Administrative Assistant- Part Time

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

Job summary

MedVet Associates, Ltd in Chicago seeks an experienced administrative professional to support the Hospital Director with daily tasks, calendar management, travel planning, meeting logistics, and confidential documentation. You will greet visitors and act as the first contact for inquiries, ensuring timely responses and professional representation.

The role requires 2–3 years of administrative experience, strong Microsoft Office skills, and exceptional organization.

Qualifications

• 2-3 years of administrative experience required.
• Experience in veterinary or healthcare is a plus but not required.
• Proficiency in Microsoft Office; strong Outlook calendar management.

Responsibilities

• Provide direct administrative support to the Hospital Director and manage delegated tasks.
• Coordinate scheduling for the Hospital Director and key team members; manage multiple calendars.
• Arrange travel and prepare related expense reports.

Skills

Multitasking

Communication

Customer service

Interpersonal skills

Tools

Microsoft Office

Outlook

Job description

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.

MedVet does not accept unsolicited resumes from third-party recruiters.