![Mobile National MS Society Logo](https://dn9tckvz2rpxv.cloudfront.net/nationalmssociety.jobs/Logo.png)
Job Information
CityVet Home Office Support Specialist in Dallas, United States
Job Summary
Join CityVet as our Office Support Specialist and be the welcoming face of our company! This in-office position is based in Dallas at our Home Office. You will play a vital role in providing office support and coordinating a wide array of activities and projects. The ideal candidate is energetic, professional, and dedicated to supporting others with a positive attitude. This role offers a great opportunity to gain valuable insight into our Home Office operations and grow within our team.
Administrative Support
· Greet and assist visitors and vendors in a professional and courteous manner.
· Handle incoming calls, emails, and correspondence, directing them to the appropriate person or department.
· Provide general information and support to visitors and team members.
· Schedule appointments, meetings, and conference calls for staff members and executives.
· Occasionally assist in coordinating travel arrangements for candidates and employees.
Office Management
· Ensure the office, breakroom area, and bathroom areas are clean, organized, and presentable.
· Maintain office supplies inventory by checking stock to determine inventory levels and place orders as needed.
· Handle incoming and outgoing mail, packages, and deliveries.
· Report maintenance concerns to facilities.
Calendar and Meeting Management
· Maintain and update the Home Office shared calendar, ensuring all office days and events are accurately recorded.
· Send out meeting invitations and reminders to attendees for quarterly all Home Office team meetings.
· Assist with the preparation of materials and reservations for Board meetings.
· Manage meeting rooms and assist team members with scheduling and coordinating meetings.
· Coordinate meeting logistics, including reserving conference rooms and arranging catering for all Home Office meetings both onsite and offsite.
Office Culture and Events
· Assist with the planning and organization of Monthly Connections events.
· Assist with Home Office and DVM onboarding and offboarding tasks, including setting up desk spaces, preparing new hire baskets, and offboarding procedures.
Processes and Audits
· Conduct a monthly voicemail audit.
· Assist in preparing, organizing, and maintaining office documents and records.
· Complete a thorough check of the office and facilities to ensure everything is in order.
· Process monthly expense reports.
Skills & Requirements
· Professional appearance and communication skills
· Reliability and punctuality, especially for time-sensitive meeting commitments
· Ability to manage a high volume of varied tasks and responsibilities with flexibility and helpfulness
· Proficient in Microsoft Office applications (Word, Excel, PowerPoint)
· Working knowledge of computer systems
· Strong problem-solving skills and ability to work independently
· Scheduling experience preferred
· Flexible schedule to meet business needs