Senior Executive Assistant / Practice Operations Coordinator (90% Remote)
FMRC Health Group | Los Angeles, CA (Hybrid/90% Remote)
Full-Time, W-2 + Benefits
Salary: $75,000–$95,000 DOE
About Us
FMRC Health Group is a growing pediatric early intervention practice serving children and families across Los Angeles County. We provide high-quality, family-centered occupational therapy and feeding services and are expanding our team and referral network. We’re a small business with a big mission — and we’re looking for a high-trust, high-autonomy partner to help run day-to-day operations and protect the Executive Director’s time.
The Role
We are seeking a Senior Executive Assistant / Practice Operations Coordinator who will function as the Executive Director’s right hand. This is not a basic admin role — you will be expected to operate independently, anticipate needs, follow through on priorities, and keep the business moving forward.
You’ll manage the calendar, referral pipeline, and internal accountability systems to ensure clients are enrolling, staff are aligned, and operations are running smoothly. While the role is 90% remote, occasional in-person support and local errands will be needed.
Key ResponsibilitiesExecutive & Calendar Management
- Manage and optimize the Executive Director’s calendar, scheduling, and daily priorities
- Gatekeep time and ensure the Executive Director is focused on high-value work
- Prepare agendas, reminders, and follow-ups to keep meetings efficient and actionable
- Draft professional emails and communications on behalf of leadership when needed
Referral Pipeline & Growth Support
- Track incoming referrals and ensure they are being processed promptly
- Maintain consistent outreach to referral sources (regional centers, clinics, case managers, schools, etc.)
- Support relationship-building efforts by coordinating follow-ups, thank-yous, and check-ins
- Monitor referral volume trends and flag gaps early
Team Accountability & Operations
- Ensure staff are completing expected responsibilities (notes, schedules, follow-ups, internal processes)
- Track workflow deadlines and follow through with reminders/escalations when needed
- Support internal systems that keep service delivery running smoothly
- Keep leadership informed of operational risks, bottlenecks, or staffing needs
Administrative Systems & Organization
- Create, refine, and maintain simple SOPs and tracking systems
- Organize digital files, client/referral logs, and internal docs
- Assist with special projects tied to clinic growth and efficiency
- Identify and suggest improvements to help the practice run more smoothly
Occasional Local Support / Errands
- Provide occasional in-person assistance in Los Angeles (e.g., picking up materials, dropping off documents, handling time-sensitive tasks)
- Run local errands as needed to support clinic and leadership operations
- Mileage reimbursed when errands require personal vehicle use
What Success Looks Like (90-Day Goals)
- Calendar runs smoothly with minimal back-and-forth
- Referral sources are consistently contacted and nurtured
- Referral-to-evaluation pipeline is organized, visible, and improving
- Staff accountability improves because systems are clear and followed
- Executive Director gains meaningful weekly time back
Qualifications
Required:
- 3+ years as an Executive Assistant, Operations Assistant, or similar high-autonomy role
- Strong project follow-through — you don’t drop balls
- Excellent written and verbal communication
- Ability to work independently, prioritize, and problem-solve
- Comfort leading follow-ups with staff and external partners
- High discretion, professionalism, and emotional intelligence
- Tech proficiency (Google Workspace, spreadsheets, scheduling tools, CRM or similar)
- Ability to complete occasional in-person tasks/errands in the Los Angeles area
Preferred:
- Experience in healthcare, therapy clinics, education, or small business operations
- Familiarity with referral-based service models
- Light people-ops or team coordination experience
- Experience building systems/SOPs for growing teams
Work Style & Expectations
- Full-time, 90% remote with occasional in-person support or errands in Los Angeles
- Standard business hours with flexibility based on clinic needs
- You are proactive — you don’t wait to be told what to do
- You enjoy ownership and being a trusted partner in growth
Compensation & Benefits
- $75,000–$95,000/year DOE
- Full benefits package (medical/dental/vision, PTO, paid holidays, etc.)
- Mileage reimbursement for approved errands
- Growth opportunity as the practice expands
- A mission-driven team and meaningful work supporting children and families
Job Type: Full-time
Pay: $75,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience:
- Management: 3 years (Required)
- Data entry: 3 years (Required)
Language:
Work Location: Remote
