How HR leaders thrive with remote executive assistant support

Running HR at a high-growth startup comes with unique challenges: building culture across global teams, managing administrative tasks, and staying compliant with evolving regulations. As companies scale, these demands increase, making strategic focus more difficult. 

An HR executive assistant is a game-changer, shouldering responsibilities you delegate to them, and thriving with minimal supervision, increasing your efficiency. Here’s how they support HR leaders in transforming their roles from overwhelming to empowering.

Table of contents

How HR leaders thrive with remote executive assistant support

• The reality of HR leadership today
• This is how Viva EAs have supported People leaders
• The challenge of modern HR leadership
• Finding the right support
• Reimagining team engagement
• Creating memorable moments
• Building global connections
• Managing the day-to-day
• The transformation
• Discover how Viva can support your HR goals

The reality of HR leadership today

If you’re a Head of People, SVP of People, or Global Head of Talent Acquisition, you’re likely facing these daily challenges:

• Developing and maintaining organizational culture across distributed teams
• Managing administrative processes at scale
• Enhancing employee experiences in remote environments
• Ensuring compliance across multiple jurisdictions

This is how Viva EAs have supported People leaders

HR leaders often find themselves juggling countless responsibilities while trying to maintain their strategic focus. This was exactly the challenge facing Teryle Aguilar, SVP of People at Shippo, when she realized she needed a different approach to leading her team.

The challenge of modern HR leadership

As Shippo scaled beyond 250 remote-first employees and reached unicorn status with its Series E funding, Teryle faced the increasing complexity of maintaining team cohesion across time zones while managing rapid growth.  An HR executive assistant played a crucial role in this transition.

The traditional challenges of HR leadership can be amplified in their remote-first environment, where casual office interactions are replaced by scheduled Zoom calls and quick chats become asynchronous messages. 

Finding the right support

Teryle partnered with Viva, who matched her with Marina, an executive assistant whose emotional intelligence made her an ideal match for the People team’s needs. This partnership transformed how Teryle approached team leadership and engagement. Marina quickly became an essential bridge between executive vision and team implementation.

Reimagining team engagement

Marina’s impact became evident when she noticed that the weekly People team meetings weren’t achieving their full potential. Rather than maintaining the status quo, the virtual executive assistant proposed an innovative solution: transforming these sessions into bi-weekly gatherings where team members took turns leading discussions. 

The HR executive assistant created a central resource document filled with conversation starters, learning materials, and discussion topics that empowered team members to take ownership of their development. 

To foster a sense of camaraderie beyond work-related milestones, Marina took the initiative to organize a unique team-building activity at Shippo. She planned a ramen and sake tasting event, giving the team a chance to unwind, enjoy a delicious meal, and learn about Japanese cuisine. The event turned out to be more than just a fun experience—it became an opportunity for team members to bond over shared experiences, laughter, and good food, helping them relieve work stress and strengthen their connections in an informal setting. Marina’s thoughtful approach demonstrated how a well-planned activity can bring people together with the simple goal of having fun.

Creating memorable moments

Understanding that remote teams need special attention to maintain connection, Marina developed creative ways to recognize team achievements. When one team completed a crucial Python software upgrade, she orchestrated what became known as the “Pie-thon” celebration. Each team member received a pie delivery with a personalized QR code, leading them to choose between a gift card, a charitable donation, or company merchandise. This thoughtful approach showed the team that their contributions were valued in a personal and meaningful way.

Building global connections

The impact of executive assistants extends beyond individual teams. Take Kate Taylor, Head of Global Recruitment at Notion, a leading workspace collaboration platform used by millions worldwide. She found an unexpected advantage in working with her EA, Daniela, from Viva Executive Assistants. Their collaboration demonstrated how strategic support can enhance global talent operations. When they discovered an opportunity to expand Notion’s presence in Ecuador, Daniela’s local knowledge became invaluable, facilitating growth on a global scale.

“Dani has been amazing, balances administrative things with bigger projects. She takes feedback well and is proactive but not intrusive. I think she’s fantastic!”

Managing the day-to-day

Having an executive assistant from day one made a crucial difference for Cory, who stepped into his role as CPO at AKASA. His HR executive assistant, Melissa, quickly learned his preferences and priorities, from travel arrangements to ensuring he had breathing room between meetings. This attention to detail allowed Cory to focus on strategic initiatives while maintaining work-life balance.

The transformation

Through these partnerships, HR leaders have discovered that remote executive assistants do more than manage calendars and coordinate meetings. They become essential partners in building company culture, maintaining team engagement, and driving strategic initiatives forward. Whether it’s organizing virtual team events, streamlining recruitment processes, or ensuring leaders can focus on what matters most, these assistants help create the foundation for successful, engaged teams.

“My EA has added a ton of value to Shippo. She is very proactive and teaches me new things about being more productive with my time.” – Teryle Aguilar, SVP of People

Discover how Viva can support your HR goals

The future of HR leadership lies in balancing strategic vision with operational excellence. Remote executive assistants provide the support needed to achieve this balance, helping HR leaders build stronger, more connected teams.

If you’re considering bringing in an EA, book a call to explore how this support can be tailored to meet your specific needs.

“Karla has consistently been able to take on more ownership and more responsibility – with core logistics and especially recruiting. It’s been a huge help to the team.” – Jordan Wight, Head of Talent and People Operations, Luminai