Special Education Executive Assistant

About this role

We are seeking an experienced Special Education Executive Assistant to support the coordination of complex cases for private families receiving multiple services (e.g. evaluators therapists BCBAs/ABA providers and academic specialists). This role will initially serve as the operational hub for one familymanaging budget tracking organizing communication among providers maintaining a clear and accurate service dashboard and ensuring alignment between the family and all professionals involved.

This is a 1099 Independent Contractor role engaged on a contract or freelance basis to complete projects and assignments as needed. You will work independently while collaborating closely with our founder and when appropriate other team members across departments depending on the scope of each project.

The ideal candidate is highly skilled in special education systems and case coordination comfortable working with minimal supervision and able to manage a flexible schedule. If you are a self-motivated professional an organized problem-solver and passionate about supporting students and families through thoughtful collaboration we would love to have you join our team.

Independent Contractor Duties and Responsibilities

• Assess project or assignment details and clarify scope priorities and timelines
• Adhere to individualized budgets and service requirements
• Communicate updates risks and issues with supervisors managers and team members as appropriate
• Meet agreed-upon deadlines and deliverables
• Track and record progress providing regular updates to supervisors and clients

Case Coordination & Operational Management

• Manage the familys budget and billing workflow including invoices payments reconciliation and reporting
• Monitor and organize all case-related communications and translate key updates into a centralized dashboard
• Maintain a clean accurate Google Sheets dashboard (providers service status budget remaining meetings goals and progress)
• Draft and send bi-weekly family update emails summarizing budget provider activity and next steps
• Coordinate providers by supporting scheduling facilitating alignment touchpoints and ensuring an integrated service plan
• Research and vet providers as neededand potentially participate in interviewsto ensure best-fit supports
• Create SOPs templates and workflow tools so the role becomes repeatable and scalable

Independent Contractor Requirements and Qualifications

• Resides in California
• Able to provide professional references within the field
• Can pass a background check and fingerprinting for California
• Can meet weekly or as needed via Zoom with the founder during normal business hours
• Relevant degree and/or certification in Special Education or a related field
• Minimum of 35 years of experience in Special Education or related services
• Strong understanding of special education ecosystems including assessments reports and specialized providers (BCBA/ABA evaluators therapists academic specialists)
• Able to prioritize responsibilities and manage a flexible schedule independently
• Comfortable working with minimal supervision while maintaining 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 excellent 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

• You will meet weekly or bi-weekly with the founder to answer questions and get support as you learn the role. Meetings will be reduced as you become more comfortable and accustomed to the role
• You will fully own and maintain the coordination dashboard for one family with multiple providers.
• You will manage the budget by tracking invoices and bills maintaining accurate year-to-date and multi-year balances and forecasting anticipated spend.
• You will provide effective triagesolving assigning or outsourcing issues as appropriateand escalate only items requiring leadership input.
• You establish a dependable cadence:
  • Weekly internal check-ins
  • Bi-weekly family updates
  • Monthly budget snapshot and forecast
  • Support for quarterly provider alignment meetings
• You begin building a repeatable playbook for the role including SOPs templates checklists and workflows to support future scalability.

How to Apply

Please submit the following materials to :

1. Resume and LinkedIn Profile

Include your current resume and a link to your LinkedIn profile (if available).

2. Short Video Response (35 Minutes)

Please record a brief video (Loom is recommended) addressing the following:

• Why you believe you are a strong fit for this role
• Your experience managing special education providers and/or cases including handling sensitive or confidential communication
• How you would design an email system that funnels all family and provider communication into a single trackable workflow
• Your approach to budget tracking and preparing clear monthly reports

3. Compensation & Availability

Please include:

• Your requested hourly rate
• Your current availability (estimated hours per week)

Required Experience:

Senior IC