Executive Operations Assistant

Valgorithm is a consulting firm that helps companies scale smarter through systems thinking, automation, and human-centered operations. We work with clients in healthcare, legal, and professional services — building clarity, structure, and efficiency into every layer of their business.

We are seeking a highly organized, tech-savvy, and proactive Executive Operations Assistant to support our CEO in managing day-to-day priorities, communications, and project organization. This role is critical to maintaining alignment across multiple client projects and internal initiatives.

The ideal candidate is detail-oriented, fast-learning, and thrives in dynamic environments. You’ll be responsible for managing the CEO’s calendar, preparing meeting agendas, organizing tasks, and keeping workflows running smoothly.

Responsibilities

1. Calendar & Schedule Management

• Manage the CEO’s complex multi-client calendar.
• Coordinate meetings across different time zones and ensure all details (links, documents, agendas) are in place.
• Send daily morning briefings summarizing priorities, meetings, and prep items.
• Conduct weekly calendar reviews to optimize time blocks, focus periods, and recurring events.
• Coordinate interviews, internal check-ins, and client meetings.
• Prepare daily and weekly agendas to ensure readiness for all calls.

2. Meeting Management & Preparation

• Prepare agendas and supporting materials before meetings.
• Ensure meetings start on time with all resources available.
• After meetings, summarize action items and decisions, and update project trackers accordingly.
• Schedule follow-ups and reminders for next steps.
• Join select meetings (as needed) to take notes and capture follow-ups.

3. Communication & Client Coordination

• Monitor and triage the CEO’s emails, flagging urgent items.
• Label, classify, and organize communications for easier tracking.
• Draft and organize routine messages or responses for review.
• Coordinate with clients and internal team members to ensure deliverables and updates stay on track.
• Maintain professionalism and confidentiality in all communications.

4. Project & Task Organization

• Keep project documentation up to date in project tracker and Google Drive.
• Upload and organize client files, meeting notes, and key resources by project.
• Track deadlines and update task progress in collaboration with the team.
• Help ensure no details fall through the cracks in multi-project environments.

Requirements

• 3–5 years of experience as an Executive Assistant, Operations Coordinator, or Project Assistant supporting executives.
• Bachelor’s degree required (preferably in Business Administration, Communications, Operations Management, or a related field).
• Proven ability to manage complex calendars and coordinate across multiple stakeholders.
• Advanced proficiency in Google Workspace, Notion, and Slack.
• Strong written and verbal communication skills in English.
• Excellent attention to detail and organizational skills.
• Comfortable in a fast-paced, evolving environment with multiple moving parts.
• Proactive and resourceful mindset — anticipates needs before being asked.
• Based in LATAM, available to work during Eastern Time mornings and Saturdays (3–4 hours).

30-60-90 Day Plan

First 30 Days - Onboarding & Training

Goal: Learn Valgorithm’s systems, structure, and communication rhythm. Begin supporting core administrative and scheduling workflows.

Key Actions:

• Complete onboarding and systems training.
• Understand the CEO’s current routines, preferences, and communication style.
• Shadow existing team workflows to understand client/project cadence.
• Begin managing the CEO’s calendar, ensuring all meetings have correct links, prep notes, and buffers.
• Create and send daily morning briefings summarizing schedule, meetings, and priorities.
• Start organizing email inbox and applying consistent labeling, flagging, and classification.
• Upload and organize existing project documents into project tracker and Google Drive.

Key Results by Day 30:

• CEO’s calendar and email are consistently organized.
• Daily agenda and meeting prep sent before 8:30 AM EST.
• Familiarity with Valgorithm’s internal systems and clients.
• Demonstrates attention to detail and proactive communication.

Days 31-60 - Increased Responsibility & Ownership

Goals: Take full ownership of recurring calendar, communication, and organization workflows. Begin optimizing systems for better efficiency.

Key Actions:

• Independently manage CEO’s calendar and meeting coordination.
• Draft meeting agendas, organize prep materials, and ensure follow-ups are captured.
• Track action items post-meeting and update Notion databases accordingly.
• Take ownership of document management — ensuring all files, notes, and deliverables are stored and named correctly.
• Identify recurring administrative tasks and propose process improvements.
• Manage light project coordination tasks such as scheduling client follow-ups or updating progress trackers.

Key Results by Day 60:

• CEO’s administrative workload reduced by 30–40%.
• All meetings are consistently prepared and documented.
• Client communications and follow-ups are tracked with zero missed deadlines.
• EA demonstrates initiative and independent problem-solving.

Days 61-90 - Full Autonomy & Strategic Partnership

Goals: Operate as a proactive partner — anticipating needs, managing communications, and supporting the CEO’s operational focus across clients.

Key Actions:

• Fully own scheduling, meeting preparation, and follow-up processes.
• Anticipate upcoming priorities and draft agendas or documents in advance.
• Identify and resolve bottlenecks in communication or document flow.
• Coordinate small internal tasks (e.g., scheduling interviews, updating project milestones).
• Provide weekly executive summaries of meetings, progress, and next steps.
• Support the CEO in maintaining focus on strategic work and client relationships

Key Results by Day 90:

• CEO’s time is 40–50% focused on high-value, strategic work.
• Communication and scheduling systems run smoothly with minimal supervision.
• Notion databases and project folders are consistently up-to-date.
• Recognized as a trusted, reliable partner for executive operations and coordination.

Ideal Candidate Profile

You’re a proactive, detail-oriented professional who thrives on structure and organization. You anticipate needs, manage priorities with precision, and bring calm to a fast-paced environment. Tech-savvy, reliable, and resourceful — you keep operations running smoothly and the CEO one step ahead.