Event and Administrative Assistant

Role Summary

The Ontario Association of Veterinary Technicians (OAVT) is seeking a highly organized and detail-oriented Event and Administrative Assistant to provide operational and administrative support across event delivery and finance functions. This newly created vacant role is ideal for someone who enjoys keeping things running smoothly behind the scenes and takes pride in supporting high-quality, professional experiences.

As a key contributor, you will help bring OAVT events to life by supporting planning, logistics, sponsorship coordination, and promotion. Your work will ensure exceptional service for members, supporters, collaborators, and partners of the association by keeping records and accounts current and accurate.

This position does not have supervisory responsibilities and works closely with several internal OAVT roles, including the Continuing Education Manager, Finance Manager, and Member Services and Communications Coordinator, as well as external contractors. The Event and Administrative Assistant reports to the Executive Director & Registrar.

Qualifications

We are seeking a responsive, organized, and solutions-oriented professional with strong attention to detail. You enjoy learning new digital tools and are comfortable working with financial and reporting software, including Excel and QuickBooks, and CRM/AMS platforms.

Required

• Minimum of 2 years' experience in an office or business administration role

• Proficiency with Microsoft Office Suite, particularly Excel

• Strong organizational, communication, and project management skills

• Minimum of 2 years' experience working in the veterinary sector

Preferred

• Familiarity with CRM platforms, digital file management systems, and QuickBooks

• Veterinary Technician/Technology diploma or related education

Core Responsibilities

Finance

• Process accounts payable and receivable accurately and on time

• Create and generate reports; review and cross-reference data to ensure accuracy and resolve discrepancies

Event

• Support the coordination and delivery of in-person and virtual events, including hands-on continuing education, industry and public events, conferences, proprietary events (such as the OAVT Annual Conference, RVT Month, and Professionalism & Ethics Workshop), and webinars

• Liaise with external service providers, partners, and members to support the delivery of high-quality educational offerings

Special Projects

• Support the launch of association management systems

• Organize digital files and ensure data transfers between systems are accurate, complete, and well-maintained

• Other projects as assigned

Additional Information

• This is an in-office position based in Guelph, ON, and the starting hourly wage is $25–$ hours per week can be expected, with the possibility of additional hours based on operational needs

• Occasional evenings and weekends are required and will be scheduled well in advance (e.g., OAVT Annual Conference and planned continuing education events)

• Occasional travel is required; a valid driver's licence is necessary. Travel expenses will be reimbursed in accordance with OAVT expense policies

• The OAVT does not use artificial intelligence (AI) in its recruitment process. Please do not use AI when applying or interviewing for this role. We want to learn about your personal interest in the position and assess the skills you bring to the position. The use of AI is not viewed as integral to the role.

• Only those applicants who've been invited to interview will be contacted, and all interviewees will be notified whether or not a hiring decision has been made within 45 days. Interviews will begin in January 2026.

In our office in Guelph, Ontario, you'll find a small staff team where creativity and collaboration thrive. Every voice is heard, ideas are exchanged freely, and well-behaved furry friends are welcomed with open arms.

Applications close January 5th, 2026. We can't wait to hear from you