Administrative Assistant

Location: New York

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 Pet Shop Confirm  the Consent to Treat (Jot Form) is in place if relevant

Appointment Follow-UpAssign 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 madecoordinate ultrasound appointments and referral appointments

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.
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