Administrative Assistant

Client Service Representative - Administrative Assistant

Join our VCA Family & Oahu Veterinary Specialty Center Team!

Opening in 1997 as a small two doctor practice working normal business hours, Family Veterinary Clinic quickly grew to a five doctor practice, opened 7 days a week, 365 days a year as the only clinic on island with overnight emergency veterinary care. VCA acquired us in 2005, turning Family Veterinary Clinic into VCA Family Animal Hospital. We further raised the bar in 2013 with the addition of specialty services and becoming VCA Family & Oahu Veterinary Specialty Center. Today, we are an AAHA-accredited large hybrid hospital with General Practice, 24/7 Emergency and our specialties include Internal Medicine, Surgery, Ophthalmology, Critical Care, and Oncology!

At VCA Animal Hospitals, we take our mission statement your pet's health is our top priority and excellent service is our goal very seriously. With every opportunity, we aim to exceed each pet owner's expectations. We're looking for an organized, detail-oriented professional to join our administrative team and help keep our busy hospital running smoothly behind the scenes.

As a key part of our support staff, the Administrative Assistant keeps hospital operations, records, and communications organized so our medical and client-facing teams can focus on delivering excellent care.

Essential Functions:

• Administrative support functions, including managing correspondence, preparing documents, and maintaining office files
• Coordinating calendars, scheduling meetings, and organizing hospital events
• Maintaining accurate personnel, medical, and business records in compliance with hospital policy
• Assisting with onboarding paperwork, credentialing documents, and license/certification tracking for staff
• Processing invoices, purchase orders, and basic bookkeeping tasks as needed
• Supporting hospital leadership with reports, presentations, and data entry
• Ordering and tracking office and administrative supplies
• Serving as a liaison between hospital administration, doctors, and front office staff
• Handling confidential information with discretion and professionalism

Qualifications:

• At least one year of proven administrative or office support experience
• High School Diploma/GED or equivalent; Associate's degree preferred
• Excellent organizational, written, and verbal communication skills
• Strong attention to detail and ability to manage multiple priorities
• Proven decision-making skills to choose the most appropriate course of action
• The ability to integrate new information into problem-solving
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Ability to maintain confidentiality of sensitive business and personnel information
• The ability to lift up to 20 lbs. and be exposed to hazards associated with pets such as allergies, noises, and odors
• Some veterinary or medical office experience desired, but not required

Schedule: Full and part-time positions available. Standard business hours with occasional flexibility required to support hospital operations.

Compensation: $20 - $24/hr

Benefits: We offer competitive compensation along with a comprehensive benefits package, including medical, dental, vision and paid vacation/sick days, 401(k), generous employee pet discounts and more!