Executive & Operations Assistant

Valgorithm • Fort Lauderdale, FL

4d • $20 - $25 • Hybrid

About The Position

Valgorithm is a consulting firm specializing in AI-driven solutions, automation, and fractional services that help businesses streamline operations and scale efficiently. The firm partners with clients in healthcare and legal industries to optimize workflows, enhance compliance, and support strategic growth.

The Executive & Operations Assistant supports the CEO and Director of Operations across client projects, internal initiatives, and team operations. The 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 position is hybrid, with on-site work Monday through Thursday and remote work on Fridays. The schedule is Monday through Friday, 9:00 AM–5:30 PM. Compensation is $20–$25 per hour, based on experience. The position is an independent contractor role.

The assistant manages incoming requests, project status and follow-ups, meeting coordination, draft communications, documentation, recruiting support, internal systems, and process improvements. At the healthcare client’s office, responsibilities include office and administrative support, reviewing patient records in the EHR/EMR system, preparing recurring reports, supporting provider visits and CRM maintenance, and monitoring samples inventory. The role requires daily status updates to leadership, maintaining a central tracker, and acknowledging, handling, or escalating incoming requests within 24 hours.

Requirements

• At least 2 years of experience as an executive assistant, operations coordinator, project coordinator, or in a similar role.
• Excellent written and verbal communication skills, including a professional phone manner; communication should be clear, professional, and concise.
• Strong organizational and detail-oriented skills, with the ability to manage multiple priorities.
• Proactive and solutions-oriented approach, including the ability to anticipate needs and take ownership of work.
• Comfort supporting two leaders and adapting to shifting priorities.
• Ability to handle confidential patient information discreetly, with HIPAA awareness.
• Based in South Florida, with reliable transportation and ability to work on-site Monday through Thursday, 9:00 AM–5:30 PM.
• Proficiency with Google Workspace, Slack, and task management tools.

Nice To Haves

• Experience in healthcare administration or a medical office setting, including patient documentation or EHR/EMR systems.

Responsibilities

• Monitor and prioritize incoming requests, flag urgent items, and prepare draft responses for leadership review.
• Maintain current status information for 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 to leadership or at other client locations as needed.
• Support client projects from setup through recurring deliverables, including systems, SOPs, and templates.
• Track deadlines and commitments and follow up proactively.
• Prepare client-facing communications as drafts for review by the CEO or Director of Operations before they are sent.
• Help maintain continuity of client support when leadership availability is reduced.
• Support virtual assistant team operations, including onboarding checklists, documentation, scheduling, and administrative follow-up.
• Create, update, and organize SOPs, templates, and internal documentation.
• Support recruiting as needed by posting roles, screening applicants, coordinating interviews, and presenting a shortlist.
• Keep internal systems and shared folders organized and current.
• Identify repetitive or inefficient tasks and propose improved ways of working.
• Over time, help build and maintain simple automations using tools such as Zapier or AI platforms.
• Provide on-site office coverage and general office and administrative support at the healthcare client's Fort Lauderdale office Monday through Thursday, 9:00 AM–5:30 PM.
• Review the EHR/EMR system regularly to verify information and help identify and resolve patient-record and data issues.
• Complete recurring weekly reports, help improve existing reports, and support preparation of monthly performance reports.
• Support the sales representative with provider visit preparation, maintain clinic and referral-provider records in the CRM, and manage and monitor office samples inventory.
• Send end-of-day updates to the CEO and Director of Operations covering completed work, pending items, and matters requiring input.
• Maintain a central tracker for active projects and tasks and update it daily.
• Acknowledge, handle, or escalate every incoming request within 24 hours.
• Follow Valgorithm's internal processes and standards.
• Use Google Workspace, Slack, and task management tools to stay organized and efficient.
• During the first 30 days, learn the company’s services, team, and tools; build the central project tracker; take over incoming requests and begin end-of-day updates in week one; and learn the healthcare client’s office routine, documentation process, EHR/EMR system, reports, and sales support.
• During days 31–60, manage day-to-day follow-ups and draft client communications with minimal direction, independently cover the healthcare office including documentation checks, system reviews, and weekly reports, and begin proposing process improvements.
• During days 61–90, run day-to-day coordination for assigned clients and projects with leadership in a review role, fully own healthcare office coverage and recurring reports, and implement at least one process improvement or simple automation.

Benefits

• Opportunities for professional growth in a growing organization.
• Broad exposure to healthcare and legal operations, client management, and automation, including hands-on experience in a healthcare company’s day-to-day operations.
• Work in a small, collaborative team where judgment and initiative are valued.
• Close collaboration with leadership in an organization that values compliance, quality, and employee growth.

What This Job Offers

• Career Level: Mid Level
• Education Level: No Education Listed