Office Manager

About the Company

Essential Anesthesia Management strives to create authentic partnerships with various medical and business professionals to deliver the highest quality anesthesia care to both patients and healthcare facilities alike. EAM is a patient and provider first organization that provides high-quality, customized healthcare solutions. EAM boasts highly experienced anesthesia providers that service mainly hospitals, but also outpatient surgery center locations. Our company has experienced, and will continue to experience, rapid growth in the healthcare management industry. We are transitioning to internalizing clinical practice support functions to support this further growth.

General Description:

The Office Manager is a critical administrative leader responsible for ensuring the smooth and efficient operation of the administrative office within a dynamic, fast-paced anesthesia services organization. This individual will provide day-to-day support to the Divisional President, Vice President of Clinical Services, Practice Managers, Schedulers, and Payroll Specialist, while overseeing the general organization, communications, and workflow of the office.

The ideal candidate is highly organized, proactive, adaptable, and capable of handling a wide variety of administrative and operational tasks with professionalism and discretion.

Key Responsibilities:

Office Administration & Coordination

• Manage daily operations of the administrative office, including supplies, mail, phones, records, and vendor relationships

• Serve as the point of contact for internal departments, external vendors, and visitors

• Triage calls to the corporate office and direct inquiries appropriately

• Monitor website communications and inbound inquiries to the "info" mailbox and ensure timely follow-up or redirection

• Ensure compliance with company policies and procedures across administrative functions

• Maintain filing systems (digital and paper), and manage confidential information securely

• Schedule and coordinate meetings, conference calls, and in-office events or visits

Executive Support

• Provide direct administrative support to the Chief Operations Officer, Divisional President, Clinical VPs and Director of Practice Management

• Assist with calendar management, travel arrangements, expense reports, and meeting logistics

• Prepare reports, presentations, and other documents as requested

Team & Operational Support

• Support the scheduling team, payroll specialist, and practice managers with document preparation, project tracking, and workflow coordination

• Assist with onboarding clinical administrative team members (workspace setup, system access, orientation support)

• Manage DocuSign provider contract process for sending and storing completed contracts

• Coordinate office-wide communications and maintain internal documentation or process guides

• Track and follow up on action items discussed in leadership meetings

• Get mail daily and scan any documents that are received and forward to appropriate personnel as needed.

• Assist team with shipping of materials to providers and hospitals as needed

• Assist with the organization and distribution of Certificates of Insurance (COIs) and mortgage verification letters

• Manage service of process notifications on letter of protection accounts and coordinate with RCM vendors for appropriate response

Process Improvement

• Identify opportunities to streamline administrative processes and improve organizational efficiency

• Help develop and implement office protocols and workflows to enhance productivity

• Monitor office budget and recommend cost-saving initiatives where appropriate

Core Competencies:

• Exceptional organizational, time management, and multitasking abilities

• Strong written and verbal communication skills

• High level of professionalism, confidentiality, and interpersonal effectiveness

• Proficient with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with cloud platforms like SharePoint or Teams is a plus

• Ability to work independently while supporting multiple stakeholders and teams

• Excellent telephone etiquette and communication skills, with the ability to handle calls professionally and direct inquiries appropriately

Qualifications:

• Associate or Bachelor's Degree in Business Administration, Healthcare Management, or related field preferred

• 3 years of administrative or office management experience, ideally in a healthcare or professional services environment

• Prior experience supporting executive-level leaders strongly preferred

• Ability to lift up to 15 lbs

Work Environment & Schedule:

• This role is primarily office-based with standard business hours, Monday through Friday. Occasional flexibility may be required for special meetings or events.