Mayara B.
Project Manager/Operations Specialist
Notable Highlight
Reduced repetitive administrative work by 20% through workflow automation while managing executive operations for U.S.-based founders across multiple time zones.
Experience Summary
Executive Assistant and Operations Support Specialist with 4+ years of experience supporting founders, CEOs, and Rem. teams. Demonstrated expertise in calendar and inbox management, travel coordination, standard operating procedure development, and workflow optimization in fast-paced Rem. environments. Proficient in Google Workspace, Notion, Salesforce, Monday.com, and AI-assisted productivity tools.
Key Achievements
Supported U.S.-based founders and executives by managing end-to-end executive operations, communications, scheduling, and strategic administrative priorities. Implemented workflow automations and process improvements that reduced repetitive administrative work by 20%. Developed SOPs, workflow documentation, dashboards, and reporting systems to improve operational consistency, accountability, and project visibility. Coordinated executive travel, meetings, inbox management, and stakeholder communications across multiple time zones. Created CRM and SOP training materials for 50+ employees, contributing to a 20% reduction in support tickets. Managed vendor communications, documentation, compliance, operational reporting, and cross-functional coordination across multiple departments. Leveraged AI tools including ChatGPT and Notion AI to streamline research, documentation, executive communications, and workflow creation.
Skills
Work Experience
Executive Assistant & Operations Coordinator
Rem. · U.S.-Based Clients · Sep 2023 – Present
- Support U.S.-based founders and business owners by managing executive operations, workflows, communications, and strategic administrative priorities.
- Manage executive calendars, inboxes, scheduling, travel logistics, and stakeholder communications across multiple time zones.
- Triage inbox communications, prioritize messages, draft responses, and maintain organized systems to ensure timely follow-up and executive responsiveness.
- Prepare meeting notes, agendas, executive briefs, and follow-up documentation to ensure alignment, accountability, and timely execution of priorities.
- Track action items, deadlines, deliverables, and follow-ups to ensure timely execution and visibility across ongoing initiatives.
- Own operational processes from initiation through completion, ensuring accountability, visibility, and on-time execution of priorities and deliverables.
- Develop and maintain SOPs, process documentation, and workflow systems to improve consistency and scalability.
- Build dashboards, reports, and operational tracking systems to monitor performance, client satisfaction, and project progress.
- Implement workflow automations and process improvements that reduced repetitive administrative work by 20%.
- Draft professional communications, reports, proposals, and client-facing materials using ChatGPT, Notion AI, and other productivity tools.
- Conduct research and gather information to support business decisions, operational initiatives, and client projects.
- Collaborate directly with U.S.-based founders and business owners while independently managing priorities in fully Rem. environments.
- Utilize ChatGPT, Notion AI, and other AI-powered tools to streamline research, documentation, communication drafting, workflow creation, and operational execution.
Post-Sales Administrative Assistant
NB · Hybrid · Ribeirão Preto, Brazil · May 2025 – Aug 2025
- Standardize administrative and post-sales processes to improve organization, operational consistency, and internal efficiency.
- Coordinate scheduling, travel arrangements, expense tracking, and administrative support for a team of 15+ employees.
- Develop CRM and SOP training materials for 50+ employees, contributing to a 20% reduction in support tickets.
- Manage documentation, compliance coordination, and vendor communication with high accuracy and follow-through.
- Support operational reporting, project tracking, cross-functional coordination, and process improvement initiatives across multiple departments.
Customer Service Intern
NB · On-site · Ribeirão Preto, Brazil · Oct 2023 – May 2025
- Manage documentation, invoicing support, compliance coordination, vendor communication, and operational follow-through with high accuracy and attention to detail.
- Assist with onboarding processes, internal reporting, and operational coordination across departments.
- Develop operational manuals and documentation to improve workflow efficiency and team organization.
- Support internal and external communications while maintaining organized records and administrative accuracy.
Administrative Assistant
FFF · Ribeirão Preto, Brazil · Feb 2019 – Oct 2021
- Support the CEO with scheduling, travel coordination, vendor communication, and administrative operations.
- Manage contracts, invoices, quotations, and documentation with strong attention to detail and organization.
- Assist with process documentation and workflow standardization to improve operational efficiency.
- Coordinate administrative priorities and maintain organized records across daily business operations.
Cultural Exchange & Professional Development – Au Pair
a previous company · Jan 2022 – Aug 2023
- Strengthen adaptability, cross-cultural communication, multitasking, and organizational skills while living and working independently in the United States.
- Develop advanced English fluency and strong interpersonal communication abilities in fast-paced environments.
- Coordinate schedules, logistics, and daily planning responsibilities requiring flexibility, accountability, and time management.