Executive Operations Assistant (Pediatric Clinic & Center-Based Program)

Reporting Site: Union City, CA (flexibility needed to support Hayward, Antioch, and Livermore as needed)

Ascend Rehab Services is a woman-driven, pediatric therapist-led healthcare organization serving children with special needs and their families across the East Bay. We are expanding our operations team and seeking an Executive Operations Assistant to support the Operations Program Director.

The Executive Operations Assistant serves as a key operational and administrative partner to the Operations and Program Director, supporting program coordination, communication, and day-to-day clinic operations. This role is ideal for a highly organized, flexible, proactive professional who enjoys being a “right-hand” support, managing details, and helping leaders stay focused and effective.

This position will start part-time with the potential to grow into a full-time role based on performance and clinic needs. We are open to interns, college students, and early-career professionals with strong communication and organizational skills.

Key Responsibilities

Executive & Program Support

• Provide direct administrative and operational support to the Clinic Program Manager

• Manage calendars, scheduling, and coordination for staff and client appointments

• Serve as a primary point of contact for internal and external communications

• Prepare meeting agendas, take minutes, track action items, and follow up on deadlines

Operations & Administrative

• Assist with staff onboarding, interviews, and training logistics

• Support staff caseload tracking and scheduling coordination

• Maintain organized digital records, reports, and shared documents

• Assist with vendorization, referrals, and coordination with outside agencies/Vendors. 

• Support billing-related tasks, including bi-monthly cross-checks of client payments

Administrative & Office Management

• Answer phones, respond to emails, and greet families professionally and warmly

• Manage forms, documentation flow, and client file organization

• Track office supplies, equipment, and inventory needs

• Assist with clinic events, trainings, and special projects

• Provide backup administrative support to clinic leadership as needed

Qualifications

• High school diploma required; some college or Bachelor’s degree preferred

• Experience in an administrative, executive assistant, operations, or program support role preferred

• Strong written and verbal communication skills

• Excellent organizational skills with strong attention to detail

• Ability to manage multiple priorities and deadlines in a fast-paced environment

• Proficiency with Google Workspace (Docs, Drive, Calendar), Zoom, and Microsoft Office

• Comfortable handling confidential information with discretion

• Experience in pediatric healthcare, preschool, education, or clinic settings is a plus

• Spanish language skills preferred but not required

Compensation & Schedule

• $21–25/hour, based on experience and education

• Part-time with opportunity to transition to full-time

• Weekday schedule (M-F) 

• Reporting Site: Union City, CA (must be flexible to support Hayward, Antioch, and Livermore sites as needed)

Why Join Ascend?

• Work closely with clinic leadership in a growing pediatric program

• Meaningful, mission-driven work supporting children and families

• Supportive, collaborative, and people-centered culture