Veterinary Office Coordinator

1 week 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 deadlines. 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 headcounts, 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.
  • Special Projects: Assist with the Horse Country tour as a tour guide, 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.

Requirements:

  • FLSA Status: Non-Exempt
  • Schedule: Monday - Friday, 8am - 4pm; weekend and evenings, as required.

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