Administrative Assistant

Responsibilities:

• Veterinary Appointment Confirmations
  • Confirm the accuracy of all appointments five business days in advance
  • Ensure all care needed in the next six weeks is offered to the client (vaccines, preventatives, bloodwork, etc.)
  • Confirm whether the client has any specific requests (call after Exam, etc.)
  • Ensure the date and time of appointment works (with Shuttle, PP, etc.)
  • Ensure relevant medical records are on file and saved in PetShop
  • Confirm the Consent to Treat (JotForm) is in place if relevant
• Appointment Follow-Up
  • Assign what’s next based on vet recommendations to the Sales Team
  • Confirm doctor follow up is scheduled if needed via Vet Consultation
  • Assist the Sales Team with organizing International Travel arrangements
• Client Outreach
  • Respond to all client communications via text, email and voicemail
  • Maintain NYVP email box ensuring clear client communication
  • Perform medical records approval and send to clients within 48 hours of appointment
  • Maintain text communication throughout the day ensuring clear client communication
  • Answer all incoming phone calls
• Client Orders
  • Ensure that all online pharmacy orders are approved same day
  • Confirm with client once approvals are made
  • coordinate ultrasound appointments and referral appointments

Qualifications

• Client Communication & Service Excellence
  Ability to manage high-volume communication across phone, email, and text while maintaining a professional, empathetic, and detail-oriented client experience.
• Strong Organizational & Time Management Skills
  Proven ability to track multiple appointments, follow-ups, and medical requirements simultaneously, ensuring deadlines (e.g., 48-hour records turnaround, 5-day confirmations) are consistently met.
• Attention to Detail & Administrative Accuracy
  Experience handling sensitive information such as medical records, consent forms, and scheduling logistics with precision and compliance.
• Veterinary or Healthcare Coordination Experience (Preferred)
  Familiarity with veterinary workflows, medical terminology, preventive care timelines (vaccines, bloodwork), and coordinating referrals or specialty appointments.
• Team Collaboration & Workflow Management
  Ability to work cross-functionally with veterinary staff and sales teams, ensuring seamless handoffs, clear next steps, and alignment on client care and follow-up actions.