Administrative Assistant

ABOUT US

Founded in 1981, Penn Veterinary Supply was created out of the belief that there is a better way to supply veterinarians with products and services. This belief remains at the core of everything we do. We proudly remain a family owned and operated business, free of corporate ownership. This enables us to best meet the needs of our customers on an individual basis without the pressure of answering to shareholders. We strive to set a higher standard of servicing the veterinary profession by focusing on our Power in Partnership model:

• Penn Vet is a Family-Owned Business that values our PEOPLE and yours.
• Our team is dedicated to providing SOLUTIONS for the veterinarians and entire staff at independent, privately held veterinary hospitals.
• We aim to be a true business partner that strives to consistently exceed your SERVICE expectations.
• We select partners who advocate for the importance of the veterinarian's recommendation of PRODUCTS that provide quality, savings, and value.

 Penn Vet was founded in Lancaster County, Pennsylvania, and has since grown to open branches in Michigan, Florida, and North Carolina.

ABOUT THE POSITION

The Administrative Assistant plays a pivotal role in supporting the marketing team by managing a wide range of administrative tasks. They are responsible for triaging and distributing incoming communications to the appropriate team members, ensuring efficient workflow. Responsible for the coordination of internal department and external partner meetings, this role manages all meeting logistics, including taking minutes for both virtual and in-person meetings. The Administrative Assistant will also assist the marketing team in the development of partnership agreements and proposals. Acting as a liaison between Penn Vet and key service partners, they will coordinate events and provide ongoing support to both customers and company associates across departments. Additionally, the Administrative Assistant will assist and provide detail-oriented support in the planning and execution of trade shows, continuing education seminars, and other marketing events, ensuring they run smoothly and meet company objectives.

 Candidates must be available to work a hybrid schedule from 8:00am to 5:00pm, Monday through Friday.

Essential Responsibilities

• Provide comprehensive support for department and partner meetings, including scheduling, preparing agendas, handling pre-meeting logistics, and taking minutes during virtual and in-person meetings.
• Plan and facilitate of both on-site and off-site marketing events, including trade shows, seminars, and internal marketing meetings.
• Monitor and manage incoming emails, ensuring efficient distribution to the appropriate team members for timely follow-up and action.
• Serve as a key point of contact between Penn Vet and service partners, relaying questions and responses, and providing support to both internal and external customers.
• Draft partnership agreements, proposals, and ROI summaries.
• Compile and analyze campaign data, preparing reports and presentations that summarize key metrics, insights, and outcomes for internal and external stakeholders.
• Maintain and organize marketing and sales support files, documents, and materials.
• Ensure that all assets, proposals, contracts, and reports are properly archived and up to date.
• Collaborate with team members to proactively provide general support in ensuring successful project management and campaign outcomes. 
• Assist in the ordering and distribution of marketing materials to support sales and marketing initiatives.
• Perform other tasks as directed by the Marketing Relations Manager, Marketing Communications Manager, Associate Director of Marketing, Director of Sales and Marketing, or President of the Company

Qualifications and Preferred Experience

• High school diploma or equivalent; Associate’s degree a plus
• Certified Administrative Professional (CAP) a plus
• Past administrative experience or tenure in an office setting a plus
• Ability to work from a dedicated home office with highspeed internet (20Mpbs up, 5Mbps down)
• Ability to travel periodically to attend in-person meetings

Physical Demands

• Regularly communicate accurate information and ideas so others will understand
• Operate a computer and other office machinery for extended periods of time
• Move about inside the office to access file cabinets, office machinery, etc.
• Must be able to remain in a stationary position at a desk for prolonged periods of time
• Ability to observe details at close range
• May occasionally be required to lift and carry up to 30 pounds

Penn Veterinary Supply is a drug-free workplace. Candidates are required to successfully pass a pre-employment drug screen and background check. Penn Vet is an Equal Employment Opportunity employer that does not discriminate based on race, color, religion, sex, disability, marital status, age, pregnancy, national origin, protected veteran status, ancestry, genetic information, sexual orientation, or any other characteristic protected by applicable federal or state laws.