Admin Assistant

3 months ago


Edmonton, Canada YegVet Inc Full time

Reports to: Hospital Manager
Department: Operations
Status: Full-Time Permanent (40 hours per week)

Position Summary:
The Admin Assistant at Boreal Veterinary Centre is responsible for coordinating key administrative and operational tasks to ensure smooth clinic functions and support effective communication across departments. This role involves planning and organizing community and internal events, serving as the liaison between Boreal and the veterinary referral community, and providing proactive administrative support to the Hospital Manager. Additionally, the Admin Assistant manages calendars, oversees the flow of information, tracks outstanding invoices, maintains the HRIS system, and handles sensitive documentation. By coordinating marketing materials and clinic maintenance, the Admin Assistant helps promote Boreal’s services while ensuring a well-functioning clinic environment.

Prerequisites
- Post secondary education in administration, communication, marketing, or a related field.
- Minimum 2 years of work experience in administration or related field.
- Previous experience working in a clinic environment would be considered an asset.
- Fluent in Microsoft Outlook, Microsoft Office, and database management.
- Exceptional interpersonal, verbal, and written communication skills
- Strong time management and organizational skills including the ability to plan, coordinate, multitask, prioritize, and carry out tasks independently.

Essential Job Functions
- Coordinate community and special events to promote Boreal’s services and values, including clinic visits and staff continuing education events.
- Serve as the point of contact for out-of-town referring DVMs (RDVMs), local veterinary clinics, and the referral community to communicate updates on our specialty and emergency services and events.
- Plan and coordinate with Hospital manager regarding internal clinic events.
- Assist in administrative duties as directed by Ownership and Hospital Manager, ensuring smooth clinic operations.
- Work with the operations team to track and collect outstanding invoices.
- Provide proactive administrative support to the Hospital Manager managing workloads, tracking priorities, and ensuring deadlines are met.
- Handle the flow of information efficiently and accurately, ensuring communications are timely.
- Manage calendars and schedule meetings for the Hospital Manager.
- Prepare, proofread, and edit office correspondence such as letters and reports.
- Ensure proper handling of sensitive and confidential information.
- Maintain Boreal’s HRIS (Human Resource Information System) to ensure accurate tracking and storage of employee data.
- Ordering and maintaining Marketing items such as business cards, clinic swag, conference swag.
- Coordinating and arranging clinic Maintenance such as organizing repairs, painting, proactive maintenance visits, etc.
- Ability to train and support Client Care team as Hospital Manager Directs.

Company Benefits:
Joining the Boral Veterinary Centre team means you'll enjoy an array of perks, including:

- Competitive compensation package
- Personal pet discounts
- Uniform allowance
- Opportunities for growth and professional development


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