Operations Executive Assistant

Operations Executive Assistant at Viva Talent

Join Viva Talent as an Operations Executive Assistant, supporting fast-growing US and Canadian startups. This role is crucial for maintaining smooth team operations, focusing on efficient workflows, robust systems, and meticulous execution. Viva Talent is committed to creating genuine career opportunities for women across Latin America, welcoming all who share our values of impact, growth, and valuing every voice.

This Role Is For You If...

This position is ideal for candidates with backgrounds in operations, project coordination, logistics, or systems-heavy environments. You'll thrive here if you:

• Enjoy building structure and improving processes.
• Are detail-oriented and execution-focused.
• Think in systems, not just tasks.
• Like making things more efficient and scalable.
• Enjoy fast-paced environments and learning new tools.
• Want growth, feedback, and long-term career development.

What You Will Do

You will provide comprehensive administrative and operational support to up to three executives, including:

• Managing calendars, inboxes, meetings, travel, and expenses.
• Building and improving workflows, trackers, and documentation.
• Supporting projects, reporting, and process improvement initiatives.
• Coordinating effectively across various teams and stakeholders.
• Tracking deadlines, dependencies, and critical deliverables.
• Identifying inefficiencies and proposing better systems for enhanced productivity.

What We Are Looking For

To succeed in this Operations Executive Assistant role, you should possess:

• 2+ years of general work experience.
• Fluent English (C1 level).
• Demonstrated job stability: at least one of your last three roles shows a 2+ year tenure.
• Transferable experience from operations, project coordination, or logistics roles (Executive Assistant experience is not required).
• Excitement about AI and automation tools.
• Comfort with Google Workspace, Slack, Notion, and similar productivity tools.
• Reliability, proactivity, and confidence in communicating with leadership.

How Viva Talent Supports You

With a 4.7/5 Glassdoor rating, Viva Talent is a beloved workplace. We offer:

• A company driven by a real social mission and strong values.
• A culture built around growth, empowerment, and well-being.
• 100% remote work, permanently.
• Clear growth paths: Sr. EA, CSM, Project or Operations Manager, Chief of Staff.
• Work-life balance: fixed schedules, no overtime, weekends off.
• Competitive pay: raises every 6 months plus performance bonuses.
• Global health insurance (medical, dental, vision, mental health, routine care).
• Paid holidays, vacation, sick days, and family care days.
• Family-friendly benefits: paid parental leave and flexible parent policies.
• 4-week paid training plus ongoing coaching.

Ready to Start?

Our hiring process is fast, taking about 6 days, with new team members onboarded every Monday. If you're ready to move quickly, we're ready for you!

Important Notice

All official Viva Talent communication will originate from an @execviva.com email address. Please report any suspicious messages from unofficial sources to careers@execviva.com. We will never ask for payments or personal information from candidates during the application process.

Key skills/competency

• Operations Management
• Workflow Optimization
• System Implementation
• Executive Support
• Project Coordination
• Process Improvement
• Calendar Management
• Communication Skills
• Detail Orientation
• Google Workspace