Administrative Project Partner

Be the right hand to our executive team—turning ideas into action, keeping projects on track, and helping drive growth at Sage Veterinary Imaging.

Are you the person who loves keeping things organized, making things happen, and checking items off a to-do list? Do you enjoy solving problems, finding creative solutions, and figuring things out before someone has to ask?

We're looking for an Administrative Project Partner to be the administrative hub that keeps Sage Veterinary Imaging's engine moving!

You'll help keep projects on track, pull together business reports, coordinate employee training and development activities, support marketing initiatives, and manage the many moving pieces that keep a growing company running smoothly.

This is an exciting opportunity for someone early in their career who is analytical, creative, quick-thinking, and naturally curious. You'll work alongside senior leadership, gain exposure to multiple areas of the business, and have opportunities to develop your skills.

We're looking for a doer who thinks! Someone who loves a good spreadsheet, spots patterns others might miss, brings fresh ideas to the table, and gets genuine satisfaction from turning a long to-do list into accomplishments.

What You'll Do

Administrative & Project Coordination

• Coordinate meetings, travel arrangements, itineraries, and business activities.
• Prepare meeting materials, presentations, correspondence, and supporting documentation.
• Track project assignments, deadlines, milestones, and deliverables.
• Follow up with team members to gather updates and keep projects moving.
• Maintain organized business records, project files, and confidential documentation.

Reporting & Business Analytics

• Pull, compile, and organize operational, financial, staffing, and performance reports.
• Maintain spreadsheets, KPI scorecards, dashboards, and project trackers.
• Gather and verify information from company systems and department leaders.
• Prepare clear reporting summaries, identifying trends, discrepancies, and outstanding items.
• Assist with monthly, quarterly, and annual reporting.

Organizational Development & Training (OD&T)

• Help coordinate employee development, onboarding, management training, and organizational initiatives.
• Prepare, compile, organize, and maintain clinical and nonclinical training materials, learning resources, and program documentation. Clinical knowledge is not required.
• Track training assignments, participation, progress, completion, and follow-up activities across departments and locations.
• Maintain training records, learning trackers, and completion reports.
• Coordinate quarterly and annual employee performance review cycles, including documentation, deadlines, and completion tracking.
• Support training schedules, learning platforms, and OD&T projects.

Marketing & Business Development Assistance

• Assist with execution of marketing campaigns and business development activities.
• Coordinate marketing materials, promotional activities, events, and outreach initiatives.
• Assist with website updates, social media scheduling, and distribution of approved marketing content.
• Coordinate with marketing vendors, designers, and external partners.
• Maintain marketing calendars, contact lists, project trackers, and basic performance reports.

Financial & Reimbursement Administration

• Assist with employee expense reimbursements and routine financial administration.
• Collect receipts, organize reimbursement documentation, and track submissions and approvals.
• Maintain expense trackers and support financial reporting preparation.
• Coordinate vendor documentation and other assigned administrative activities.

Business SOPs & Documentation

• Update, organize, and maintain business standard operating procedures (SOPs), policies, and operational documentation.
• Coordinate SOP reviews, approvals, and version control.
• Maintain standardized forms, templates, checklists, and internal resources.
• Help ensure documentation is current, organized, and easily accessible.

What We're Looking For

• Bachelor's degree in business administration, communications, marketing, organizational development, or a related field.
• 1–3 years of experience in administration, project coordination, business support, or a related field; relevant internships considered.
• Strong analytical and problem-solving skills, with the ability to organize information, recognize patterns, and identify practical solutions.
• Creative thinking and resourcefulness, with a willingness to suggest improvements and find better ways to accomplish tasks.
• Proficiency in Microsoft Excel or Google Sheets, including formulas, reporting, and data organization.
• Excellent written and verbal communication skills.
• Exceptional organization, attention to detail, and follow-through.
• Ability to manage competing priorities, learn quickly, and work independently.
• Comfortable using AI tools, learning new technology, and improving workflows.
• Ability to work Eastern Time Zone business hours.

Nice to Have

• Experience in healthcare, veterinary medicine, or a multi-location organization.
• Familiarity with employee training, performance reviews, or learning platforms.
• Experience with Canva, marketing coordination, or social media scheduling.
• Experience maintaining SOPs or coordinating projects.
• Familiarity with HRIS, LMS, CRM, or project management software.

Benefits

SVI offers a competitive benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with employer matching
• Health savings account and life insurance
• 15 days of paid time off
• Employee Assistance Program (EAP)
• Continuing education and professional development opportunities
• Employee pet-care discounts

Work Style Survey

Complete this work style survey to be considered for the role: https://go.cultureindex.com/p/Z69wWfGoOLa68yfpinZm

What Success Looks Like

You're successful in this role when projects are moving, deadlines aren't slipping, reports are accurate, and the details are handled before someone has to ask.

You're someone who connects the dots, asks thoughtful questions, sees opportunities to improve how things work, and follows through without constant direction.

Most importantly, you bring curiosity, initiative, creativity, and a positive attitude to everything you do.

If you love organizing the chaos, solving problems, and making things happen, we'd love to meet you!