Executive Assistant

The Executive Assistant plays a key role in supporting the admissions and enrollment process for both Puzzle Box Academy and Kaleidoscope Interventions. This position serves as a liaison between prospective families, administration, and clinical teams, ensuring a seamless experience from initial inquiry to enrollment. Additionally, this role includes responsibilities related to billing insurance, processing scholarship payments, and managing financial documentation to support families in accessing services. The ideal candidate is highly organized, detail-oriented, and excels in providing exceptional customer service.

Responsibilities:

Director Support:

• Complete a broad variety of administrative tasks for the Director of Educational Services including managing their calendars.
• Compose and prepare correspondence and maintain confidentiality.
• Arrange complex and detailed travel plans, itineraries and agendas as needed.
• Provide a “gatekeeper” role from direct access to the Director of Educational Services.
• Communicates directly, and on behalf of the Director of Educational Services.
• Schedules and attends meetings on behalf of the Director of Educational Services.
• Research, prioritize, and follows up on incoming issues and concerns addressed to the Director of Educational Services, including those of a sensitive or confidential status. Determines the appropriate course of action, referral, or response.
• Demonstrate leadership to maintain credibility, trust, and support with Executive Management.
• Work closely and effectively with the Director of Educational Services to keep her well informed of upcoming commitments and responsibilities, following up as needed.
• Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects for the Director of Educational Services.
• Prioritize conflicting needs and handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Perform other related duties as assigned.

Admissions Coordination:

• Serve as the first point of contact for prospective families, answering inquiries via phone, email, and in-person.
• Guide families through the admissions process, including application submission, required documentation, and scheduling tours.
• Maintain accurate records in the admissions database and track applicant progress.

Billing & Financial Processing:

• Verify insurance coverage for incoming students/clients and coordinate with the billing department to ensure eligibility.
• Assist families in completing insurance-related documentation required for services.
• Process scholarship applications, ensuring all required documents are submitted accurately and on time.
• Track scholarship funding and ensure payments are processed correctly.
• Work closely with the finance team to reconcile payments, issue invoices, and resolve billing discrepancies.

Administrative Support:

• Assist leadership in managing enrollment data, reports, and correspondence.
• Schedule and coordinate admission interviews, evaluations, and meetings with clinicians and educators.
• Prepare and distribute admissions-related materials, forms, and agreements.

Communication & Outreach:

• Collaborate with the marketing team to support outreach initiatives, open houses, and information sessions.
• Follow up with families to provide updates on admissions status and ensure timely completion of enrollment steps.
• Communicate professionally and empathetically with families regarding placement decisions, billing, and next steps.

Compliance & Documentation:

• Ensure all admission paperwork is complete and in compliance with school and clinic policies.
• Maintain confidentiality of student records, financial information, and sensitive data.
• Assist with state and regulatory compliance requirements related to enrollment, billing, and funding programs.

Qualifications

• Minimum Education & Experience Requirements:
• Associate’s or Bachelor’s degree preferred (Business Administration, Education, Healthcare, or related field).

Preferred Qualifications:

• Familiarity with autism services, behavioral health, special education, or insurance reimbursement processes.
• Bilingual skills are a plus.
• Proficiency in Microsoft Office Suite and student information systems.
• Ability to work independently and as part of a team in a dynamic educational setting.
• Strong organizational and communication skills.
• 2 years of administrative experience, preferably in admissions, medical billing, education, or healthcare.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Experience with insurance billing, scholarship processing, or financial aid coordination is highly preferred.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and database management systems.
• Experience in customer service or client relations, preferably with families in a school or clinical setting.
• Ability to work collaboratively with multiple departments and maintain professionalism in high-pressure situations.
• Completion of background screening for Department of Children and Families (DCF) and/or Level II background screening.
• Valid First Aid/CPR Certification.

Salary : $50,000