Receptionist/Executive Assistant

RECEPTIONIST/EXECUTIVE ASSISTANT

REPORTS TO: Chief Operating Officer

SUPPORTS: Chief Operating Officer and Chief Executive Officer

HOURS: 8:00AM - 5:00PM

PAY: $21.00–$25.00 per hour anticipated starting range, with flexibility based on experience and qualifications.

POSITION SUMMARY

Durvet, Inc., proud to be named one of Ingram’s Best Places to Work in 2020 and 2024, is seeking a highly organized and dependable Receptionist/Executive Assistant.

This position serves as the first point of contact for incoming callers and visitors while providing administrative support to the Chief Executive Officer and Chief Operating Officer. Primary responsibilities include answering and directing incoming calls, welcoming visitors, coordinating executive calendars, scheduling meetings, arranging travel and transportation, ordering meals, and assisting with company meetings and events.

The ideal candidate is professional, detail-oriented, and able to manage multiple priorities while handling sensitive information with discretion.

KEY RESPONSIBILITIES

Reception and Office Support

• Answer incoming calls promptly and professionally and transfer callers to the appropriate department or employee.
• Greet, welcome, and direct visitors and notify employees of their arrival.
• Maintain a professional and organized reception and common office area.
• Receive and distribute incoming mail, deliveries, and other correspondence.
• Order and maintain office supplies, monitor inventory, compare pricing, and coordinate with suppliers as needed.
• Provide general administrative support to departments and employees as needed.

Executive Support

• Coordinate and maintain calendars for the CEO and COO, including meetings, appointments, events, and other commitments.
• Schedule internal and external meetings, prepare meeting invitations, reserve meeting spaces, and communicate relevant details to attendees.
• Coordinate meals and refreshments for meetings, company events, visitors, and other business functions.
• Arrange business travel, lodging, ground transportation, and related accommodations for executives and other employees as needed.
• Prepare and organize meeting materials, correspondence, reports, and other documents.
• Assist with expense reports, invoices, receipts, and other administrative records.
• Anticipate scheduling conflicts and administrative needs and communicate changes promptly.
• Handle confidential and sensitive business information with professionalism and discretion.

Meetings and Company Events

• Assist with planning and coordinating company meetings, lunches, employee activities, holiday parties, and other events.
• Coordinate event logistics, including venues, food, transportation, supplies, invitations, and schedules.
• Support the planning and coordination of Durvet’s annual Sales Pro event and other major company events.
• Communicate with employees, vendors, and external partners to ensure arrangements are completed accurately and on time.

Additional Administrative Responsibilities

• Manage the company’s adverse-event reporting process, including submitting reports to the appropriate manufacturer and maintaining accurate records.
• Maintain Durvet and vendor Safety Data Sheets by adding information for new products, archiving discontinued products, updating records, and completing annual ChemTrec submissions.
• Assist with special projects and other administrative duties as assigned.

MINIMUM QUALIFICATIONS

• Three or more years of experience in an executive assistant, administrative assistant, office coordinator, or receptionist role.
• Experience managing calendars, scheduling meetings, coordinating travel, and supporting senior leaders preferred.
• Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to prioritize multiple responsibilities and adapt to changing business needs.
• Ability to work independently, take initiative, and follow through on commitments and deadlines.
• Professional demeanor and strong interpersonal skills.
• Ability to exercise sound judgment and maintain confidentiality.
• Experience in animal health, agriculture, distribution, or a related industry preferred.

PHYSICAL DEMANDS

• Ability to remain seated or standing for extended periods.
• Ability to reach, stretch, bend, and occasionally lift or move office supplies and meeting materials.
• Ability to use a computer and read computer screens, written documents, and electronic communications.