Veterinary Administrative Assistant

Job Description

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.

Qualifications

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.

Additional Information

Schedule: Mon-Fri, 8-4:30pm, with the possibility of flexible hours since our hospital is open 24/7

Pay Range: $19 - $23/hr. depending on level of experience

We offer our staff:

• Comprehensive Benefits (health, dental, vision, liability, 401k & 401K matching program, life & supplemental insurance, HSA, & FSA) 
• Employee Assistance Program 
• Paid Vacation and Sick Time for ALL Employees 
• Paid Bereavement Program 
• Paid Parental Leave Program  
• Competitive Compensation  
• Continuing Education Allowance (applies to licensed/registered/certified roles)
• Tuition Reimbursement Program Available to any AVMA Accredited Veterinary Technology Program
• Career Development Opportunities 
• Referral Bonus Program for most positions! 
• Additional Benefits May Also Be Available (i.e. Personal Pet Discounts, Holiday Pay, Uniform Allowance, Bonuses etc.) 

Hiring eligibility may be contingent to a candidate authorizing and completing a satisfactory pre-employment screening

*Note – some benefits may only be available to or vary slightly for full time employment status vs part time status.

For additional details including our full equal opportunity statement, texting/outreach communication authorization, physical requirements of the job and more, please visit: https://allianceanimal.com/additionaljobdescriptiondetails/

Compensation: 19 to 23 (USD) (HOURLY)