Veterinary Office Coordinator

24 hours ago


Lexington, Kentucky, United States Hagyard Equine Medical Institute Full time

Job Summary: We are seeking a highly organized and detail-oriented Veterinary Office Coordinator to provide administrative support to our Hagyard Equine Medical Institute team.

Key Responsibilities:

  • Administrative Support: Provide executive-level administrative support to the Hagyard Leadership Team, including maintaining building security, calendars, and meeting room schedules.
  • Membership Renewals: Renew professional memberships for our doctors annually.
  • Administrative Tasks: Order and distribute office supplies, meeting materials, and other office needs. Maintain Amazon and Staples central ordering for the practice. Track and maintain office stock, including kitchen items and supplies. Order and distribute employee name badges and uniforms, as needed. Prepare and submit monthly employee reimbursements for doctors and employees. Properly code and submit monthly company credit card reports by established deadline. Coordinate priority mail shipping for all main office staff. Assist with travel arrangements for employees and visitors, as needed. Prepare month-end reports for the Accounting team, as required.
  • Meeting & Event Coordination: Prepare the Hagyard conference room for meetings. Assist with sending internal and external communication regarding events. Assist with compiling headcount, ordering food, and setting up and cleaning up events. Assist with other event needs, including chair and table rentals. Provide assistance with employee events, meetings, sponsored events, continuing education, and client events, as needed. Event assistance may require some travel or runner responsibilities. Events may occur after hours and on weekends, both on-site and off-site, and require additional hours and overtime. Advanced notice and scheduling will be provided for most events.
  • Assist with Horse Country Tour: Serve as a tour guide for the Horse Country tour, as needed, as directed by the administrative teams.
  • Backup Coverage: Provide backup coverage and assistance for other administrative positions, as needed, due to vacations, time off, and temporary position vacancies.
  • Special Projects: Assist with special projects, as assigned.

FLSA Status: Non-Exempt

Schedule: Monday - Friday, 8am - 4pm; weekend and evenings, as required.

About Hagyard Equine Medical Institute: Hagyard Equine Medical Institute is a leading provider of equine medical services. We are committed to delivering exceptional care and service to our clients and their horses.

About PetVet Care Centers, Inc.: PetVet Care Centers, Inc. is one of the nation's leading operators of veterinary hospitals for companion animals. The company operates over 450 hospitals across multiple states and employs over 11,000 people, including over 800 veterinarians.

Equal Employment Opportunity: PetVet is an equal opportunity employer. All employment decisions are made without regard to race, color, age, gender, gender identity or expression, sexual orientation, marital status, pregnancy, religion, citizenship, national origin/ancestry, physical/mental disabilities, military status, or any other basis prohibited by law. EOE, M/F/D/V



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