Office Manager

Proliance Surgeons; Seattle, Northern (WA, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

Proliance Surgeons in Seattle seeks an experienced Office Manager to oversee day-to-day administrative and operational functions, providing high‑level support to the executive team and coordinating cross‑functional initiatives in a fast-paced medical office. This on-site role requires strong organization, project management, event planning, and discretion.

You will partner with leaders on priorities, executive workflows, and governance materials, and you’ll manage special projects and internal

Qualifications

• Bachelor’s degree or equivalent combination of education and relevant professional experience required.
• Minimum of 5 years of professional experience in office management or executive support.
• Experience supporting senior leadership and managing complex projects or events.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Responsibilities

• Serve as the primary point of contact for the office, providing timely and professional service to internal and external stakeholders via email, phone, video conferencing, and in person.
• Oversee office operations, including supplies, vendors, manage incoming and outgoing mail, facilities coordination, and lead and manage space planning effectively.
• Manage and develop office staff including any administrative assistants and / or executive assistants.
• Maintain office systems, processes, and documentation to support efficient daily operations.
• Manage corporate needs, including leases, utilities, furnishings, and coordination with vendors.
• Partner with executive leadership to drive operational effectiveness through coordination of priorities, executive workflows, and high-impact initiatives.
• Lead and manage executive-level projects, ensuring alignment across stakeholders, clear timelines, accountability for deliverables, and effective execution.
• Active facilitation of executive team meetings and agendas
• Develop and prepare executive and Board-level materials, including strategic agendas, presentations, organizational insights, and decision-support documentation.
• Support governance and committee operations by documenting key discussions, decisions, and action items for Board committees, leadership forums, and foundation meetings.
• Facilitate executive communications and stakeholder engagement, ensuring clarity, consistency, and timely dissemination of information across internal and external audiences.
• Independently lead special projects on behalf of executive leadership, requiring cross-functional collaboration, sound judgment, and the ability to operate in ambiguity while driving outcomes.
• Manage after hours or weekend coverage.
• Lead the planning, coordination, and execution of high-profile internal and enterprise-wide events, including executive meetings, leadership offsites, Board meetings, team retreats, and company-sponsored engagements.
• Oversee end-to-end event logistics, including strategic scheduling, venue selection, vendor management, budgeting support, communications, materials development, and on-site execution.
• Partner with executive leadership and cross-functional stakeholders to design and deliver events that reinforce organizational strategy, culture, and employee engagement priorities.
• Manage and lead Foundation-related initiatives and events, ensuring alignment with organizational mission and community impact objectives.
• Apply strong organizational and prioritization skills to manage multiple workstreams simultaneously.
• Demonstrate flexibility and responsiveness in a fast-paced, executive-level environment.
• Perform other duties as assigned.

Skills

Organizational skills

Project management

Event coordination

Communication skills

Independent work

Attention to detail

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office Suite

Job description

Position Summary

The Office Manager is responsible for the day-to-day administrative and operational effectiveness of the office while providing high-level support to the executive team. This role serves as a central point of coordination for office operations, executive projects, and internal events, ensuring a professional, efficient, and well-organized environment. The Office Manager partners closely with executives and cross-functional teams to support strategic initiatives, meetings, and events. This role is expected to be on-site 5 days a week (Monday - Friday) primarily in Downtown Seattle.

Schedule

Full-time working Monday - Friday, 8am - 5pm.

Key Duties and Responsibilities

The key duties and responsibilities of the Office Manager include, but are not limited to:

Office & Administrative Operations

• Serve as the primary point of contact for the office, providing timely and professional service to internal and external stakeholders via email, phone, video conferencing, and in person.
• Oversee office operations, including supplies, vendors, manage incoming and outgoing mail, facilities coordination, and lead and manage space planning effectively
• Manage and develop office staff including any administrative assistants and / or executive assistants.
• Maintain office systems, processes, and documentation to support efficient daily operations.
• Manage corporate needs, including leases, utilities, furnishings, and coordination with vendors.

Handle confidential and sensitive information with discretion and professionalism.

Executive Support & Project Management

• Partner with executive leadership to drive operational effectiveness through coordination of priorities, executive workflows, and high-impact initiatives.
• Lead and manage executive-level projects, ensuring alignment across stakeholders, clear timelines, accountability for deliverables, and effective execution.
• Active facilitation of executive team meetings and agendas
• Develop and prepare executive and Board-level materials, including strategic agendas, presentations, organizational insights, and decision-support documentation.
• Support governance and committee operations by documenting key discussions, decisions, and action items for Board committees, leadership forums, and foundation meetings.
• Facilitate executive communications and stakeholder engagement, ensuring clarity, consistency, and timely dissemination of information across internal and external audiences.
• Independently lead special projects on behalf of executive leadership, requiring cross-functional collaboration, sound judgment, and the ability to operate in ambiguity while driving outcomes.
• Manage after hours or weekend coverage.

Event Planning & Internal Engagement

• Lead the planning, coordination, and execution of high-profile internal and enterprise-wide events, including executive meetings, leadership offsites, Board meetings, team retreats, and company-sponsored engagements.
• Oversee end-to-end event logistics, including strategic scheduling, venue selection, vendor management, budgeting support, communications, materials development, and on-site execution.
• Partner with executive leadership and cross-functional stakeholders to design and deliver events that reinforce organizational strategy, culture, and employee engagement priorities.
• Manage and lead Foundation-related initiatives and events, ensuring alignment with organizational mission and community impact objectives.

General Responsibilities

• Apply strong organizational and prioritization skills to manage multiple workstreams simultaneously.
• Demonstrate flexibility and responsiveness in a fast-paced, executive-level environment.
• Perform other duties as assigned.

Education/Experience

• Bachelor’s degree or equivalent combination of education and relevant professional experience required.
• Minimum of 5 years of professional experience, including at least 3 years in progressively responsible roles within office management, executive support, or administrative operations required.
• Demonstrated experience supporting senior leadership and successfully managing complex projects and/or events required.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Prior experience developing a team to effectively support executive teams and multiple departments and consider business growth.

Knowledge, Skills and Abilities

• Strong organizational, project management, and event coordination skills with exceptional attention to detail.
• Ability to work independently, exercise sound judgment, and manage competing priorities.
• Professional communication and interpersonal skills; ability to interact respectfully with all levels of the organization.
• Ability to handle confidential information with discretion.
• Ability to work efficiently, meet deadlines, and adapt to changing priorities.
• Comply with company policies, procedures, business ethics guidelines, and applicable laws and regulations (e.g., HIPAA, OSHA, employment laws).
• Demonstrate reliable attendance and punctuality.
• Work independently with minimal supervision
• Ability to work in office 5 days a week and travel to other work locations, if required

Work Environment/Physical Demands

The work environment/physical demands described here are representative of those that must be met by a teammate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable differently abled persons to perform the essential functions.