Administrative Assistant, Operations

NVA Canada.; Oakville; On-site; CAD 50,000 - 70,000; Full time

Job summary

NVA Canada is seeking an Administrative Assistant, Operations to support the VP of Operations in coordinating key tasks and managing daily activities. This role involves a mix of administrative duties and operational initiatives, requiring strong organizational and communication skills. Ideal candidates will have a Bachelor’s degree and 5+ years of experience in operations administration, with a focus on detail and problem-solving.

Benefits

Retirement savings matching programs

Opportunities for continuous learning and career growth

Flexible working options, including a hybrid remote model

Qualifications

• 5+ years of experience in Operations Administration.
• Ability to work independently and in teams.
• Highly detail-oriented.

Responsibilities

• Coordinate weekly and quarterly meetings for the VP of Operations.
• Manage expense submissions and invoicing for stakeholders.
• Lead project management workflows for assigned projects.

Skills

Problem-solving

Multitasking

Organizational skills

Communication

Analytical capabilities

Education

Bachelor’s degree in Business Commerce

Tools

Microsoft Office

Job description

About Us : 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 1997, when the first hospital joined NVA, founding veterinarian Dr. Stanley Creighton emphasized support for 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 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 within the operations department. The role involves supporting the daily activities of the VP of Operations, with approximately 20% of time dedicated to managing day-to-day activities and 80% focused on assisting operational initiatives. The successful candidate must handle sensitive information with discretion, build strong relationships with the operations leadership team, and support cross-functional partners.

Key Responsibilities :

1. Assist the VP of Operations by coordinating weekly and quarterly meetings, including setting agendas, prioritizing tasks, and publishing deliverables, goals, and objectives.
2. Schedule and coordinate initiatives for the VP, highlighting any misalignments.
3. Support the VP in crafting communications and generating presentations.
4. Act as a key contact for support functions requesting time with the VP or the Operations group.
5. Oversee and manage Health and Safety reporting and policy updates.
6. Manage expense submissions and invoicing for stakeholders and projects.
7. Assist in preparing, setting up, and delivering quarterly and ad hoc meetings.
8. Collaborate with internal and external stakeholders to drive operational activities.
9. Support tracking of operational initiatives, compliance, and reporting.
10. Coordinate with support center functions to implement programs and communications with Field Operators.
11. Handle administrative duties such as payments, travel arrangements, cheque requests, and invoice processing.
12. Lead project management workflows for assigned projects.
13. Maintain accurate records and data.
14. Assist leadership with process definitions, documentation, and operational issue analysis.
15. Support 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.
• Strong problem-solving skills and the ability to decompose large problems.
• Ability to multitask in a fast-paced environment.
• Excellent organizational and time management skills.
• Strong communication skills, both verbal and written.
• Comfort with ambiguity and ability to work independently and in teams.
• Highly detail-oriented with strong analytical capabilities.
• Proficiency in Microsoft Office, especially Excel, PowerPoint, and Word.
• Willingness to travel to the Canadian Support Centre as needed.

Join NVA Canada to make a meaningful 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.
• Flexible working options, including a hybrid remote model with occasional office attendance.
• Opportunities to develop expertise in areas aligned with your interests and the company's needs.