Veterinary Administrative Assistant

Orchard Park Veterinary Medical Center • Orchard Park, NY

21h • Onsite

About The Position

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.

Requirements

• Previous experience in an administrative, executive support, office management, or similar position required.
• 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.
• 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.

Nice To Haves

• Bachelor’s degree in business administration, healthcare administration, communications, human resources, or a related field preferred.
• Experience in a veterinary, healthcare, or fast-paced service environment preferred.
• Experience supporting human resources, payroll, scheduling, or operational processes.

Responsibilities

• 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.

Benefits

• flexible schedules
• paid time off
• quality benefits
• continuing education opportunities
• special rate employee pet care
• 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
• 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!
• Personal Pet Discounts
• Holiday Pay
• Uniform Allowance
• Bonuses

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level