About the Role
This opportunity is seeking an experienced Special Education Executive Assistant to support the coordination of complex cases for private families receiving multiple services (for example: evaluators, therapists, BCBA/ABA providers, and academic specialists).
This role will serve as the operational hub for one family—tracking budgets, organizing communication across providers, maintaining a clear service dashboard, and helping ensure alignment between the family and the professionals involved.
This is a contract-based role where projects and assignments are completed as needed. The work is self-directed, with regular collaboration and check-ins with a founder-level stakeholder and, when appropriate, additional team members depending on project scope.
Independent Contractor Duties and Responsibilities
- Review project or assignment details and confirm scope, priorities, and timelines
- Work within individualized budgets and service requirements
- Communicate updates, risks, and issues to stakeholders as appropriate
- Meet agreed-upon deadlines and deliverables
- Track and document progress and provide regular status updates
What You’ll Do
- Manage the family’s budget and billing workflow, including invoices, payments, reconciliation, and reporting
- Monitor and organize case-related communications and translate key updates into a centralized dashboard
- Maintain a clean, accurate Google Sheets dashboard (providers, service status, remaining budget, meetings, goals, and progress)
- Draft and send bi-weekly family update emails summarizing budget status, provider activity, and next steps
- Support provider coordination by assisting with scheduling, facilitating alignment touchpoints, and maintaining an integrated service plan
- Research and help vet providers as needed, and potentially participate in interviews to confirm best-fit supports
- Create SOPs, templates, and workflow tools to make the role repeatable and scalable
Qualifications
- Must reside in California
- Able to provide professional references within the field
- Able to pass a background check and fingerprinting requirements for California
- Available to meet weekly or as needed via Zoom during normal business hours
- Relevant degree and/or certification in Special Education or a related field
- 3–5+ years of experience in Special Education or related services
- Strong knowledge of special education ecosystems, including assessments, reports, and specialized providers (BCBA/ABA, evaluators, therapists, academic specialists)
- Ability to prioritize effectively and manage a flexible schedule independently
- Comfortable working with minimal supervision while maintaining strong accountability
- Highly organized, proactive, and able to manage multiple moving parts without constant direction
- Comfortable tracking budgets, monitoring expenditures, and creating simple forecasts
- Clear, professional communicator (written and verbal) with strong follow-through
- Proficient with Google Workspace (Gmail, Drive, Sheets) and Zoom
- Strong time management, communication, and organizational skills
What Success Looks Like in the First 90 Days
- Join weekly or bi-weekly check-ins to get questions answered and ramp up; meetings decrease as ownership increases
- Fully own and maintain the coordination dashboard for one family with multiple providers
- Manage invoicing and budget tracking, including accurate year-to-date and multi-year balances and basic forecasting
- Provide effective triage by solving, assigning, or outsourcing issues as appropriate; escalate only items requiring leadership input
- Establish and maintain a dependable cadence (weekly internal check-ins, bi-weekly family updates, monthly budget snapshots and forecasts)
- Support quarterly provider alignment meetings by coordinating schedules and documenting outcomes
- Begin building a repeatable playbook (SOPs, templates, checklists, and workflows) to support scalability
Compensation: $35-$50 per hour
Employment Type: 1099 Independent Contractor (Contract / Freelance)
Work Location: Remote (candidates must reside in California). Primary coordination may align with Petaluma, CA business hours.
