Executive Assistant with Experience in Veterinary Clinics (WFH - AU Experience)

We are seeking a highly organised and dynamic Executive Assistant to provide comprehensive support to Veterinary doctor. The successful candidate will be the doctor’s right-hand person, managing their schedule, communications, and special projects.

Key Responsibilities:

• Ability to understand and accurately read veterinary prescriptions and treatment instructions provided by veterinarians.
• Familiarity with veterinary medications, dosages, and prescription terminology.
• Strong attention to detail when preparing, dispensing, or recording prescribed medications.
• Ability to explain medication instructions to pet owners clearly and accurately, following the veterinarian’s guidance.
• Email management
• Draft emails for approval from doctor to send to clients and referring clinics.
• Assist doctor with the management of her calendars, this is outlook and EzyVet as they cover admin and clinical requirements.
• Manage and coordinate the doctor’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Act as the first point of contact for the doctor’s, handling correspondence and phone calls with discretion.
• Learn and develop a high level of skill in the use of EzyVet to assist with clinical note entries (from AI input) and management of important patient data.
• Have experience within the human medical space of veterinary medical space.
• Provide support with templates, protocols, policies and standard operating procedure forms.
• Organize and maintain files and records of key documents.
• Handle confidential information with integrity, maintaining discretion at all times.
• Perform ad hoc administrative duties for the executive team.

Qualifications:

• Bachelor’s degree or equivalent experience in business administration or a related field.
• Proven experience as an executive assistant or in a similar role.
• Advanced proficiency in Microsoft Office suite, including power point, word, excel, Microsoft forms, along with AI platforms, Heidi Health and Chat GPT4.5.
• Ability to quickly adapt to new technologies.
• Assist in invoicing, invoice reconciliation and imputing the doctors’ notes from Heidi Health into EzyVet on the patient file.
• Exceptional organizational and time-management skills.
• Strong communication abilities with proficiency in written and spoken English.
• Ability to work under pressure and meet tight deadlines.
• Excellent interpersonal skills with a collaborative team approach.
• Discretion and confidentiality of the highest order.

The ideal candidate will be adept at managing multiple priorities and will possess a forward-thinking approach to problem-solving. They should be comfortable working in a fast-paced environment and capable of handling the demands of a varied workload. An understanding of the veterinary medical space industry and previous experience working in a similar setting would be advantageous.

Others:

• Amenable to work on flexible schedule depending on the schedule of the boss.
• Amendable to work AU time.
• Permanent WFH* (terms and conditions apply). One-month onsite training required.
• HMO and Life insurance coverage on the first day of work.
• Company to provide internet allowance and PC.
• 20% Night Differential and Other Allowance
• Loyalty award and Others.