Veterinary Assistant & Client Relations Specialist

Description

JOB SUMMARY:

The Veterinary Assistant & Client Relations Specialist is a highly motivated and detail-oriented professional who plays a key role in supporting both the clinical and administrative operations of our veterinary education and training programs. This hybrid position combines hands-on animal care and husbandry responsibilities with front-facing client support, logistical coordination, and event facilitation. Reporting directly to the Veterinary Manager, this individual ensures the highest standards of animal welfare while delivering exceptional service to our diverse clientele, including veterinarians, industry professionals, and event participants. The ideal candidate thrives in a fast-paced environment, communicates effectively, remains calm under pressure, and adapts quickly to shifting priorities and client needs. This role requires a flexible schedule, with availability to work up to 40 hours per week—including early mornings, evenings, weekends, and holidays, dictated by event and operational demands.

EDUCATION, EXPERIENCE SKILLS & ABILITIES:

Education

• High school diploma or equivalent.
• College coursework or certification in veterinary assisting, animal science, or related field preferred.
• General knowledge of OSHA safety rules, regulations, and sanitization procedures.
• Understanding of Oquendo Center policies, procedures, and protocols.

Experience

• Prior experience as a Veterinary Assistant or in a similar role.
• Experience working in a laboratory, veterinary, or medical facility settings, with familiarity in basic medical and veterinary procedures.
• Proven ability to assist effectively during wet labs, surgical training, and clinical procedures.
• Familiarity with setting up, maintaining, and breaking down lab rooms and veterinary equipment.
• Demonstrated knowledge of quality improvement practices and enhanced clinical techniques.
• Strong background in administrative support, customer service, or client relations.
• Experience working collaboratively with a diverse range of professionals in a fast-paced environment.
• Preferred: Experience supporting veterinary education, clinical programs, or event-based operations.

Skills & Abilities

Communication and Interpersonal Skills

• Excellent verbal and written communication; ability to clearly explain concepts, actively listen, and provide professional feedback.
• Comfortable speaking persuasively and positively in a variety of settings, including meetings and client-facing interactions.
• Demonstrates professional, courteous behavior with internal staff, clients, and external partners.
• Ability to maintain professional boundaries while supporting positive and helpful relationships.

Problem-Solving and Decision-Making

• Exercises sound judgment and quick decision-making under pressure.
• Able to independently assess complex situations, identify problems, and implement timely solutions.
• Proactive, resourceful, and responsive to changing priorities and needs.

Professionalism and Adaptability

• Demonstrates a calm and controlled demeanor in high-pressure or sensitive situations.
• Adheres to uniform standards and always maintains a professional appearance.
• Flexible and willing to work evenings, weekends, and holidays based on business needs.
• Willingness to travel occasionally for business purposes.
• Passionate, compassionate, and committed to professional excellence.

Work Ethic and Teamwork

• Strong work ethic: dependable, punctual, and respectful to team members and clients.
• Ability to work both independently and collaboratively within a team.
• Takes initiative, demonstrates a “Spirit of Service” mindset, and upholds a positive workplace culture.

Organizational Mission and Vision Alignment

• Fully supports and promotes the mission, vision, and values of the organization.
• Fosters collaborative relationships within the organization and builds strong partnerships externally.
• Positively represents the organization to all stakeholders with integrity and respect.

Customer Service and Client Support

• Exceptional customer service skills, with the ability to support clients in a friendly, informative, and professional manner.
• Able to educate clients and attendees about program offerings and present information effectively.
• Skilled in maintaining a balance between providing support and respecting professional boundaries.

Administrative, Technical & Logistical Support

• Highly organized, with the ability to manage multiple tasks, events, and priorities simultaneously.
• Strong attention to detail and time management.
• Proficient in Microsoft Office (Word, Excel, Outlook), scheduling systems, and communication platforms (Teams, Zoom, email, etc.).
• Comfortable managing inventory, supplies, shipping/receiving, and event logistics

PHYSICAL REQUIREMENTS:

Viticus Group is committed to principles of equal opportunities for all employees. The Company will provide reasonable accommodations that are necessary to comply with State and Federal disability discrimination laws.

General Requirements

• Ability to sit, use hands and fingers, talk or hear, and smell continually.
• Ability to stand, walk, and reach frequently.
• Ability to climb or balance, stoop, kneel, or crouch occasionally.

Lifting and Carrying

• Ability to frequently lift and carry up to 10 lbs.
• Ability to occasionally lift and carry up to 50 lbs.

