Executive Assistant/Office Administrator

Vorum is transforming the way custom Prosthetic and Orthotic devices and services are delivered worldwide. Every 81 seconds, somewhere in the world, a patient benefits from a custom P&O device designed and manufactured using Vorum technology. We are committed to improving that statistic to every second and we want your help.

The Vorum product line includes 3D scanners, CAD/CAM software, and carving machines that are used to create custom-fitted prosthetic and orthotic devices for amputees, veterans, babies, and even pets. As our Executive Assistant to the CEO, you play an essential role in keeping our CEO organized. As our Office Administrator, you will be “the voice of Vorum”: the go-to resource for customer and employee enquiries related to administrative processes. You are also confident in your ability to direct either customers or employees to the appropriate resource in our company to have their needs addressed.

Key Responsibilities

  • Meeting Preparation: Advise CEO on prep for meeting, compose meeting agendas, filter meeting requests without sufficient detail/agenda
  • Reception: answering phones, signing for packages, greeting guests, updating company directory/contact list
  • Purchase/maintain office equipment, e.g. printers, fridge, lunch room, and communal furniture
  • Arrange repairs needed to maintain premises (e.g. electrical, plumbing, alarm system)
  • Assist with preparation of slides and handouts for presentations (Town Halls, Roundtables)
  • Offsite bookings for CEO, both professional and personal, as required
  • CEO Travel: aid in bookings, trip preparation and compiling expense reports
  • Compose and compile weekly newsletter
  • Assist in removal of spam from CEO’s email inbox
  • Offsite bookings for Lead Team meetings, including lunch and special equipment arrangements
  • Managing calendar bookings for Admin/Finance Team and Lead Team meetings
  • Arrangements for Vorum’s guests or customers (booking of hotels, lunches, etc.)
  • Source catering for internal meetings
  • General tidiness of Lobby/Reception Area and Kitchen
  • Preparation (printing, signing and sending) of various documents
  • Maintain and update Human Resources documentation, including policies, onboarding, leaves, vacation, and other related items
  • Maintain filing system
  • Liaise with facilities services providers (cleaners, building management), as required
  • Assist with recruitment efforts – book interviews and reference checks
  • Assist team leads with space/furniture planning, as required

Your Qualifications

  • Passion for making a difference
  • 3+ years of experience in administration, preferably as an Executive Assistant
  • Proficiency (at an intermediate level) in the use of MS Office 365 Suite, especially Outlook, Word, Excel and Powerpoint.
  • Valid British Columbia Driver’s License
  • You have a positive outlook, with excellent communication skills and strong interpersonal skills
  • You make customers and employees feel cared about, and you are committed to resolving issues quickly, and with empathy
  • Must demonstrate initiative and a penchant for working independently

Bonus Qualifications

  • Fluency in foreign languages - we have customers around the world in over 35 countries
  • Experience as an Executive Assistant to a CEO
  • Experience as an Administrator of Health Benefits plans

Why you should join us

In addition to making a difference in so many lives and exciting opportunities for professional growth, you will enjoy a fun, casual work environment with like-minded professionals at Vorum. In the past 12 months, we have experienced over 30% growth across all functional teams and look forward to building on this success.

We believe that everyone in the company deserves an equal voice: our goals, priorities and direction are designed by collective input. We have monthly Town Halls, as well as weekly, monthly and annual company priority-setting and priority-review sessions that allow everyone to play a role in charting our future. The lead team’s top priority is to ensure that everyone knows and understands “the why”.

At Vorum we have an active Social Committee that organizes charitable events as well as team activities, such as: golf and curling tournaments, walks by the Fraser River during lunch, pub lunches on Fridays, beach days, go-karting, an annual office-wide Easter egg hunt, and Vancouver Canadians games.

We believe that passionate people need a passionate environment to work in! Vorum is committed to diversity and is proud to be an equal opportunity employer. If all of the above speaks to you, come join the Vorum Team!

How to apply

Please send a cover letter and your resume to vorumcareers@vorum.com

Job Type: Full-time
Compensation: Commensurate with experience