EXECUTIVE ASSISTANT

The Opportunity

Sage Family Center is ready to move from agency-based administrative support to a consistent, local executive assistant who works directly with Julia and becomes a trusted part of the practice. This role is designed for someone who enjoys bringing order to a busy, relationship-centered professional environment and who can balance warmth, accuracy, discretion, and initiative.

The executive assistant would support Julia solely. The goal is not simply to complete tasks, but to create dependable systems around Julia’s schedule, client workflow, communication, and day-to-day operations so that she can devote more of her time and attention to assessment, consultation, report writing, and families.

Position at a glance

Position: Part-Time Executive Assistant

Reports to: Julia VanderVennet, Ed.D., School Neuropsychologist and Practice Owner

Schedule: Approximately 10-15 hours per week, generally during weekday business hours

Work arrangement: Hybrid: a predictable block of time in the Santa Rosa office plus remote work from home

Compensation: $33-35 per hour with room to grow depending on experience, skills and quality of work.

Primary focus: Dedicated administrative and executive support for Julia and her caseload

What the role would look like

The assistant would serve as the operational point person for a neuropsychology assessment practice: maintaining the systems that move each client from inquiry through scheduling, assessment, report completion, feedback, and case closure. This person would also be encouraged to bring forward ideas, identify inefficiencies, and help Julia find practical ways to simplify systems and use her time more effectively. Much of the work can be completed remotely, while regular office time would allow the assistant to handle physical organization, prepare materials, and stay closely connected to the rhythm of the practice.

Core responsibilities

1. Calendar and scheduling ownership

• Manage Julia’s professional calendar in SimplePractice within established scheduling parameters.
• Coordinate testing appointments, phone screens, feedback sessions, consultations, meetings, and other practice commitments.
• Confirm the correct date, duration, appointment type, and location for every appointment.
• Send confirmations, reminders, location information, and rescheduling communications; maintain the waitlist and address cancellations according to practice policy.
• Protect report-writing and administrative time and flag conflicts before they become urgent.

2. Client and professional communication

• Monitor the practice’s administrative communication channels and respond to new inquiries, scheduling questions, paperwork needs, and routine logistical matters within established response times.
• Communicate warmly and professionally with parents, adult clients, teachers, school staff, attorneys, advocates, and other professionals while staying within clearly defined administrative boundaries.
• Route clinical, legal, contractual, fee-dispute, or other sensitive matters to Julia promptly, with a concise summary of what happened, what has already been done, and what decision is needed.
• Maintain clear follow-up loops so messages, records requests, and unanswered inquiries do not fall through the cracks.

3. Evaluation workflow and rating scales

• Maintain an accurate, real-time view of every active case in the practice’s central system, including scheduling, forms, records, rating scales, deadlines, and next steps.
• Set up and send rating scales through the correct assessment platforms, track completion across parents and teachers, follow up proactively, and escalate delays early.
• Download, rename, and organize completed rating-scale materials and other records in the correct client folders so Julia has what she needs when report writing begins.
• Prepare client report templates and enter available background, record-review, identifying, and other approved information so Julia can begin clinical writing from a complete and organized working document.
• Assist with other non-clinical report-preparation tasks such as organizing source documents, checking that expected materials are present, and maintaining consistent file naming.

4. EHR, records, and documentation

• Create and maintain client profiles in SimplePractice and assign the correct intake and consent forms based on client type.
• Monitor outstanding pape…