jobs

We are hiring! 5/27/2025

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Executive Assistant/Client Services Representative 
 

Massie Equine Veterinary Clinic & Healing Center is a well-established and busy small animal veterinary practice dedicated to providing exceptional care to our patients and outstanding service to our clients. We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive administrative and personal support to our principal veterinarian and practice owner. This position is part-time, 15-20 hours per week.

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This is a dynamic role that requires a professional who can anticipate needs, manage multiple priorities with grace, and maintain strict confidentiality. The ideal candidate will be an excellent communicator, tech-savvy, and possess a strong work ethic with a genuine interest in supporting the success of a thriving veterinary practice.

 

Responsibilities:
 

• Calendar Management: Expertly manage a complex calendar, scheduling appointments, meetings (internal and external), and personal engagements, ensuring efficient use of time and anticipating potential conflicts.

• Communication Hub: Act as a primary point of contact, screening and prioritizing phone calls, scheduling appointments, emails, and other correspondence. Draft and edit professional communications on behalf of the veterinarian/owner.

• Meeting Coordination: Prepare agendas, gather necessary materials, take accurate minutes during meetings, and follow up on action items to ensure timely completion.

• Travel Arrangements: Coordinate all aspects of travel, including flights, accommodations, transportation, and detailed itineraries for professional conferences, personal trips, and other engagements.

• Practice Support: Assist with various administrative tasks related to practice management, which may include:

• Vendor communication and scheduling.

• Basic financial record-keeping and expense reporting.

• Assisting with HR-related tasks (e.g., scheduling interviews, onboarding paperwork support).

• Organizing and maintaining physical and electronic files.

• Project Management Assistance: Support the veterinarian/owner in various projects, which may include research, data compilation, and tracking progress.

• Personal Support: Provide discreet personal assistance as needed, such as managing personal appointments, coordinating household services, or running errands, while maintaining clear boundaries.

• Information Management: Organize and maintain highly confidential files and information, ensuring easy retrieval and secure storage.

• Technology Proficiency: Utilize practice management software, Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and other relevant software and online platforms efficiently.

• Problem Solving: Proactively identify and resolve administrative issues, demonstrating independent judgment and a solutions-oriented approach.

• Event Planning: Assist with the coordination of practice events, team gatherings, or professional development workshops.

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Qualifications:

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• Minimum of 5 years of experience as an Executive Assistant supporting a senior-level executive or business owner, preferably in a fast-paced environment.

• Associate's or Bachelor's degree preferred, or equivalent experience.

• Exceptional organizational and time management skills with a proven ability to multitask and prioritize effectively.

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Helpful to know CMS Covetrus Pulse and Kontak phones.

• Proficiency in design software like Canva a plus.

• Strong written and verbal communication skills with impeccable grammar and attention to detail.

• Proficiency with AI tools and applications a plus.

• Ability to maintain the highest level of confidentiality and discretion.

• Proactive, resourceful, and able to anticipate needs without direct instruction.

• Professional demeanor with excellent interpersonal skills.

• Ability to work independently and as part of a team.

• Prior experience in a veterinary or healthcare setting is a plus, but not required.

• Experience with social media management and basic marketing principles is a plus.

• Flexibility to adapt to changing priorities and occasional extended hours.
   

To Apply:

Please submit your resume and a cover letter detailing your relevant experience and why you are an ideal candidate1 for this role to info@massievet.com

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We are an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.