Administrative Assistant- Part Time

MedVet; Chicago (IL); On-site; USD 29,000 - 37,000; Full time

Job summary

MedVet is seeking an Administrative Assistant to support the Hospital Director and daily hospital operations. The role includes managing calendars, coordinating travel, preparing agendas and minutes, and handling communications with staff, clients, and vendors.

Ideal candidates have 2–3 years of administrative experience, strong Microsoft Office skills, and the ability to work in a fast-paced environment while maintaining confidentiality and professionalism.

Qualifications

• Minimum of 2–3 years of administrative experience.
• Proficiency in Microsoft Office, especially Outlook calendars.
• Highly organized and able to meet deadlines.
• Strong written and verbal communication.
• Discretion with confidential information.

Responsibilities

• Provide direct administrative support to the Hospital Director.
• Manage calendars and schedule appointments.
• Coordinate travel and prepare expense reports.
• Prepare agendas and minutes for internal and external meetings.
• Greet and represent MedVet to staff, clients, guests, and vendors.
• Respond to inquiries and route them appropriately.
• Monitor communications for action items and deadlines.
• Maintain document tracking and filing systems.
• Draft and edit communications and reports as assigned.
• Oversee general office organization and supplies.
• Identify workflow issues and propose improvements.
• Support special projects and initiatives.
• Perform additional duties as assigned.

Skills

Calendar management

MS Office

Organizational skills

Communication

Confidentiality

Customer service

Job description

The Administrative Assistant plays a critical role in supporting the daily operations of the hospital by providing direct administrative support to the Hospital Director. This position ensures the smooth execution of hospital administrative tasks, enhances communication, and contributes to the overall efficiency of the team. Most responsibilities will be assigned and directed by the Hospital Director, based on the hospital’s evolving priorities and needs.

Schedule:

Tues-Thurs 8a-5p

Key Responsibilities:

• Provide direct administrative support to the Hospital Director, managing tasks as delegated, and ensuring priorities are executed efficiently and professionally.
• Manage multiple calendars, including scheduling and prioritizing appointments for the Hospital Director and key team members.
• Coordinate travel arrangements and prepare related expense reports.
• Organize and provide logistical support for internal and external meetings, including preparing agendas and taking accurate meeting minutes.
• Greet and professionally represent MedVet to internal team members, clients, guests, and vendors.
• Act as the first point of contact for inquiries directed to the Hospital Director, researching and responding to requests, or routing them appropriately.
• Monitor and screen communications (emails, phone calls, documents) for action items and upcoming deadlines, ensuring the Hospital Director is informed and prepared.
• Maintain organized systems for document tracking, filing, and internal workflows.
• Draft, edit, and review communications, reports, presentations, and other documentation as assigned by the Hospital Director.
• Maintain confidentiality in all interactions and documentation.
• Oversee general office organization, including supply inventory and workspace upkeep.
• Identify administrative or procedural issues and make recommendations to improve overall workflow and efficiency.
• Support and participate in special projects or initiatives assigned by the Hospital Director.
• Perform additional duties as assigned by leadership.

Knowledge, Skills, and Abilities:

• Minimum of 2–3 years of administrative experience; experience in the veterinary or healthcare industry is a plus, but not required.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook); particularly skilled in managing Outlook calendars and prioritizing time-sensitive meetings.
• Highly organized, with the ability to prioritize and manage multiple tasks and meet deadlines.
• Exceptional interpersonal and customer service skills; comfortable interacting with individuals at all levels of the organization.
• Strong written and verbal communication skills.
• Able to adapt quickly in a fast-paced, changing environment; takes initiative even when all details are not yet known.
• Demonstrates professionalism, discretion, and sound judgment in handling confidential information.

Compensation:

This position has a hiring range of $20.75-$27hr

Come as you are. MedVet is an equal opportunity employer. We are also a drug-free organization; therefore, employment with MedVet is dependent upon the passing of a drug screen and background check.