Operations Assistant

Job Description

REQUIREMENTS

• Associate’s degree or equivalent combination of education and work experience
• Strong working knowledge of Microsoft Office 365 applications (Outlook, Teams, Word, Excel, SharePoint)
• Comfort with AI-assisted workflows and a genuine curiosity about using technology to work more efficiently
• Familiarity with common social media platforms (LinkedIn, Facebook, Instagram) from both a personal and professional perspective
• Exceptional attention to detail — you notice potential errors and take pride in getting things right
• Strong follow-through — you keep multiple tasks moving without letting details slip
• Clear, professional written communication
• Ability to work independently in a remote environment with minimal supervision

Preferred

• Experience with Smartsheet or a comparable project management or data tool
• Familiarity with HubSpot or another CRM platform
• Exposure to a veterinary clinic, agricultural, or animal health environment
• Prior experience in recruiting, HR, or talent-related administrative role

RESPONSIBILITIES

Data Entry & System Maintenance

• Maintain and update records across HVP’s Smartsheet system: student profiles, candidate pipeline, open requisitions, externship tracker, and practice data; participate and help facilitate a smooth transition when integrating new systems
• Ensure data accuracy and completeness; flag discrepancies and follow up to resolve missing information
• Support compliance tracking for student program requirements (agreements, onboarding forms, and prerequisite documentation)
• Run routine reports and pull data as requested by the Director

Administrative Coordination

• Track action items from team calls and internal meetings; send follow-up correspondence and confirmations
• Help coordinate conference and event logistics: registrations, hotel blocks, booth shipping, badge management, and RSVP tracking across multiple annual events
• Manage scheduling for candidate interviews, externship rotations, and intern check-ins
• Draft and send routine communications on behalf of the Director: scheduling confirmations, candidate follow-ups, and practice manager outreach emails

Marketing & Content Support

• Coordinate and partner with HVP’s internal Marketing Specialist to ensure consistent branding across all initiatives
• Assist with social media coordination: scheduling posts, monitoring engagement, and supporting job ad campaigns across platforms
• Support conference and event materials: coordinating print requests, tracking deadlines, and routing approvals
• Help maintain the HVP career-facing digital presence by coordinating website update requests and content routing

General Team Support

• Provide day-to-day administrative support to the Director and additional cross-functional teams as needs evolve
• Assist with special projects and research as assigned
• Bring a proactive mindset: recognize needs and act when appropriate

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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