What are the responsibilities and job description for the Administrative Assistant position at Valley Equine Reproduction?
Company Description
Valley Equine Reproduction is a full-service equine reproduction facility that represent some of the performance horse industry’s finest bloodlines. The organization focuses on delivering exceptional quality across its stallion roster, mare management, foal-out services, breeding procedures, sale fitting, and rehabilitation. By advancing the genetics of Western performance horses, Valley Equine Reproduction supports breeders and owners in achieving competitive success. Team members contribute to a specialized, growth-oriented environment within the equine reproduction field.
Role Description
Valley Equine Reproduction is seeking a dependable, detail-oriented Administrative Assistant to support daily office operations across multiple departments. This role is essential to maintaining accurate records, coordinating communication, and ensuring the smooth flow of information throughout the facility.
Candidates should have a working knowledge of the equine breeding industry. Prior experience working a breeding season or in a mare management, veterinary, or reproductive setting is strongly preferred.
This is an office-based position requiring strong organizational skills, professionalism, and the ability to manage multiple priorities. Responsibilities and hours increase during the breeding season (February–July), when operational volume is at its highest.
Qualifications
- Working knowledge of the equine breeding industry and mare management practices
- Prior breeding-season experience or exposure to reproductive operations preferred
- Strong communication skills and confidence speaking with mare owners and veterinarians
- Proficient in Microsoft Excel, with the ability to manage and review data accurately
- Comfortable working in administrative software and database systems
- Strong written and verbal communication skills
- Ability to manage time-sensitive tasks in a high-volume environment
- Experience with Wise Option 6 or similar management software preferred
- Accounting or bookkeeping background considered an advantage
- Ability to manage time-sensitive tasks in a high-volume environment
Responsibilities
- Provide administrative support to office staff and management across departments
- Serve as a communication liaison between mare owners, veterinarians and in-office staff
- Answer and direct inbound phone calls, emails, and client inquiries in a professional manner and with industry awareness
- Maintain accurate records, files, and digital documentation systems
- Perform data entry and ensure accuracy across internal databases and financial records
- Prepare, scan, file, and organize documents and reports
- Assist with client communications, appointment coordination, and follow-ups
- Support preparation of breeding reports and general recordkeeping as needed
- Coordinate mail, shipments, and office correspondence
- Assist with payment processing and basic financial record tracking
- Help maintain office organization and ensure administrative workflows run efficiently
Job Benefits
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule flexibility required, including increased workload during peak breeding season. Workweeks may include 6-7 days per week during high-volume periods.