Operations Assistant

About Heritage Vet Partners Heritage Vet Partners (HVP) is one of the fastest-growing rural veterinary networks in the country, with practices spanning the Midwest, Plains, and beyond. We are building a community of rural veterinary practices dedicated to preserving the rich legacy and culture established within each individual practice — partnering with veterinarians to support their businesses while enriching their professional and personal lives.

Our vision is to be the leader in rural veterinary practice, delivering sustainable, collaborative, and innovative animal health solutions across all species, securing the future of rural veterinary practice for generations to come. Everything we do — including how we build our team — is guided by that purpose.

About The Talent & Development Team The Talent & Development (T&D) team is the engine behind HVP’s people strategy. We recruit the veterinarians and professionals who make HVP practices thrive, build the student pipeline that will sustain rural veterinary medicine for generations, and invest in the mentorship and professional development programs that make HVP a place where people choose to not only stay, but also have the opportunity to thrive.

Role Overview

The Operations Assistant supports the Director, Recruiting & Retention, with the operational and administrative work that keeps the T&D team running. This is a detail-driven, task-oriented role for someone who takes pride in keeping things organized, follows through without being reminded, and brings genuine curiosity to learning new tools and systems.

You will work directly with the Director and serve as the administrative backbone of the team — freeing up capacity for the strategic talent acquisition, student programming, and employer brand work that drives HVP’s growth. For the right person, this role is an excellent career development opportunity: HVP is growing quickly, and the T&D team will grow with it.

A note on growth: HVP’s pace of growth means this team will expand. We are looking for someone who wants to grow with us — someone for whom this role is a starting point, not a ceiling. What You’ll Do

Data Entry & System Maintenance

• Maintain and update records across HVP’s Smartsheet system: student profiles, candidate pipeline, open requisitions, externship tracker, and practice data; participate and help facilitate a smooth transition when integrating new systems
• Ensure data accuracy and completeness; flag discrepancies and follow up to resolve missing information
• Support compliance tracking for student program requirements (agreements, onboarding forms, and prerequisite documentation)
• Run routine reports and pull data as requested by the Director

Administrative Coordination

• Track action items from team calls and internal meetings; send follow-up correspondence and confirmations
• Help coordinate conference and event logistics: registrations, hotel blocks, booth shipping, badge management, and RSVP tracking across multiple annual events
• Manage scheduling for candidate interviews, externship rotations, and intern check-ins
• Draft and send routine communications on behalf of the Director: scheduling confirmations, candidate follow-ups, and practice manager outreach emails

Marketing & Content Support

• Coordinate and partner with HVP’s internal Marketing Specialist to ensure consistent branding across all initiatives
• Assist with social media coordination: scheduling posts, monitoring engagement, and supporting job ad campaigns across platforms
• Support conference and event materials: coordinating print requests, tracking deadlines, and routing approvals
• Help maintain the HVP career-facing digital presence by coordinating website update requests and content routing

General Team Support

• Provide day-to-day administrative support to the Director and additional cross-functional teams as needs evolve
• Assist with special projects and research as assigned
• Bring a proactive mindset: recognize needs and act when appropriate

What We’re Looking For

Required

• Associate’s degree or equivalent combination of education and work experience
• Strong working knowledge of Microsoft Office 365 applications (Outlook, Teams, Word, Excel, SharePoint)
• Comfort with AI-assisted workflows and a genuine curiosity about using technology to work more efficiently
• Familiarity with common social media platforms (L…