THE ROLE:
Location: Abbotsford, BC
Hours: Full-Time, Permanent
Reporting to: Managing Partner / BC Veterinarian (in-office)
On behalf of our client, Poultry Health Services Ltd., we are seeking a highly organized and proactive Executive Assistant and Operations Coordinator to support their leadership team. This role is central to ensuring smooth business operations, effective communication, and coordination across the organization.
The successful candidate will work closely with the Managing Veterinarian in British Columbia and the broader leadership team, contributing to day-to-day operations and key projects that support the company’s continued growth.
To learn more about the company and their story, please visit their website at https://poultryhealth.ca
WHAT'S IN IT FOR YOU:
- Salary range of $55,000 to $70,000, dependent on qualifications and experience.
- Participation in the health benefits program.
- RRSP matching program.
- Annual vacation entitlement.
- Training on systems, products, and compliance requirements.
- Be part of a flexible, collaborative, and high-performing culture that provides ongoing growth opportunities and genuinely takes care of its people so they can take care of clients.
RESPONSIBILITIES:
Reporting directly to the Managing Partner/Veterinarian, this position provides executive-level administrative support while helping coordinate day-to-day operations for the BC veterinary and technical team. Responsibilities include, but are not limited to:
Executive Support:
- Manage business and personal calendars, coordinate meetings, and prioritize scheduling to ensure efficient use of executive time.
- Coordinate meeting logistics, prepare agendas, record meeting minutes, and track action items to completion.
- Provide comprehensive executive administrative support, including travel arrangements, expense tracking, correspondence, and document management.
- Prepare professional presentations, reports, proposals, and other business communications.
- Coordinate internal meetings, client meetings, seminars, and company events, including venue bookings, catering, presentation materials, and logistics.
- Act as a central communication hub by screening incoming communications, responding where appropriate, and ensuring important matters are addressed promptly.
- Maintain organized filing systems and ensure company records and documentation remain current and accessible.
Operations and Veterinary Team Support:
- Provide day-to-day administrative support for the BC veterinary team and assist with workload coordination.
- Support development and administration of vaccine programs, invoicing, and other operational processes alongside the BC administrative team.
- Coordinate administrative tasks generated by veterinarians and technicians, including data entry, report preparation, and client communications.
- Assist with collection, organization, and entry of technical data into company software systems.
- Track veterinary billable hours and prepare reports to support operational efficiency and business planning.
- Coordinate technician schedules and assist with planning field activities to maximize productivity and efficient use of technical resources.
- Monitor outstanding tasks and projects, ensuring work is appropriately delegated and completed in a timely manner.
- Collaborate closely with veterinarians, technicians, laboratory personnel, and administrative staff to ensure seamless workflow across the BC office.
Project and Business Support:
- Support with hiring, onboarding, and orientation of new employees.
- Coordinate and support special projects on behalf of the Managing Partner and other veterinarians.
- Prepare project timelines, track deliverables, and follow up on outstanding items.
- Identify opportunities to improve administrative processes, workflow efficiency, and internal communication.
- Contribute ideas and participate in business planning, operational meetings, and cross-functional initiatives.
- Support additional projects and responsibilities as assigned.
Additional Opportunities:
Depending on experience and interest, the successful candidate may also:
- Support marketing initiatives, including publications, seminars, newsletters, and educational materials.
- Assist with website content, social media strategy, and company communications.
- Coordinate client appreciation events, continuing education programs, and industry meetings.
- Assist with internal business development initiatives and strategic projects.
- Take on increasing operational leadership responsibilities as the company continues to grow
PREFERRED QUALIFICATIONS AND SKILLS:
The successful candidate will have strong interpersonal and communication skills, both written and verbal, and will be a self-starter who is capable of working independently with minimal supervision as well as collaboratively within a team. Additional preferred skills include:
- 3–5 years of experience in an executive assistant, operations coordinator, senior administrative, or office coordination role.
- Experience supporting senior leaders, professionals, or technical teams in a fast-paced environment.
- Strong scheduling, calendar management, meeting coordination, and follow-up skills.
- Demonstrated ability to manage confidential information with discretion and professionalism.
- Strong attention to detail, with experience preparing reports, correspondence, presentations, and business documents.
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams.
- Comfort working with databases, client management systems, invoicing systems, scheduling tools, or other business software.
- Experience with invoicing, billing support, expense tracking, basic reporting, or operational administration is considered an asset.
- Experience in veterinary, agriculture, healthcare, laboratory, or other technical/regulated environments is considered an asset.
- Ability to coordinate competing priorities, track action items, and follow through on deliverables.
- Valid Class 5 driver’s licence with a clean driving record.
Pay: $55,000.00-$70,000.00 per year
Benefits:
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
- Wellness program
Application question(s):
- This is currently a temporary mat leave coverage - is this acceptable?
Education:
- Bachelor's Degree (preferred)
Experience:
- Administrative: 3 years (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
