Practice Operations & Executive Support Coordinator

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 includes consulting, community work, academic/industry lectures, and foundation-related initiatives.Role DescriptionWe are seeking a full-time Practice Operations & Executive Support Coordinator 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, resourceful, intuitive, 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 calls for an individual who thrives in a fast-paced setting, can establish structure and efficiency, communicate professionally with patients and vendors, proactively address needs, follow through dependably, and demonstrate sound judgment when deciding whether to resolve matters independently or involve leadership.Key ResponsibilitiesManage daily administrative operations of a small dermatology practiceServe as a primary point of contact for patients by phone, email, and in personCoordinate patient scheduling, rescheduling, confirmations, and administrative questionsHelp maintain smooth patient flow and communication between front desk and clinical staffManage vendor relationships, rep lunches, product ordering, office supplies, and inventory trackingTrack open administrative items related to credentialing, licensing, insurance, billing, payroll, and vendor accountsPrepare organized summaries, task lists, and follow-up items for physician reviewCoordinate the clinical calendar and cross-check scheduling needs with the physician’s broader professional calendarSupport hiring logistics, onboarding coordination, staff communication, and workflow documentationAssist with practice-related community events, foundation-related activities, and professional projects as neededCreate and maintain practical systems, checklists, trackers, and standard operating proceduresProvide thoughtful executive support to a busy physician-owner, including occasional professional-adjacent personal logisticsQualificationsExperience in practice operations, administrative management, executive support, hospitality, concierge service, retail management, event operations, or a similar high-touch service environmentStrong organizational skills and excellent follow-throughWarm, professional, patient-centered communication styleAbility to manage multiple priorities in a small, fast-moving officeHigh emotional intelligence and sound judgmentComfortable with ambiguity, schedule changes, and rapid pivotsAble to anticipate needs and identify problems before they become larger issuesStrong attention to detail, especially with scheduling, patient communication, inventory, and administrative trackingTechnologically comfortable, including spreadsheets, scheduling systems, productivity tools, and practice management softwareAble to handle confidential patient, personnel, financial, and business information with discretionWilling to be hands-on with both high-level coordination and routine operational tasksPrior medical office experience is helpful but not requiredBachelor’s degree preferred, but not required for an exceptional candidate with strong judgment, experience, and demonstrated capability