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

<p> </p><h4><strong>About the Role:</strong></h4> <p>We are a staffing agency recruiting on behalf of a busy orthodontic practice and family seeking a highly organized, trustworthy, and proactive <strong>Executive & Operations Assistant</strong>.</p> <p>This is a hybrid role combining <strong>practice operations support</strong> with <strong>personal executive assistant responsibilities</strong>. The ideal candidate is detail-oriented, comfortable managing both business and personal administrative tasks, and able to communicate professionally across a variety of situations.</p> <p>A strong preference will be given to candidates who are <strong>fluent in German and English</strong>, as part of the role involves coordinating matters related to German properties and utilities.</p> <hr> <h4><strong>Key Responsibilities:</strong></h4> <h4><strong>Orthodontic Practice Operations Support</strong></h4> <ul> <li>Manage and track employee timesheets, PTO, and sick leave records</li> <li>Assist with office management and administrative coordination</li> <li>Maintain records for new hire paperwork, onboarding, and vaccination documentation</li> <li>Track invoices and upload financial records into <strong>QuickBooks</strong></li> <li>Assist with supply ordering, vendor coordination, and cost tracking</li> <li>Support day-to-day operations using practice management systems such as <strong>Ortho2Edge</strong></li> </ul> <strong>Executive & Personal Assistant Support</strong> <ul> <li>Manage personal and family calendars and scheduling</li> <li>Coordinate travel arrangements and logistics</li> <li>Assist with personal email and administrative management</li> <li>Help manage communication related to residential properties and utilities</li> <li>Coordinate ongoing administrative tasks involving German-speaking contacts and services</li> <li>Provide general executive support and help organize priorities and workflows</li> </ul> <hr> <h4><strong>Required Qualifications:</strong></h4> <ul> <li>Fluency in <strong>German and English</strong> (spoken and written)</li> <li>Previous experience in an <strong>Executive Assistant</strong>, Office Manager, or Operations Support role</li> <li>Strong organizational and multitasking abilities</li> <li>Experience with <strong>QuickBooks</strong> or similar accounting software</li> <li>Excellent communication and follow-up skills</li> <li>Ability to handle confidential information with professionalism and discretion</li> <li>Comfortable balancing both business and personal administrative responsibilities</li> </ul> <hr> <h4><strong>Preferred Qualifications:</strong></h4> <ul> <li>Experience in a <strong>medical, dental, or orthodontic practice</strong></li> <li>Familiarity with <strong>Ortho2Edge</strong> or similar practice management software</li> <li>Experience managing schedules, invoices, and operational workflows</li> <li>Prior remote work experience</li> </ul> <hr> <h4><strong>What We're Looking For:</strong></h4> <ul> <li>A highly dependable and trustworthy individual</li> <li>Someone proactive who can stay ahead of tasks without constant oversight</li> <li>A strong communicator comfortable interacting with both staff and family members</li> <li>A detail-oriented professional who thrives in a fast-paced environment</li> </ul> <hr> <h4><strong>Growth Opportunity:</strong></h4> <p>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.</p> <p></p> <p></p><p><br></p><p></p> <div>$1,500 - $1,800 a month</div><small><div>U.S. based orthodontic practice and family | Central Daylight Time (CST) working hours | Full-time (40 hours per week)</div></small> <p> </p><p><strong>Why Join Assist World?</strong></p> <p> </p> <p>100% REMOTE</p> <p>$50 birthday bonus</p> <p>$200 testimonial bonus</p> <p>$500 entry monthly raffle</p> <p>NO TRACKER. NO PROBLEM</p> <p></p>