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