systems and contact databases.
• Assist with assigned IT-related tasks and special projects.
• Manage professional scheduling, including agendas, mail, email, phone calls, client coordination, and other logistics.

Office Management

• Monitor and order office supplies.
• Serve as main point of contact for suppliers and service providers.
• Maintain organized filing systems.
• Plan and coordinate company events.
• Support general day-to-day office administration.

Meeting Coordination

• Schedule and organize Board of Trustees meetings.
• Prepare agendas and manage flow of information to and from stakeholders.
• Ensure all meeting logistics are arranged and executed efficiently.

Trustee Education Management

• Enroll Trustees in conferences and educational seminars.
• Maintain educational records.
• Renew annual memberships with educational institutions.

Document & Record Retention Management

• Organize and maintain physical and digital files for easy retrieval.
• Administer records in accordance with retention policies and compliance requirements.
• Coordinate annual archiving and secure destruction of records with external storage providers.

Calendar Management

• Manage and maintain multiple Outlook calendars for the Administrator and relevant stakeholders.

Year-End Tasks

• Coordinate year-end duties such as annual vacation scheduling, staff eye exam bookings, and large mailouts with mailing house partners.

Financial Administration

• Assist with bookkeeping tasks including invoice processing and payments.
• Maintain expense reports and purchase requisitions.
• Support payroll backup processes.
• Manage capital call notifications from investment managers.

Other Duties

• Provide back-up support to other benefit administrator roles as assigned by the Administrator.

Required Skills & Qualifications

• 4+ years of experience in an administrative role supporting upper management.
• Strong organizational and time management skills with the ability to handle multiple priorities.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively in a team environment.
• Strong analytical and problem-solving skills with a proactive approach.
• Ability to thrive in a fast-paced environment and adapt to changing priorities.
• High proficiency with Windows OS, Microsoft Office 365, QuickBooks, and digital productivity tools.
• Understanding of cybersecurity best practices and data protection.
• Sound judgment and professionalism when handling sensitive and confidential information.
• Experience in project management, financial accounting principles, and/or group benefits administration with union multi-employer plans (asset).
• IFEBP CEBS or GPA/RPA designation, or actively working toward one (asset).

Benefits

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Vision care

How to Apply

All applicants must have legal permission to work in Canada and require a valid Work Permit and Social Insurance Number.

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AI may be used to support certain administrative aspects of our recruitment process. However, all applications and resumes are reviewed by qualified human reviewers, and all screening and hiring decisions are made solely by the hiring team.