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

Compliant Business Processing Philippines, Inc.; Pasay; Remote; PHP 300,000 - 540,000; Full time

Benefits offered by this job

Permanent WFH

Internet allowance

PC provided

HMO and Life insurance

Night differential

One-month onsite training

Job summary

Compliant Business Processing Philippines, Inc. is seeking an organized Executive Assistant to support a veterinary doctor. You will manage calendars, communications, and project tasks, ensuring smooth operations in a fast-paced setting.

The role requires excellent English, MS Office mastery, and familiarity with veterinary processes, EzyVet, and AI tools. You will handle confidential information, draft client emails, reconcile invoices, and coordinate travel.

Qualifications

• Bachelor's degree or equivalent experience in business administration or related field.
• Proven experience as an executive assistant or in a similar role.
• Advanced proficiency in Microsoft Office suite (PowerPoint, Word, Excel, Forms) and AI platforms (Heidi Health, Chat GPT4.5).
• Ability to quickly adapt to new technologies and processes.
• Experience invoicing and note entry in medical software (EzyVet).
• Excellent organizational and time-management skills.
• Strong written and spoken English skills.
• Discretion and confidentiality in handling sensitive information.

Responsibilities

• Manage doctor’s calendar, appointments, and travel arrangements.
• Draft emails for approval and communication with clients and clinics.
• Handle correspondence and phone calls with discretion.
• Assist with medical note entries in EzyVet and patient data management.
• Support templates, SOPs, policies, and documentation.
• Organize files and maintain records securely.
• Perform ad hoc administrative duties for the executive team.

Skills

Organization

Time management

Discretion

Written and spoken English

Education

Bachelor's degree or equivalent in business administration

Tools

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Microsoft Forms

Outlook

Heidi Health

Chat GPT4.5

EzyVet

Job description

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.
• 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