Becky Xavier

Proactive Executive Assistant and Operations Coordinator with 5+ years of experience supporting C-suite and VP-level executives in fast-paced, remote-first healthcare and technology organizations. Expert at managing complex calendars, coordinating across cross-functional teams, tracking projects and deadlines, handling vendor and travel logistics, and keeping operations running smoothly without being asked. Built programs, workflows, dashboards, and SOPs from scratch at every organization I have joined.

Active daily user of AI tools including Claude and ChatGPT to eliminate repetitive work and move faster. Proactive, organized, low-ego, and high-follow-through. Available full-time, part-time, or on a contract basis.

Authorized to work in the U.S. Professional references available upon request.

Operations and Growth Manager - Volar Health MSO LLC - Remote

(2025-12)

• Serve as operational right-hand to practice leadership — managing calendar coordination, vendor communications, compliance documentation, and daily priorities without close supervision.
• Coordinate meeting agendas, capture real-time decisions, and maintain action-oriented follow-up tracking across clinical, vendor, and leadership teams.
• Prepare executive reports, KPI dashboards, and briefing materials from scratch — built billing tracking system providing real-time visibility into $108,900+ in program revenue.
• Built CCM and RPM programs from zero — enrolling 450+ patients and growing to 1,068 active claim lines at a 99.5% clean claim rate within two months.
• Recruited, onboarded, and trained 10+ clinical and administrative hires — developed SOPs, checklists, and training materials that maintained quality standards.
• Negotiated vendor contracts with full budget authority — managing agreements with CCIQ, SmartMeter, and AthenaOne and approving all invoice payments.
• Manage SEO strategy and digital content coordination for clinic website (Squarespace) alongside operational responsibilities.
• Use AI tools (Claude, ChatGPT) daily to automate reporting, draft communications, and streamline recurring tasks.
• Earned performance bonuses tied directly to program outcomes — recognized for enrollment growth, billing accuracy, and team performance.

Business Operations Manager - Blue Coding - Remote (U.S.)

(2023-01 - 2025-11)

• Served as direct operational partner to the VP of Sales — managing complex calendar, executive correspondence, and daily priorities for senior leadership.
• Tracked projects and deadlines across 20+ active accounts — maintained living action item logs with owners and due dates, flagging risks before they became surprises.
• Prepared executive dashboards, briefing materials, and performance reports used in weekly leadership reviews.
• Coordinated team meetings, took notes, maintained shared dashboards, and followed up on all action items to closure.
• Managed vendor onboarding, billing operations, and contract administration — processing invoices and maintaining accurate financial records.
• Built scalable onboarding SOPs and process playbooks that reduced client operational costs by 30%.
• Maintained CRM data accuracy across Salesforce, HubSpot, and Apollo for 20+ concurrent accounts.

Partnerships Manager - Giotto Compliance - Remote (Lausanne, Switzerland)

(2022-06 - 2023-01)

• Supported executive and director-level leadership at a Switzerland-headquartered SaaS startup — managing calendar coordination, travel logistics, vendor communications, and confidential documentation.
• Coordinated cross-functional initiatives across European and North American teams — contributed to 100% year-over-year revenue growth.

AI Solutions Manager - Giotto Compliance - Remote (Lausanne, Switzerland)

(2021-11 - 2022-06)

Supported operations for an AI-powered health IT compliance platform — managing client onboarding, documentation, and cross-functional coordination. Promoted to Partnerships Manager within 8 months.

Business Development Manager - Rock Content - Remote (LATAM & U.S.)

(2021-06 - 2021-11)

• Managed calendar coordination, CRM records, and cross-functional handoffs independently in a high-volume environment.
• Closed the fastest contract in company history (15 days) — recognized by the CRO for execution and follow-through without supervision.

Executive Assistant & Event Manager - Muzik Producoes - Sao Paulo, Brazil

(2019-07 - 2020-03)

• Provided comprehensive EA support to CEO and senior leadership — managing calendars, complex travel arrangements, expense reporting, vendor contracts, and high-priority correspondence.
• Planned and executed corporate events, speaking engagements, and presentations — managing all logistics from venue coordination through post-event reporting.
• Maintained strict confidentiality for sensitive business information across all client and vendor engagements.

Head of Retail Sales & Store Supervisor - Nokia Store - Belo Horizonte, Brazil

(2011-06 - 2012-03)

Directly managed 10+ team members with full accountability for scheduling, performance, vendor relationships, inventory, and budget management. Led team to 100% quota attainment in Q1.

Senior Sales Specialist / Responsible Seller - Track & Field

Additional retail leadership experience with promotion to Responsible Seller.

Sales Specialist - FARM Rio

Ranked #1 in sales, achieved 100% quota every month.

Founder and Operator - Uai Speak

Independent education business demonstrating entrepreneurial initiative and self-directed operational ownership.

Bachelor of Business Administration - Business Administration - University of the People

Bachelor's - Health and Physical Education - Universidade de Sao Paulo