Veterinary Administrative Assistant

The Administrative Assistant provides comprehensive administrative and operational support to the Hospital Administrator and helps ensure the efficient day-to-day operation of the hospital. This position coordinates schedules, communications, projects, documentation, and hospital-wide initiatives while serving as a resource for managers, employees, veterinarians, and external partners.
The right candidate will be highly organized, dependable, technologically proficient, and capable of managing multiple priorities in a fast-paced veterinary healthcare environment. Because this position regularly handles payroll, personnel, financial, and operational information, a high level of professionalism, discretion, and confidentiality is essential.
Job duties include, but are not limited to:
Provide administrative support to the Hospital Administrator, including calendar management, meeting preparation, correspondence, project tracking, and departmental follow-up.
Assist with employee onboarding, recruitment, training records, compliance requirements, timekeeping, leaves of absence, and separation processes.
Coordinate veterinarian schedules, PTO, continuing education, relief coverage, travel, and related logistics.
Maintain confidential personnel, payroll, operational, and compliance records.
Develop and organize SOPs, forms, tracking tools, shared documents, and filing systems.
Coordinate meetings, interviews, employee events, hospital programs, vendors, administrative ordering, and IT requests.
Prepare and distribute internal communications, reports, presentations, and educational materials.
Support staff recognition, engagement activities, training programs, and hospital-wide initiatives.
Assist the Community Engagement Manager with communications, website updates, social media, and branded materials as needed
Monitor deadlines, identify potential concerns, and promptly escalate time-sensitive matters to the Hospital Administrator
Maintain professional communication and protect the confidentiality of employee, client, patient, financial, and business information.
Perform other administrative and operational duties as assigned.
Education and Experience
Bachelor’s degree in business administration, healthcare administration, communications, human resources, or a related field preferred.
Previous experience in an administrative, executive support, office management, or similar position required.
Experience in a veterinary, healthcare, or fast-paced service environment preferred.
Experience supporting human resources, payroll, scheduling, or operational processes.
Strong proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
Experience with Canva or a similar design platform.
Technologically proficient and comfortable learning new systems and software.
Exceptional organizational and time-management skills.
Knowledge, Skills, and Abilities
Ability to manage competing priorities and meet deadlines in a fast-paced environment.
Strong written, verbal, and interpersonal communication skills.
Excellent attention to detail and consistent follow-through.
Ability to work independently, take initiative, and anticipate leadership needs.
Ability to collaborate effectively with veterinarians, managers, employees, and external partners.
Professional judgment and practical problem-solving skills.
Ability to remain calm, flexible, and solution-focused when priorities change.
Comfort with facilitating group trainings, meetings, and hospital-wide initiatives.
Ability to create clear, professional communications and administrative materials.
Commitment to maintaining a positive, professional, and respectful workplace.

Employment type
Full-time

Work arrangement
No