Executive & Operations Assistant

Valgorithm 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 work

Position Details

• Reports to: CEO & Director of Operations
• Employment Type: Independent Contractor
• Location: Hybrid. On-site at office in Fort Lauderdale, FL Monday–Thursday, remote on Fridays
• Schedule: Monday through Friday, 9:00 AM – 5:30 PM
• Pay: $20–$25/hour, based on experience

Responsibilities

Executive Support

• Monitor and prioritize incoming requests, flag urgent items, and prepare draft responses for review
• Maintain a clear, up-to-date status for all active client and internal projects, including completed work, pending items, next steps, and blockers
• Prepare drafts of emails, documents, templates, and meeting materials for leadership review
• Coordinate meetings, and follow up on action items through completion
• Provide in-person support with leadership or at other client locations, as needed

Client & Project Coordination

• Support client projects end-to-end, including system setup, SOPs, templates, and recurring deliverables
• Track deadlines and commitments, and follow up proactively to ensure nothing falls through the cracks
• Prepare all client-facing communications as drafts for review by the CEO or Director of Operations before they are sent
• Help maintain continuity of client support during periods of reduced leadership availability

Operations Support

• Support virtual assistants team operations, including onboarding checklists, documentation, scheduling, and administrative follow-up
• Create, update, and organize SOPs, templates, and internal documentation
• Support recruiting efforts as needed, including posting roles, screening applicants, coordinating interviews, and presenting a shortlist
• Keep internal systems and shared folders organized and current

Process Improvement

• Identify repetitive or inefficient tasks and propose better ways of working
• Over time, help build and maintain simple automations using tools such as Zapier or AI platforms

Healthcare Client Office & Operations Support

• Provide 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 support
• Review the EHR/EMR system regularly to verify information is accurate, and help identify and resolve issues with patient records and data
• Complete recurring weekly reports, help improve existing reports (formulas, data, and format), and support the preparation of monthly performance reports
• Support 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 inventory

Communication & Accountability

• Send an end-of-day update to the CEO and Director of Operations outlining completed work, pending items, and anything requiring their input
• Maintain one central tracker covering all active projects and tasks, updated daily
• Acknowledge, handle, or escalate every incoming request within 24 hours
• Follow Valgorithm's internal processes and standards to ensure professionalism and alignment
• Use Google Workspace, Slack, and task management tools to stay organized and efficient

30-60-90 Day Plan

First 30 Days – Learning & Organization

• Learn Valgorithm’s services, team, and tools, and build the central project tracker
• Take over incoming requests and send end-of-day updates starting in week one
• Learn the healthcare client’s office routine, patient documentation process, EHR/EMR system, reports, and sales support

Days 31–60 – Ownership

• Manage day-to-day follow-ups and draft client communications with minimal direction
• Cover the healthcare client’s office independently, including documentation checks, system reviews, and weekly reports
• Begin proposing process improvements

Days 61–90 – Full Ownership

• Run day-to-day coordination for assigned clients and projects, with leadership in a review role
• Fully own office coverage and recurring reports at the healthcare client
• Implement at least one process improvement or simple automation

• 2+ years of experience as an executive assistant, operations coordinator, project coordinator, or in a similar role
• Preferred Experience in healthcare administration or a medical office setting, including patient documentation or EHR/EMR systems 
• Excellent written and verbal communication skills, including a professional phone manner; clear, professional, and concise
• Highly organized and detail-oriented, with the ability to manage multiple priorities at once
• Proactive and solutions-oriented, with the ability to anticipate needs and take ownership of work
• Comfortable supporting two leaders and adapting to shifting priorities
• Ability to handle confidential patient information with discretion (HIPAA awareness)
• Based in South Florida, with reliable transportation and the ability to work on-site Monday to Thursday, 9:00 AM – 5:30 PM
• Proficient with Google Workspace, Slack, and task management tools

• Make a meaningful impact by helping leadership and clients operate more efficiently
• Join a growing organization with real opportunities for professional growth
• Gain broad exposure across healthcare and legal operations, client management, and automation, including hands-on experience in a healthcare company's day-to-day operations
• Be part of a small, collaborative team where your judgment and initiative are genuinely valued
• Work closely with leadership in an organization that values compliance, quality, and employee growth

If you are interested in applying, please apply via this link: https://apply.workable.com/valgorithm/j/1460776BB6