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.Responsibilities2. Meeting Management & Preparation3. Communication & Client Coordination4. Project & Task Organization Calendar & Schedule ManagementManage the CEO's complex multi-client calendarCoordinate meetings across different time zones and ensure all details (links, documents, agendas) are in placeSend daily morning briefings summarizing priorities, meetings, and prep itemsConduct weekly calendar reviews to optimize time blocks, focus periods, and recurring eventsCoordinate interviews, internal check-ins, and client meetingsPrepare daily and weekly agendas to ensure readiness for all callsPrepare agendas and supporting materials before meetingsEnsure meetings start on time with all resources availableAfter meetings, summarize action items and decisions, and update project trackers accordinglySchedule follow-ups and reminders for next stepsJoin select meetings (as needed) to take notes and capture follow-upsMonitor and triage the CEO's emails, flagging urgent itemsLabel, classify, and organize communications for easier trackingDraft and organize routine messages or responses for reviewCoordinate with clients and internal team members to ensure deliverables and updates stay on trackMaintain professionalism and confidentiality in all communicationsKeep project documentation up to date in project tracker and Google DriveUpload and organize client files, meeting notes, and key resources by projectTrack deadlines and update task progress in collaboration with the teamHelp ensure no details fall through the cracks in multi-project environmentsRequirements3-5 years of experience as an Executive Assistant, Operations Coordinator, or Project Assistant supporting executivesBachelor's degree required (preferably in Business Administration, Communications, Operations Management, or a related field)Proven ability to manage complex calendars and coordinate across multiple stakeholdersAdvanced proficiency in Google Workspace, Notion, and SlackStrong written and verbal communication skills in EnglishExcellent attention to detail and organizational skillsComfortable in a fast-paced, evolving environment with multiple moving partsProactive and resourceful mindset — anticipates needs before being askedBased in LATAM, available to work during Eastern Time mornings and Saturdays (3-4 hours)30-60-90 Day PlanFirst 30 Days - Onboarding & TrainingGoal: Learn Valgorithm's systems, structure, and communication rhythm. Begin supporting core administrative and scheduling workflows.Key Actions:Complete onboarding and systems trainingUnderstand the CEO's current routines, preferences, and communication styleShadow existing team workflows to understand client/project cadenceBegin managing the CEO's calendar, ensuring all meetings have correct links, prep notes, and buffersCreate and send daily morning briefings summarizing schedule, meetings, and prioritiesStart organizing email inbox and applying consistent labeling, flagging, and classificationUpload and organize existing project documents into project tracker and Google DriveKey Results by Day 30:CEO's calendar and email are consistently organizedDaily agenda and meeting prep sent before 8:30 AM ESTFamiliarity with Valgorithm's internal systems and clientsDemonstrates attention to detail and proactive communicationDays 31-60 - Increased Responsibility & OwnershipGoals: 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 coordinationDraft meeting agendas, organize prep materials, and ensure follow-ups are capturedTrack action items post-meeting and update Notion databases accordinglyTake ownership of document management — ensuring all files, notes, and deliverables are stored and named correctlyIdentify recurring administrative tasks and propose process improvementsManage light project coordination tasks such as scheduling client follow-ups or updating progress trackersKey Results by Day 60:CEO's administrative workload reduced by 30-40%All meetings are consistently prepared and documentedClient communications and follow-ups are tracked with zero missed deadlinesEA demonstrates initiative and independent problem-solvingDays 61-90 - Full Autonomy & Strategic PartnershipGoals: 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 processesAnticipate upcoming priorities and draft agendas or documents in advanceIdentify and resolve bottlenecks in communication or document flowCoordinate small internal tasks (e.g., scheduling interviews, updating project milestones)Provide weekly executive summaries of meetings, progress, and next stepsSupport the CEO in maintaining focus on strategic work and client relationshipsKey Results by Day 90:CEO's time is 40-50% focused on high-value, strategic workCommunication and scheduling systems run smoothly with minimal supervisionNotion databases and project folders are consistently up-to-dateRecognized as a trusted, reliable partner for executive operations and coordinationIdeal Candidate ProfileYou'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.