SOP Documentation (Notion)
9:15 AMVA watched your 10-minute Loom video. Transcribed, formatted, and published the new "Client Onboarding" SOP into the company wiki.
Leadership Meeting Prep
11:30 AMPinged Marketing and Sales heads in Slack. Extracted weekly numbers and populated the Executive Scorecard prior to the 1 PM meeting.
Asana Backlog Grooming
2:15 PMClosed 14 completed tasks. Followed up on 3 overdue deliverables with the design team. Re-assigned priority tags for Q3 initiatives.
Stop Chasing Updates.
Start Scaling Operations.
Your hourly rate is too high to be grooming Asana boards, transcribing SOPs, or pinging department heads for their weekly KPIs. Hire an Executive Assistant trained to support Operations Leaders.
10+ Hrs
Saved on Admin Weekly
Zero
Stale PM Tasks
100%
Focus on Execution
Familiar with Top Operational Frameworks & Tools
The Executive Operations Bottleneck
You are responsible for the entire company's operational output. Yet, you're likely spending your day doing the exact tasks you tell your team to automate and delegate.
| The Bottleneck | The Solo COO | COO with an Executive VA |
|---|---|---|
| KPI & Scorecard Updates | You manually chase department heads on Slack every Thursday to update their numbers before the L10/Leadership meeting. | Automated Data Collection. Your VA persistently follows up, extracts data from CRMs/platforms, and updates the executive scorecard for you. |
| Process & SOP Creation | You know processes need to be documented, so you spend your evenings typing out step-by-step guides in Google Docs. | Record & Delegate. You record a quick Loom video doing the task. Your VA transcribes it, takes screenshots, and builds the Notion SOP. |
| Project Board Grooming | Your Asana/Jira instance is a mess of overdue tasks and missing details, forcing you to act as a highly-paid project manager. | Board Hygiene. Your VA routinely scrubs the boards, tags owners of overdue tasks, and keeps the operational workspace pristine. |
What Can an Ops EA Handle?
Note: Your VA is an administrative execution specialist. They handle the "blocking and tackling" of data collection and organization so you can lead strategy.
SOP & Wiki Management
Taking your raw Loom screen recordings and transcribing them into beautifully formatted, step-by-step Notion or Trainual documents for the team.
Scorecard & KPI Tracking
Pinging department leads, exporting data from CRMs, and populating your EOS Traction scorecard or weekly operational dashboard before meetings.
Project Board Grooming
Maintaining Asana, Monday, or ClickUp. Archiving finished tasks, flagging blockers, and ensuring every task has an assignee and clear due date.
Calendar & Inbox Gatekeeping
Guarding your deep-work time. Handling meeting scheduling logic, deflecting non-urgent vendor inquiries, and prioritizing your daily action items.
Meeting Minutes & Action Items
Attending key operational meetings (or reviewing the recording) to take minutes and immediately assign the generated action items to the right staff in your PM tool.
Vendor & Software Audits
Maintaining the master list of company software tools, handling user provisioning/de-provisioning, and identifying inactive licenses to reduce operational bloat.
What COOs Are Saying
"As a Fractional COO working with three separate agencies, my ClickUp instances were a disaster. My VA goes in every morning, flags what's blocked, pings the owners, and creates my daily punch list. I actually have time to focus on process improvement now."
David R.
Fractional COO
"We run on EOS, and keeping the L10 scorecard updated was a constant struggle. Now, my VA collects the metrics, populates Traction Tools, and builds the meeting agenda before I even log on. Game changer."
Sarah M.
VP of Operations, SaaS
"As a Fractional COO working with three separate agencies, my ClickUp instances were a disaster. My VA goes in every morning, flags what's blocked, pings the owners, and creates my daily punch list. I actually have time to focus on process improvement now."
David R.
Fractional COO
Scale Your Executive Output
Hire a dedicated administrative assistant to manage the data entry and meeting organization so you can focus on operational strategy.
Part-Time Ops EA
Ideal for Fractional COOs needing daily inbox, calendar, and basic PM board grooming.
Est. $720 USD / Month
- 20 Hours Per Week
- Calendar & Inbox Gatekeeping
- Basic Asana/ClickUp Grooming
Full-Time Ops EA
For Corporate COOs needing dedicated help with SOP creation, EOS metrics, and daily PM hygiene.
Est. $1,280 USD / Month
- 40 Hours Per Week
- KPI Chasing & Scorecard Updating
- Loom Transcription & SOP Documentation
Operations FAQ
Common questions about deploying a VA for a COO.
Is this VA a certified Project Manager (PMP/Scrum)?
No. Our VAs are highly skilled administrative professionals, not certified scrum masters. They are meant to complement you by handling the administrative burden of project management—like grooming the backlog, tagging overdue assignees, and organizing the board—so you can focus on strategy and actual blockages.
Can they run my L10 / Leadership meetings?
They will not "run" the meeting (that requires an integrator or facilitator), but they can handle all the prep. Your VA can chase team members for scorecard numbers, format the agenda in Traction Tools/Ninety.io, attend the meeting to take minutes, and drop the resulting action items directly into your PM tool.
How do they learn our specific standard operating procedures?
We highly recommend using Loom. When you need a new process documented, record your screen while you do it once, talking through the steps. The VA will watch the video, extract the steps, take screenshots, and build a beautiful, formatted SOP inside your company wiki (Notion, Trainual, etc.).
Reclaim Your Strategic Focus.
Stop letting basic administrative updates and tool grooming eat into your executive bandwidth. Let's build a dedicated support system for your operations.
Direct Contact
Request an EA Match
Tell us about your tech stack (Asana, ClickUp, Notion) and primary bottlenecks to get matched.