Practice Operations & Executive Support Manager

Airia Comprehensive Dermatology is a boutique dermatology practice in Chicago providing thoughtful, patient-centered medical, procedural, and cosmetic dermatologic care. We are a small, relationship-driven practice where patient experience, attention to detail, professionalism, and trust matter deeply. The practice is physician-owned and led, with a dynamic clinical schedule and a growing professional ecosystem that includes speaking, consulting, community work, and foundation-related initiatives.Role DescriptionWe are seeking a full-time Practice Operations & Executive Support Manager based in Chicago, IL, with the opportunity for one remote workday per week once established in the role.This is a hands-on operations and administrative leadership role for someone who is highly organized, warm, flexible, intelligent, and service-minded. The person in this role will help manage the day-to-day function of the practice, including patient scheduling, patient communication, front desk operations, vendor coordination, supply and product ordering, calendar coordination, staff support, and practice workflow.The role also includes executive support for the physician-owner, including clinical calendar management, coordination with external scheduling support, occasional professional-adjacent personal logistics, meeting/travel support, and tracking of important administrative priorities. The ideal candidate is comfortable moving between high-level coordination and practical daily tasks.This position requires someone who can create structure in a fast-moving environment, communicate professionally with patients and vendors, anticipate needs, follow through reliably, and use good judgment about when to solve a problem independently versus when to escalate.Key Responsibilities- Manage daily administrative operations of a small dermatology practice- Serve as a primary point of contact for patients by phone, email, and in person- Coordinate patient scheduling, rescheduling, confirmations, and administrative questions- Help maintain smooth patient flow and communication between front desk and clinical staff- Manage vendor relationships, rep lunches, product ordering, office supplies, and inventory tracking- Track open administrative items related to credentialing, licensing, insurance, billing, payroll, and vendor accounts- Prepare organized summaries, task lists, and follow-up items for physician review- Coordinate the clinical calendar and cross-check scheduling needs with the physician’s broader professional calendar- Support hiring logistics, onboarding coordination, staff communication, and workflow documentation- Assist with practice-related community events, foundation-related activities, and professional projects as needed- Create and maintain practical systems, checklists, trackers, and standard operating procedures- Provide thoughtful executive support to a busy physician-owner, including occasional professional-adjacent personal logisticsQualifications- Experience in practice operations, administrative management, executive support, hospitality, concierge service, retail management, event operations, or a similar high-touch service environment- Strong organizational skills and excellent follow-through- Warm, professional, patient-centered communication style- Ability to manage multiple priorities in a small, fast-moving office- High emotional intelligence and sound judgment- Comfortable with ambiguity, schedule changes, and rapid pivots- Able to anticipate needs and identify problems before they become larger issues- Strong attention to detail, especially with scheduling, patient communication, inventory, and administrative tracking- Technologically comfortable, including spreadsheets, scheduling systems, productivity tools, and practice management software- Able to handle confidential patient, personnel, financial, and business information with discretion- Willing to be hands-on with both high-level coordination and routine operational tasks- Prior medical office experience is helpful but not required- Bachelor’s degree preferred, but not required for an exceptional candidate with strong judgment, experience, and demonstrated capability