Vision and Hearing

• Close vision required to see computer monitors, read documents, and operate copy and fax machines.
• Distance vision is required to drive an automobile if driving is a requirement of the job.

Work Environment

• Work environment is indoors and climate-controlled.
• Occasionally exposed to outdoor weather conditions.
• Moderate noise levels as found in a business office with computer printers, households with TVs and dishwashers, and driving in light traffic.

JOB SPECIFIC DUTIES:     

Animal Care & Clinical Support 

• Assist veterinarians and technicians with animal handling, preparation, and post-procedure care during courses and labs.
• Maintain cleanliness and organization of clinical and laboratory spaces according to veterinary and OSHA standards.
• Ensure proper handling, restraint, and monitoring of animals to support humane care and compliance with regulatory guidelines. 
• Perform routine cleaning, sterilization, and maintenance of veterinary tools and equipment. 
• Support accurate and timely documentation related to animal care, medications, and procedure logs. 

Client Relations & Customer Service 

• Serve as the primary point of contact for clients and course participants during onsite veterinary programs and events. 
• Provide a   professional, courteous, and welcoming experience to clients, vendors, and stakeholders, ensuring their needs are met in a timely manner. 
• Troubleshoot and resolve client issues independently or escalate concerns as needed to ensure client satisfaction. 
• Maintain strong relationships through consistent communication and follow-up before, during, and after events. 
• Educate clients and participants about program logistics, expectations, and services offered. 

Course & Event Coordination 

• Support internal planning meetings to coordinate logistics for upcoming veterinary education events. 
• Track course timelines and ensure all logistical and material requirements are confirmed and in place before start dates. 
• Assist in setup and breakdown of course spaces, labs, and instructional areas according to specific protocols and client preferences. 
• Participate in post-course debriefings, contribute feedback, and assist with follow-up communications to support continuous program improvement. 
• Maintain familiarity with client-specific procedures, preferences, and expectations to ensure seamless course execution. 

Administrative & Operational Support 

• Collaborate with internal teams to manage pre- and post-event tasks such as scheduling, documentation, and internal communications. 
• Ensure accurate and organized data entry, course material preparation, and reporting as required. 
• Support recordkeeping, filing, and updating of event tracking systems. 
• Assist with internal administrative needs to help ensure operational efficiency and professional presentation. 

Inventory, Shipping & Receiving 

• Maintain inventory of course-specific materials, general supplies, and veterinary tools, ensuring availability for all scheduled programs. 
• Oversee shipping and receiving processes for course materials and client items, ensuring timely, secure, and accurate handling. 
• Prepare and label shipments in compliance with organizational standards. 
• Monitor usage of supplies and communicate restocking needs proactively to ensure readiness for events.

Viticus Group is an equal opportunity employer and will not discriminate in recruiting, hiring, training, promotion, transfer, discharge, compensation or any other term or condition of employment on the basis of race, religion, color, age, sex, national origin, gender, or on the basis of disability if the employee can perform the essential functions of the job, with a reasonable accommodation if necessary.

WHY YOU WILL LOVE WORKING HERE

We offer a vibrant and supportive work environment where your contributions are highly valued, and your professional growth is our priority. You will have the opportunity to work on impactful projects, develop your expertise in Veterinary & Human Health education, and make meaningful contributions to the field. At Viticus Group, we are committed to fostering a culture of excellence, collaboration, and innovation. We believe in work-life balance and infuse our professional ethos with fun through team outings, friendly contests, and shared lunches. Joining Viticus Group means becoming part of a dynamic and supportive community where your efforts are not only recognized, but celebrated.

PERKS

• Competitive & Transparent Salary – Know what you're worth and be paid fairly for it.
   
• Free Employee-Only Coverage – Medical, Dental, Vision, Short & Long-Term Disability, and Life Insurance – all 100% covered for you!
   
• 401(k) with 3% Company Match – Invest in your future with our retirement plan.
   
• Supportive & Collaborative Work Culture – Be part of a mission-driven team that values connection, communication, and kindness.
   
• Ongoing Professional Development – From workshops to conferences, we’ll support your growth every step of the way.
   
• Wellness Programs – Take care of your mental and physical health with access to resources and wellness incentives.
   
• Employee Recognition & Appreciation Events – We celebrate wins—big or small—throughout the year!
   
• Unique Industry Impact – Make a real difference in veterinary medicine and animal health.
   
• Work-Life Balance – We respect your time with predictable scheduling and occasional flexibility.
   
• Fun Workplace Culture – Holiday contests, team lunches, and just enough quirks to make work more enjoyable.