About this role
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.