Office Coordinator and Personal Assistant

In this business administration role, you will be joining a team where "going above and beyond" is the standard. This isn't just a desk job; it is a proactive "concierge-style" position that requires a high degree of agility and a service-oriented mindset. Whether you are managing complex international travel itineraries, coordinating high-profile office events, or handling sensitive, confidential documents, your contribution will directly impact the efficiency of the executive team. Our recruiters at Randstad are experts in the business administration field and are looking for a candidate who thrives in a professional, corporate environment and is looking for a long-term "home" rather than just a stepping stone.

A unique aspect of this Office Coordinator position is the balance between modern efficiency and traditional professional standards. The firm maintains a sophisticated, paper-heavy environment where precision in physical and electronic filing is paramount. As a key member of the business administration team, you will act as a gatekeeper of information and a facilitator of office culture. This role is perfect for a professional who takes pride in their work, possesses impeccable business etiquette, and enjoys the variety that comes with supporting high-level executives in a fast-paced investment landscape.

While this position is based in our Vancouver office, we maintain a global reach. For this specific Office Coordinator role, bilingualism is not a mandatory requirement as the primary language of business for this location and its immediate stakeholders is English. You will be communicating primarily with English-speaking colleagues and partners across Canada, the US, and the UK.

Advantages
• Competitive salary range of $60,000 - $70,000 CAD, with flexibility up to $80,000 for highly experienced candidates.
• Full-time, permanent position in a stable, long-standing investment firm.
• Centrally located office in downtown Vancouver, easily accessible by public transit.
• Opportunity to work directly with a highly respected leadership team in the private equity sector.
• Professional and inclusive work environment with a strong emphasis on work-life balance and long-term career growth.
• Comprehensive benefits package and a professional dress code (with casual Fridays).
• Hands-on training and mentorship from experienced professionals within the legal and finance departments.
• The chance to play a pivotal role in the business administration and culture of a global organization.

Responsibilities
• Manage comprehensive physical and electronic filing systems for highly confidential documents, ensuring 100% accuracy in the business administration process.
• Oversee all office printing, scanning, and document preparation with extreme precision and discretion.
• Coordinate complex, multi-leg executive travel arrangements including flights, upgrades, car rentals, and lodging across Canada, the US, and the UK.
• Provide dedicated Personal Assistant support to the President, including managing personal schedules, errands, and reminders.
• Serve as the primary point of contact for the office, greeting guests and maintaining a professional and welcoming environment.
• Plan and execute high-quality office events, including holiday parties, team lunches, and corporate celebrations to foster a positive culture.
• Monitor executive inboxes and respond to urgent inquiries, ensuring no detail is overlooked in the daily business administration workflow.
• Liaise with vendors, building management, and internal departments to ensure the office remains fully operational and supplied.
• Support onboarding logistics for new hires and provide general operational support to the CFO and VPs.
• Anticipate the needs of the leadership team by taking a "what can I do for you?" approach to every task.

Qualifications
Skills
• Exceptional organizational and time-management skills with the ability to prioritize tasks in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and general office technology.
• High level of discretion and professionalism when handling sensitive and confidential financial information.
• Strong interpersonal skills with the ability to communicate effectively with high-level executives and external partners.
• Proven ability to coordinate complex travel logistics and manage real-time updates for travelers.
• Proactive problem-solving skills and the ability to "read between the lines" to anticipate executive needs.
• Meticulous attention to detail, particularly in document management and paper-based filing systems.
• Event planning and coordination skills with a focus on building a positive office culture.

Requirements
• Minimum of 2 years of experience in a corporate administrative, Office Coordinator, or executive support role.
• Previous experience within the private equity, legal, or investment industry is considered a significant asset.
• Demonstrated stability in previous roles with a desire for long-term career commitment.
• Ability to work 100% on-site in the Vancouver office (Monday to Friday, 8:30 AM – 5:00 PM).
• Flexibility to occasionally monitor emails or handle urgent requests outside of standard office hours.
• Impeccable verbal and written English communication skills.
• A "business professional" attitude and presentation, suited for a high-level corporate environment.

Summary
If you are a proactive professional who thrives on providing exceptional support and is looking for a rewarding career in business administration, we want to hear from you. Our recruiters are experts in matching top talent with leading employers, and we are ready to help you take the next step in your professional journey. Apply today on our website to join this premier investment firm and become an integral part of their success.

If this particular role isn't the perfect fit, reach out to our team to explore other exciting opportunities tailored to your expertise!

Randstad Canada is committed to fostering a workforce reflective of all peoples of Canada. As a result, we are committed to developing and implementing strategies to increase the equity, diversity and inclusion within the workplace by examining our internal policies, practices, and systems throughout the entire lifecycle of our workforce, including its recruitment, retention and advancement for all employees. In addition to our deep commitment to respecting human rights, we are dedicated to positive actions to affect change to ensure everyone has full participation in the workforce free from any barriers, systemic or otherwise, especially equity-seeking groups who are usually underrepresented in Canada's workforce, including those who identify as women or non-binary/gender non-conforming; Indigenous or Aboriginal Peoples; persons with disabilities (visible or invisible) and; members of visible minorities, racialized groups and the LGBTQ2+ community.

Randstad Canada is committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that all job applications please identify any accommodation requirements by sending an email to accessibility@randstad.ca to ensure their ability to fully participate in the interview process.