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 family—managing 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 family’s 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 needed—and potentially participate in interviews—to 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 3–5 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 triage—solving, assigning, or outsourcing issues as appropriate—and 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 hr@efspecialists.com: 1. Resume and LinkedIn Profile Include your current resume and a link to your LinkedIn profile (if available). 2. Short Video Response (3–5 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) Location Petaluma, California (Remote) Department Operations Employment Type Contractor Minimum Experience Experienced Compensation $35-$50 per hour Apply tot his job Apply To this Job