Administrative Operations Associate

📋 Description

• • Be the engine behind unforgettable experiences at Vetcove, the Y Combinator-backed company modernizing the $50B animal-health supply chain. As our Administrative Operations Associate, you will orchestrate internal and external events that bring together 17,000+ veterinary hospitals, hundreds of team members, and industry partners—translating our mission of “more care, less shopping” into moments that educate, celebrate, and connect.
• • Own end-to-end logistics for company-wide meetings, quarterly all-hands, training bootcamps, customer conferences, and culture-building socials. You’ll draft run-of-show timelines, secure venues, manage catering, A/V, signage, and swag—then be the calm, resourceful presence on site who ensures every attendee feels welcomed and every speaker stays on schedule.
• • Serve as the primary liaison between internal stakeholders (HR, Marketing, Customer Success, Product, and Executive Leadership) and external vendors (hotels, caterers, production crews, shipping carriers). Negotiate contracts, track deliverables, and maintain a preferred-vendor database that balances cost efficiency with white-glove service.
• • Build and maintain master event calendars, attendee lists, and RSVP workflows in Google Workspace, Eventbrite, Zoom, and Slack. You’ll automate reminders, dietary-preference surveys, and post-event surveys so data is always current and actionable.
• • Monitor event budgets in real time—logging expenses, flagging overruns, and presenting clear cost-benefit summaries to leadership. You’ll reconcile invoices, file reimbursements, and identify creative ways to stretch every dollar without compromising quality.
• • Provide on-site support for setup, registration, speaker tech-checks, and live troubleshooting. When the Wi-Fi drops or the keynote slides won’t load, you’re the first call—armed with contingency plans, extra dongles, and a smile.
• • Capture qualitative and quantitative feedback after each event, then translate insights into playbooks that raise the bar for the next one. You’ll measure NPS, attendance rates, and budget variance, presenting findings in concise dashboards that guide strategic decisions.
• • Champion our remote-first culture by shipping “event-in-a-box” kits to distributed teammates, organizing virtual trivia nights, and curating monthly surprise-and-delight packages that keep our 100 % remote team connected across 50 states.
• • Maintain meticulous records—contracts, insurance certificates, W-9s, and post-mortem reports—ensuring every detail is audit-ready and stored in our shared drive with clear naming conventions.
• • Step into ad-hoc administrative duties as needed: booking executive travel, ordering office supplies for home setups, and coordinating bi-annual company retreats that blend strategic planning with unforgettable off-site adventures.
• • Thrive in a fast-moving, feedback-rich environment where priorities can pivot quickly. You’ll juggle multiple events at different stages, communicate proactively, and keep stakeholders aligned without breaking a sweat.
• • Grow alongside a passionate team that values initiative, creativity, and a “no job too small” attitude. Whether you’re sourcing 500 custom stethoscope-shaped cookies or negotiating last-minute AV upgrades, your work will directly amplify the impact of veterinarians nationwide.