Practice Manager / Executive Assistant

About Us

California Oculoplastics and Retina is a growing multi-location ophthalmology practice specializing in oculoplastics and retina care. Our physicians are committed to delivering exceptional patient care while maintaining a culture of professionalism, accountability, and continuous improvement.

We are seeking a highly organized, proactive, and resourceful Practice Manager & Executive Assistant to serve as a key partner to physician leadership. This role combines executive support, project coordination, office management, and day-to-day operational oversight across multiple locations.

This position is ideal for someone who enjoys wearing multiple hats, solving problems, improving processes, and helping a growing medical practice operate efficiently.

Position Summary

The Practice Manager/Executive Assistant serves as a trusted administrative partner to physician leadership and helps coordinate the administrative and operational functions of the practice.

The role is responsible for executive support, staff coordination, vendor management, project tracking, recruiting support, facility oversight, and implementation of organizational initiatives. While this position will support leadership in strategic initiatives, it is not responsible for payer contracting, regulatory compliance leadership, ASC accreditation, or revenue cycle management oversight.

The ideal candidate is highly organized, detail-oriented, professional, adaptable, and comfortable working independently in a fast-paced healthcare environment.

Key Responsibilities

Executive Support

• Manage physician calendars, meetings, travel arrangements, and scheduling priorities
• Coordinate conferences, continuing education events, and physician engagements
• Prepare reports, presentations, meeting agendas, and supporting materials
• Track physician action items, projects, and organizational priorities
• Draft correspondence and communicate professionally with staff, vendors, physicians, and external partners
• Handle confidential and sensitive information with discretion

Practice Management

• Support day-to-day operations across multiple office locations
• Assist with implementation and monitoring of office workflows and administrative procedures
• Identify operational inefficiencies and recommend solutions
• Coordinate administrative support between departments and locations
• Assist leadership with performance tracking, reporting, and operational initiatives
• Support physician onboarding and administrative setup

Human Resources & Recruiting Support

• Maintain employee personnel records and required documentation
• Review and approve employee timecards for accuracy prior to payroll processing
• Monitor attendance, PTO balances, and employee scheduling records
• Assist with employee communications and policy administration
• Track training, certifications, and compliance deadlines
• Coordinate new hire orientation and administrative onboarding

Vendor & Facility Management

• Manage vendor agreements, renewals, and service schedules
• Coordinate facility maintenance requests and office improvements
• Oversee office supply and equipment purchasing
• Maintain business licenses, permits, insurance renewals, and administrative records

Project Management

• Coordinate special projects and organizational initiatives
• Maintain project timelines and monitor deadlines
• Facilitate cross-functional meetings and follow-up activities
• Assist with implementation of new systems, processes, and services
• Prepare project status updates for physician leadership

Administrative & Financial Support

• Maintain contract and business records
• Coordinate document requests from accountants, consultants, vendors, and partners
• Support preparation of operational and financial reports
• Perform additional administrative duties as assigned

Qualifications

• Minimum 3 years of experience as an Executive Assistant, Practice Manager, Office Manager, Healthcare Administrator, or similar role
• Healthcare experience strongly preferred
• Exceptional organizational and project management skills
• Strong written and verbal communication abilities
• Ability to prioritize multiple projects and deadlines simultaneously
• Proficiency with Microsoft Office, Google Workspace, and healthcare software systems
• Professional demeanor and strong problem-solving skills
• Ability to maintain confidentiality and exercise sound judgment

**Travel Requireme…