What are the responsibilities and job description for the Personal/Operational Assistant position at Babylon Dental Care?
Schedule: M-F 9-5pm (must be flexible & willing to work outside of standard work-week as needed)
Start Date: September/October
Travel Required: Occasional Travel, clean license and a car required.
Job Overview: A COO of a practice seeking a full-time, personal assistant to help streamline her day-to-day life. This role requires a mature, highly organized individual who has excellent attention to detail, a calm demeanor, and a “no task is beneath me” attitude. The right candidate will be comfortable supporting both professional and personal tasks, enjoy wearing many hats, and thrive in a dynamic, home-based environment.
Position Responsibilities will include, but are not limited to:
- Ensure the smooth functioning of the household, keeping the executive organized in day-to-day life, proactively anticipating needs
- Plan and book travel for COO, family members, and practice staff, including flights, accommodations, ground transportation, and itineraries
- Booking tickets for events, making restaurant reservations, and coordinating car service
- Care for three dogs during the business day while the COO is focused on work (smaller dogs, easy to care for)
- Support the COO and practice staff with special projects, including holiday cards, gift purchases, etc.
- Serve as a liaison between the COO, vendors, and service providers for home as needed.
- Ordering household items: managing incoming packages and returns (Amazon, etc.)
- Maintain inventory of household supplies, groceries, and personal items, ensuring everything is well-stocked (not overstocked) and replenished as needed
- Run errands as needed for COO/Marketing team (post office, Staples, etc.)
- Maintain organized records of warranties, contracts, and important documents.
Requirements:
- Highly motivated self-starter with exceptional organizational and communication skills
- Ability to take charge of various administrative and logistical tasks to support the COO's busy lifestyle
- Exceptionally detail-oriented– someone who is concerned with triple-checking items and getting through a list of assignments
- Strong administrative and time-management skills
- Mature, professional, and discreet
- Tech-savvy and efficient with email, calendar apps, and online ordering
- Easy-going, solutions-oriented, and flexible
- Comfortable being able to work in a home or informal office setting
- US work authorization, seeking a long-term role
- At least 2-3 years of proven, verifiable experience in a similar role, with excellent long-term references
- High level of discretion and integrity, with the ability to maintain confidentiality.
- Valid driver's license and a clean driving record.
- Ability to work a flexible schedule, including occasional evenings or weekends; including overnights when COO travels.
- Ability to assist in general office tasks as needed
Qualifications:
- Team player happy to partner with existing household staff and practice staff as needed
- Exceptional organization skills: ability to juggle multiple, sometimes competing, priorities seamlessly
- Outstanding written and oral communication skills with strong attention to detail
- Unwavering professionalism, absolute discretion, and exceptional judgment
- Experience as a Household Coordinator, House Manager, or in a similar role within a private residence is preferred
- Strong communication and interpersonal skills, with the ability to manage various relationships diplomatically.
- A proactive and resourceful problem-solver who can handle challenges with minimal supervision.
Salary : $22 - $25
