Administrative Assistant, Operations

National Veterinary Associates; Oakville; Hybrid; CAD 45,000 - 75,000; Full time

Job summary

Join a thriving community dedicated to pet health and veterinary excellence as an Administrative Assistant in Operations. In this role, you will support the VP of Operations by coordinating key tasks and managing day-to-day activities. Your organizational skills and attention to detail will be vital as you handle sensitive information and foster relationships with the operations team. This innovative firm values your expertise and offers opportunities for professional growth in a collaborative environment. Embrace a flexible working model that allows you to thrive while making a substantial impact on the organization and the community it serves.

Benefits

Retirement savings matching programs

Continuous learning opportunities

Flexible working options

Career growth opportunities

Qualifications

• 5+ years of experience in Operations Administration.
• Ability to handle multiple tasks in a fast-paced environment.

Responsibilities

• Assist the VP of Operations with agendas and communications.
• Manage expense submissions and oversee Health and Safety reporting.

Skills

Problem-solving skills

Organizational skills

Time management skills

Interpersonal skills

Communication skills

Attention to detail

Education

Bachelor’s degree in Business Commerce

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

NVA Canada is a rapidly growing community of Canadian veterinary hospitals and passionate professionals dedicated to serving the local needs of pets and their owners in every province and one territory. Since the first hospital joined NVA in 1997, founding veterinarian Dr. Stanley Creighton has emphasized support for the local medical standards established by individual doctors and practices. This vision for local empowerment and servant leadership continues at NVA Canada. We are partners in possibility, providing supporting resources so the Canadian community can continue to grow and thrive. Located in Oakville, Ontario, NVA Canada plays a central role within NVA’s operations, serving as a key support center and driving the company’s mission to support pet health and veterinary excellence across Canada.

Our supportive team operates with a focus on compassionate care, fostering a collaborative environment that encourages innovation and dedication to pet health. As part of a thriving and expansive organization, NVA Canada is a place where professionals who are passionate about animal care and veterinary excellence can make a lasting impact.

Job Summary:

The Administrative Assistant, Operations will report to the Vice President of Operations and will coordinate and manage key tasks of the operations department; in addition to supporting the daily activities of the VP of Operations. In this role, 20% of your time will be managing the day-to-day activities for the VP, Operations, with the remaining 80% focused on assisting operational initiatives. The successful candidate will demonstrate the ability to handle sensitive information with discretion and integrity while maintaining and building exceptional relationships with the operations leadership team and cross-functional support center partners.

Key Responsibilities:

• Assist the VP of Operations by coordinating weekly and quarterly agendas for meetings, including prioritization and publishing of deliverables, goals, and objectives.
• Schedule and coordinate initiatives for VP, Operations – highlight any misalignment activities.
• Support VP, Operations in crafting communications and generating presentations.
• Act as key point of contact for support functions to request time with the VP, Operations and/or the Operations group.
• Oversee and manage Health and Safety reporting and policy updates.
• Manage expense submission and invoicing for assigned stakeholders and projects.
• Assist in quarterly and ad hoc meeting preparation, set up, and delivery.
• Drive and execute key activities within the operational department by collaborating with both internal and external cross-functional stakeholders.
• Support with tracking operational initiative, compliance, and preparing reports.
• Collaborate with cross-functional support centre functions to execute programs and communications with Field Operators, focusing on implementation, accountability, and tracking.
• Handle administrative duties (payments, travel coordination, cheque requests, invoice creation, and processing) for assigned projects.
• Lead the project management workflow for assigned projects.
• Collect data and maintain accurate company or departmental records.
• Assist operations leadership with process definitions, process documentation, execution & operational issue analysis.
• Assist across the department with transactional tasks during high volume periods.

Qualifications & Key Skills:

• Bachelor’s degree required, specialization in Business Commerce preferred.
• 5+ years of experience in Operations Administration.
• Proven problem-solving skills and ability to break down large problems into smaller solvable chunks.
• Ability to handle multiple tasks in a fast-paced environment.
• Excellent organizational and time management skills.
• Strong interpersonal skills, including verbal and written communication skills.
• Comfort dealing with ambiguity and ability to work both independently and in a team setting.
• Highly detail-oriented with strong organizational and analytical capabilities.
• Excellent proficiency in Microsoft Office, especially Excel, PowerPoint, and Word.
• Some travel will be required to Canadian Support Centre.

Join NVA Canada to make a substantial impact within a growing organization, working with a team that values your expertise and professional development.

What You Can Expect in Return:

• Retirement savings matching programs.
• Opportunities for continuous learning and career growth within a collaborative, fast-paced setting.
• Flexible working options, including a mostly remote hybrid model with occasional office attendance to foster team engagement.
• The flexibility to tailor your work focus and develop expertise in areas that are most meaningful to you and beneficial to the company.

At NVA Canada, diversity and inclusion are an important part of our everyday reality.

We are committed to fostering an open and inclusive environment where everyone belongs, our people feel comfortable and confident to be themselves and reach their full potential regardless of age, race, national or ethnic origin, gender identity or expression, marital and family status, religion or other belief, culture, sexual orientation, or disability.