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.

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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

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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

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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

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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

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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.

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