Administrative Assistant for Animal Hospital

Are you the kind of person who:

Delights in filling out all those lines and boxes on forms and excel trackers?

Is determined, proactive, and patient, with a positive attitude?

Gets stuff done right away?

Loves keeping things like files, managers, and mess under control?

Adapts quickly to new instructions and changes in direction?

Is open to feedback and driven by continuous learning?

If so, then read on….

About You - Could you be our Samwise Gamgee?

Our “purple people” (managers) are on a journey and we’re looking for our “Samwise Gamgee’ to help us along the way. Our Sam is someone who:

Is a positive, proactive person who loves organization, to-do lists, and getting things done. You’ll also be one of those people who is great at juggling multiple assignments with limited direction. You’ll know how to navigate reporting to multiple managers and have flexible scheduling availability to meet the needs of each in a timely manner.

You will be one of (if not the most) hard working, reliable, and loyal people you know. You value being able to help others carry out the tasks and projects for their position(s).  You safeguard confidentiality and hold an innate sense that you can accomplish anything that comes your way; so you easily adapt to change with a forward focused attitude. 

You’re the person in your group who makes plans, divvy up tasks, and makes sure everyone does their part. Maybe your friends think you’re a bit weird - but you can “nerd out” over excel, trackers, and organizing data with the best of them.  You have strong writing skills and are able to speak easily with co-workers, administrators, business partners, and clients alike.  

All in all, you are a self-directed team player with an energetic can-do work attitude, initiative, and professional business presence. 

What will give you an edge (job requirements):

• Minimum high school diploma or GED equivalent required. College degree preferred.
• Three or more years of previous administrative support experience required. 
• Must possess proficiency in MS office and Google Suite and familiarity with Mac products.
• Ability to type 60+ wpm
• Should have the necessary skills to effectively write business correspondence and work procedures.
• Previous experience in health care, veterinary medicine, and HR a plus. 

The Job: Gardening for our Admin Team

The role is to be our one and (currently) only assistant to the “Purple People” (department managers and hospital administrator), whose purpose is to aid the managers in the development of various projects, initiatives and reports. 

Being our ‘Sam’ is a full-time gig of 36+ hours per week. We’re not traversing the lands to Mordor, but our Purple People are on a quest leading our team - so Saturdays are to be expected as part of this full-time schedule. 

Your Job will include:

• Keeping your managers and administrator up to date and ensure they don’t miss deadlines or meetings.
• Handling staff requirements and certification documents/forms are submitted promptly.
• Dealing with email enquiries and processing orders as needed.
• Performing research and/or outreach calls to potential business partners and suppliers.
• Keeping all documents filed correctly each day.
• Entering data accurately in our practice management software and HR software systems.
• Conducting periodic audits of tracked data and reporting to management
• Interacting with employees at all levels to follow up on delegated tasks or other items 
• Maintaining employee bulletin boards 
• Setting up for staff meetings 
• Taking meeting notes and sharing with relevant personnel. 
• Assisting with inventory.
• Assisting with scheduling of maintenance and safety inspections.
• Driving to complete various errands as assigned. 

About Our “Fellowship:” The Wise Owl Parliament

Do you know the term for a group of owls? (Bonus points if you do - but it’s ok if you don’t, we’re all about sharing and teaching). A Parliament! And that’s what we call ourselves: “The Wise Owl Parliament” - because we help each other soar and have a HOOT doing it. 

We are a fast growing animal hospital devoted to creating better lives for the animals of Guam and the people who love them - today, tomorrow, and always. We started back in 2005 with a small compassionate team pursuing education and careers in animal care. After almost 16 years, these guys and gals are now managing the business and thanks to them, we’re in a great position to continue growing our team. 

Because veterinary medicine is always evolving, so are we. We’ve made a commitment to our local community to be here. Throughout COVID, we’ve regularly held drive-thru vaccine clinics to help keep the island's animals vaccinated, and we are the only Guam hospital offering wellness plans to help pet parents with the cost of preventative care. Social responsibility and being a vital part of our home Islan Guahan is important to us. We are ecologically minded in our practices to support Mother Earth (we recycle, use biodegradable items, are paperless and just went solar!). We provide an angel fund to support animals without homes and island-wide improvements in animal care, and we sponsor and participate in many community events for the betterment of the island every year. 

Our success comes from a team that supports each other. We pair new “owlings” with experienced trainers who will teach, guide, and mentor you to build your knowledge and skills. We hold regular meetings to openly discuss what we can do better tomorrow from what we learned today. We share in each other’s successes, celebrate key events in one another’s lives, and have regular staff outings.  We invest in our staff because we don’t want this to be a “job”, we want you to build a career with us. Our team has attended international veterinary conferences around the world, earned nationally recognized certifications, and have helped to build areas of the hospital based on their personal interests - some have even gone on to vet school! 

Throughout the years, this is what has made us Guam’s “Other” family doctor - caring for your pet, your family, and our island. We hope you’ll join us! 

“Second Breakfast?” - Perks of the Journey

• Competitive pay
• Increasing PTO each year PLUS additional accrued PTO with rollover
• One week of sick leave (separate from / in addition to PTO)
• Group Medical, Dental & Vision plan including discount gym membership
  
• 401k with 3% company match
• Animal Basic Life Support (BLS) Certification
• Employee rates on products and services
• Commitment to train you in the position and continuous development to growth through company sponsored training program(s). 
• 15 paid hours for continuing education every 2-years. Ability to earn additional nationally recognized certifications.
• Free coffee runneth merrily in the office 
• Full kitchen in employee lounge - we do like to have a meal together
• Paperless practice using the latest cloud-based systems and technology 
• A dynamic, energetic team that learns and grows with one another

If you have read this far and are thinking this is the job for you, then please click the apply button. be sure to include your cover letter and resume explaining why you should be our first administrative assistant.

We look forward to hearing from you.

Unfortunately due to the incredible demand for this role we anticipate, we will automatically eliminate anyone from the process who does not respond with both a RESUME AND COVER LETTER.