Administrative Assistant for Operations Reports to:

Director of Operations & Finance Scope:

Administrative, organizational, and logistical support across the company's 4 locations.

Core Responsibilities:

Staffing and Employee Support

• Coordinate employee onboarding, orientation, offboarding, records, system access, training programs, and professional credential tracking. Accounts Receivable and Client Accounts
• Manage routine accounts receivable and collections activity, including client communication, payment arrangements, account research, and approved invoice adjustments in HVMS.
• This position is not responsible for accounts payable or payroll. Director and Leadership Support
• Manage the Director's calendar, meetings, correspondence, action items, and special projects.
• Support communication among company leadership, managers, and staff. Scheduling, Meetings, and Events
• Collect department schedules and follow up on late or incomplete submissions.
• Coordinate internal meetings, continuing-education programs, vendor presentations, holiday parties, and other company events. Housing and Travel
• Coordinate housing, travel, and arrival logistics for visiting veterinarians, relief staff, students, and guests. Technology and Information Systems
• Provide functional support for HVMS and coordinate with IT, practice-management, archiving, and diagnostic-imaging vendors.
• Administer user accounts, permissions, electronic records, and related service requests. Facilities, Communications, and Vehicles
• Coordinate utilities, phone systems, building maintenance, repairs, and other location services.
• Track required vehicle maintenance, ensure maintenance is completed when due, and coordinate authorized repairs through completion. Vendors, Contracts, Purchasing, and Supplies
• Maintain vendor information and track contracts, renewals, and related documents in SharePoint.
• Obtain quotes and coordinate approved purchases and supply replenishment. Policies, Compliance, and Safety
• Maintain company policies, forms, required records, and a central calendar of recurring compliance deadlines.
• Support inspections, audits, safety programs, incident documentation, and business-continuity planning. Company Communications
• Maintain staff directories, distribution lists, shared calendars, and company-wide operational announcements. Authority and General Support
• Work within established authority and escalate significant financial, legal, personnel, safety, or client matters to the appropriate leader.
• Perform other related administrative and organizational duties assigned by the Director.

Qualifications Proficiency with Microsoft Office and Google Workspace; strong data entry and clerical skills Office experience with customer service, phone etiquette, and confidential information handling Administrative support including calendar management, filing, proofreading, and time management Front desk or multi-line phone system experience; basic bookkeeping/QuickBooks preferred Bilingual abilities a plus; prior office management or personal assistant experience is beneficial Strong organizational skills with attention to detail and ability to handle sensitive information discreetly

Pay:

$23.00 - $28.50 per hour Expected hours: 30.0 - 40.0 per week

Benefits:

401(k) Dental insurance Employee assistance program Employee discount Flexible schedule Health insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person