Executive & Operations Assistant (Orthodontic Practice & Family Office Support)

About the Role:

We are a staffing agency recruiting on behalf of a busy orthodontic practice and family seeking a highly organized, trustworthy, and proactive Executive & Operations Assistant.

This is a hybrid role combining practice operations support with personal executive assistant responsibilities. The ideal candidate is detail-oriented, comfortable managing both business and personal administrative tasks, and able to communicate professionally across a variety of situations.

A strong preference will be given to candidates who are fluent in German and English, as part of the role involves coordinating matters related to German properties and utilities.

Key Responsibilities:

Orthodontic Practice Operations Support

• Manage and track employee timesheets, PTO, and sick leave records
• Assist with office management and administrative coordination
• Maintain records for new hire paperwork, onboarding, and vaccination documentation
• Track invoices and upload financial records into QuickBooks
• Assist with supply ordering, vendor coordination, and cost tracking
• Support day-to-day operations using practice management systems such as Ortho2Edge

Executive & Personal Assistant Support

• Manage personal and family calendars and scheduling
• Coordinate travel arrangements and logistics
• Assist with personal email and administrative management
• Help manage communication related to residential properties and utilities
• Coordinate ongoing administrative tasks involving German-speaking contacts and services
• Provide general executive support and help organize priorities and workflows

Required Qualifications:

• Fluency in German and English (spoken and written)
• Previous experience in an Executive Assistant, Office Manager, or Operations Support role
• Strong organizational and multitasking abilities
• Experience with QuickBooks or similar accounting software
• Excellent communication and follow-up skills
• Ability to handle confidential information with professionalism and discretion
• Comfortable balancing both business and personal administrative responsibilities

Preferred Qualifications:

• Experience in a medical, dental, or orthodontic practice
• Familiarity with Ortho2Edge or similar practice management software
• Experience managing schedules, invoices, and operational workflows
• Prior remote work experience

What We're Looking For:

• A highly dependable and trustworthy individual
• Someone proactive who can stay ahead of tasks without constant oversight
• A strong communicator comfortable interacting with both staff and family members
• A detail-oriented professional who thrives in a fast-paced environment

Growth Opportunity:

This role offers the opportunity to become a long-term, trusted partner supporting both business operations and executive-level organization as responsibilities expand over time.