Executive Assistant & Business Operations Manager

Executive Assistant & Business Operations Manager

McLean & Potomac Dermatology and Skincare Center

Location: McLean, VA (on-site) | Full-Time, 8:00 AM – 4:00 PM

The Role

McLean & Potomac Dermatology and Skincare Center is a growing dermatology practice dedicated to providing exceptional medical, cosmetic, and skincare services in a warm, personalized environment.

We are seeking an highly organized, resourceful, and highly professional Executive Assistant & Business Operations Manager to provide comprehensive support to a busy executive and oversee a wide range of administrative and operational responsibilities.

The ideal candidate is proactive, detail-oriented, financially knowledgeable, and comfortable managing multiple priorities in a fast-paced environment. This individual must demonstrate excellent judgment, discretion, follow-through, and the ability to anticipate needs before they arise.

This is more than a traditional administrative position. The successful candidate will serve as a trusted partner to the executive, helping manage the executive's schedule, organize business priorities, support financial and accounting functions, and ensure that projects and daily operations move forward efficiently.

Key Responsibilities

Executive & Calendar Management 

• Manage a complex and frequently changing executive calendar.
• Coordinate meetings, appointments, conference calls, travel, and business commitments.
• Prioritize scheduling requests and proactively identify potential conflicts.
• Prepare the executive for meetings by organizing agendas, documents, background information, and follow-up items.
• Track deadlines, commitments, and action items to ensure timely completion.
• Manage professional correspondence and draft polished emails, letters, presentations, and other communications.
• Handle confidential and sensitive information with complete discretion.

Business Operations

• Support the executive in managing day-to-day business operations across multiple projects, departments, or business entities.
• Coordinate with employees, vendors, consultants, attorneys, accountants, and other professional partners.
• Monitor projects, identify outstanding items, and follow up with responsible parties.
• Develop and maintain organized systems, workflows, files, and operational procedures.
• Assist with contracts, invoices, business documents, reporting, and recordkeeping.
• Research business opportunities, vendors, services, and operational solutions.
• Help streamline processes and improve organizational efficiency.
• Take ownership of assignments and ensure projects are completed accurately and on time.

Financial & Accounting Support 

• Assist with invoice review, expense tracking, account reconciliation, and financial record organization.
• Coordinate with bookkeepers, accountants, payroll providers, and financial professionals.
• Prepare basic financial reports, spreadsheets, budgets, and expense summaries.
• Monitor payments, reimbursements, subscriptions, vendor invoices, and outstanding balances.
• Maintain accurate and well-organized financial documentation.
• Assist with QuickBooks or other accounting and financial-management systems.
• Identify discrepancies and ensure financial matters are appropriately documented and resolved.

Presentations and Graphic Design

• Create polished PowerPoint presentations, reports, organizational materials, and executive summaries.
• Format documents and presentations to ensure a professional and consistent appearance.
• Graphic-design experience with Canva, Adobe Creative Suite, or similar platforms is strongly preferred but not required.
• Assist with marketing materials, social media graphics, invitations, internal documents, and branded collateral as needed.

Qualifications

• Bachelor's degree preferred.
• Minimum of 5 years of experience supporting a senior executive, founder, CEO, physician executive, or business owner.
• Demonstrated experience managing complex calendars and competing priorities.
• Strong business operations and project-management experience.
• Financial, bookkeeping, or accounting experience strongly preferred.
• Proficiency with Microsoft Office, particularly Outlook, Excel, Word, and PowerPoint.
• Experience with QuickBooks or similar accounting software is highly desirable.
• Strong written and verbal communication skills.
• Exceptional attention to detail and organizational ability.
• Ability to work independently, exercise sound judgment, and solve problems proactively.
• Comfortable learning new technology and implementing improved systems.
• Graphic-design skills are considered a valuable bonus.

Ideal Candidate

• Highly organized and meticulous.
• Proactive and several steps ahead.
• Financially competent and comfortable working with numbers.
• Professional, polished, and an excellent communicator.
• Reliable, responsive, and accountable.
• Able to manage confidential information with discretion.
• Calm and effective under pressure.
• Comfortable shifting between high-level executive support and hands-on operational work.
• Resourceful and capable of finding solutions without requiring constant direction.
• Committed to excellence and willing to take full ownership of responsibilities.

Compensation & Benefits

• Range $70,000 - $125,000
• Comprehensive health, vision, and dental insurance
• Retirement savings plan options

What Success Looks Like

Success in this role means the executive's time is well managed, priorities are clearly organized, deadlines are consistently met, financial information is accurate and accessible, and business operations run more efficiently. The right candidate will become a trusted and indispensable member of the organization.