Job Summary
Join CityVet as our Office Support Specialist and be the welcoming face of our company! This in-office position is based in Dallas at our Home Office. You will play a vital role in providing office support and coordinating a wide array of activities and projects. The ideal candidate is energetic, professional, and dedicated to supporting others with a positive attitude. This role offers a great opportunity to gain valuable insight into our Home Office operations and grow within our team.
Administrative Support
- Greet and assist visitors and vendors in a professional and courteous manner.
- Handle incoming calls, emails, and correspondence, directing them to the appropriate person or department.
- Provide general information and support to visitors and team members.
- Schedule appointments, meetings, and conference calls for staff members and executives.
- Occasionally assist in coordinating travel arrangements for candidates and employees.
Office Management
- Ensure the office, breakroom area, and bathroom areas are clean, organized, and presentable.
- Maintain office supplies inventory by checking stock to determine inventory levels and place orders as needed.
- Handle incoming and outgoing mail, packages, and deliveries.
- Report maintenance concerns to facilities.
Calendar and Meeting Management
- Maintain and update the Home Office shared calendar, ensuring all office days and events are accurately recorded.
- Send out meeting invitations and reminders to attendees for quarterly all Home Office team meetings.
- Assist with the preparation of materials and reservations for Board meetings.
- Manage meeting rooms and assist team members with scheduling and coordinating meetings.
- Coordinate meeting logistics, including reserving conference rooms and arranging catering for all Home Office meetings both onsite and offsite.
Office Culture and Events
- Assist with the planning and organization of Monthly Connections events.
- Assist with Home Office and DVM onboarding and offboarding tasks, including setting up desk spaces, preparing new hire baskets, and offboarding procedures.
Processes and Audits
- Conduct a monthly voicemail audit.
- Assist in preparing, organizing, and maintaining office documents and records.
- Complete a thorough check of the office and facilities to ensure everything is in order.
- Process monthly expense reports.
Skills & Requirements
- Professional appearance and communication skills
- Reliability and punctuality, especially for time-sensitive meeting commitments
- Ability to manage a high volume of varied tasks and responsibilities with flexibility and helpfulness
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
- Working knowledge of computer systems
- Strong problem-solving skills and ability to work independently
- Scheduling experience preferred
- Flexible schedule to meet business needs