Executive & Operations Assistant

Executive & Operations AssistantValgorithm is a consulting firm specializing in AI-driven solutions, automation, and fractional services that help businesses streamline operations and scale efficiently. We partner with clients across the healthcare and legal industries to optimize workflows, enhance compliance, and drive strategic growth.We are seeking an organized, detail-oriented, and proactive Executive & Operations Assistant to support our CEO and Director of Operations across client projects, internal initiatives, and team operations. This role also provides on-site office coverage and operations support at a healthcare client's office in Fort Lauderdale, a Medicare-enrolled durable medical equipment supply company.The ideal candidate stays ahead of the work, manages multiple priorities with ease, and communicates clearly and consistently.

This role is central to keeping projects on track and ensuring leadership has the visibility and support needed to focus on high-priority workPosition DetailsReports to: CEO & Director of OperationsEmployment Type: Independent ContractorLocation: Hybrid. On-site at office in Fort Lauderdale, FL Monday-Thursday, remote on FridaysSchedule: Monday through Friday, 9:00 AM - 5:30 PMPay: $20-$25/hour, based on experienceResponsibilitiesExecutive SupportMonitor and prioritize incoming requests, flag urgent items, and prepare draft responses for reviewMaintain a clear, up-to-date status for all active client and internal projects, including completed work, pending items, next steps, and blockersPrepare drafts of emails, documents, templates, and meeting materials for leadership reviewCoordinate meetings, and follow up on action items through completionProvide in-person support with leadership or at other client locations, as neededClient & Project CoordinationSupport client projects end-to-end, including system setup, SOPs, templates, and recurring deliverablesTrack deadlines and commitments, and follow up proactively to ensure nothing falls through the cracksPrepare all client-facing communications as drafts for review by the CEO or Director of Operations before they are sentHelp maintain continuity of client support during periods of reduced leadership availabilityOperations SupportSupport virtual assistants team operations, including onboarding checklists, documentation, scheduling, and administrative follow-upCreate, update, and organize SOPs, templates, and internal documentationSupport recruiting efforts as needed, including posting roles, screening applicants, coordinating interviews, and presenting a shortlistKeep internal systems and shared folders organized and currentProcess ImprovementIdentify repetitive or inefficient tasks and propose better ways of workingOver time, help build and maintain simple automations using tools such as Zapier or AI platformsHealthcare Client Office & Operations SupportProvide on-site office coverage at the client's Fort Lauderdale office Monday-Thursday, 9:00 AM - 5:30 PM, along with general office and administrative supportReview the EHR/EMR system regularly to verify information is accurate, and help identify and resolve issues with patient records and dataComplete recurring weekly reports, help improve existing reports (formulas, data, and format), and support the preparation of monthly performance reportsSupport the sales representative with provider visit preparation, keep the CRM updated with clinic and referral provider records, and manage, organize, and monitor the office samples inventoryCommunication & AccountabilitySend an end-of-day update to the CEO and Director of Operations outlining completed work, pending items, and anything requiring their inputMaintain one central tracker covering all active projects and tasks, updated dailyAcknowledge, handle, or escalate every incoming request within 24 hoursFollow Valgorithm's internal processes and standards to ensure professionalism and alignmentUse Google Workspace, Slack, and task management tools to stay organized and efficient Day PlanFirst 30 Days - Learning & OrganizationLearn Valgorithm's services, team, and tools, and build the central project trackerTake over incoming requests and send end-of-day updates starting in week oneLearn the healthcare client's office routine, patient documentation process, EHR/EMR system, reports, and sales supportDays 31-60 - OwnershipManage day-to-day follow-ups and draft client communications with minimal directionCover the healthcare client's office independently, including documentation checks, system reviews, and weekly reportsBegin proposing process improvementsDays 61-90 - Full OwnershipRun day-to-day coordination for assigned clients and projects, with leadership in a review roleFully own office coverage and recurring reports at the healthcare clientImplement at least one process improvement or simple automation