The Administrative Assistant plays a critical role in supporting the daily operations of the hospital by providing direct administrative support to the Hospital Director. This position ensures the smooth execution of hospital administrative tasks, enhances communication, and contributes to the overall efficiency of the team. Most responsibilities will be assigned and directed by the Hospital Director, based on the hospital’s evolving priorities and needs.
Schedule: Tues-Thurs 8a-5p
Key Responsibilities:
Responsibilities include, but are not limited to:
- Provide direct administrative support to the Hospital Director, managing tasks as delegated, and ensuring priorities are executed efficiently and professionally.
- Manage multiple calendars, including scheduling and prioritizing appointments for the Hospital Director and key team members.
- Coordinate travel arrangements and prepare related expense reports.
- Organize and provide logistical support for internal and external meetings, including preparing agendas and taking accurate meeting minutes.
- Greet and professionally represent MedVet to internal team members, clients, guests, and vendors.
- Act as the first point of contact for inquiries directed to the Hospital Director, researching and responding to requests, or routing them appropriately.
- Monitor and screen communications (emails, phone calls, documents) for action items and upcoming deadlines, ensuring the Hospital Director is informed and prepared.
- Maintain organized systems for document tracking, filing, and internal workflows.
- Draft, edit, and review communications, reports, presentations, and other documentation as assigned by the Hospital Director.
- Maintain confidentiality in all interactions and documentation.
- Oversee general office organization, including supply inventory and workspace upkeep.
- Identify administrative or procedural issues and make recommendations to improve overall workflow and efficiency.
- Support and participate in special projects or initiatives assigned by the Hospital Director.
- Perform additional duties as assigned by leadership.
Knowledge, Skills, and Abilities:
- Minimum of 2–3 years of administrative experience; experience in the veterinary or healthcare industry is a plus, but not required.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); particularly skilled in managing Outlook calendars and prioritizing time-sensitive meetings.
- Highly organized, with the ability to prioritize and manage multiple tasks and meet deadlines.
- Exceptional interpersonal and customer service skills; comfortable interacting with individuals at all levels of the organization.
- Strong written and verbal communication skills.
- Able to adapt quickly in a fast-paced, changing environment; takes initiative even when all details are not yet known.
- Demonstrates professionalism, discretion, and sound judgment in handling confidential information.
Compensation: This position has a hiring range of $20.75-$27hr
Come as you are. MedVet is an equal opportunity employer. We are also a drug-free organization; therefore, employment with MedVet is dependent upon the passing of a drug screen and background check.
MedVet does not accept unsolicited resumes from third-party recruiters.