How Viva Automated Executive Reporting with Coefficient
"Coefficient is the magical tool that saved my life. What would take probably around an hour or even 1 hour and a half… is taking me 15 minutes every week. That is a huge time saving."
Dania Maduro
Senior Executive Assistant at Viva
Viva’s lack of a unified reporting solution was creating bottlenecks in decision-making and limiting visibility across teams. Their senior executive assistant, Dania Maduro, was spending 10+ hours each quarter manually consolidating data from HubSpot, Notion, and various spreadsheets for board meetings and weekly reviews.
After discovering Coefficient, Dania realized it was the perfect fit. Not only could it automatically sync data from HubSpot and Notion for real-time reporting, but it also reduced her weekly prep time from 1.5 hours to just 15 minutes. That’s 85% of her time back.
The Challenge
Dania spent 10+ hours each quarter manually pulling data from HubSpot, Notion, and scattered sources for board meetings and weekly reports.
The Solution
Coefficient automated data connections with 20+ pivot tables that refresh with one click, eliminating manual exports and last-minute scrambling.
The Result
85% reduction in weekly prep time (1.5 hours → 15 minutes) with real-time visibility enabling faster team decision-making.
- HubSpot
- Notion
- Slack
- Use Cases
- Live HubSpot Data Management
- Notion for internal knowledge base & OKR tracking
- Slack for Notifications
Viva provides remote executive assistant services to software companies across the US, with a mission to empower women in Central and South America with meaningful career opportunities.
Founded 5 years ago, the company has grown to 150 team members across 16 countries and aims to reach 1,000 employees within the next 3 years. With 97% of their workforce being women, Viva combines business growth with social impact while maintaining a fully remote, globally distributed operation.
Use Cases
- Weekly Go-to-Market Meetings: Live data on closed won/lost deals, industry breakdowns, and sales metrics ready with one-click refresh
- Quarterly Board Presentations: Consolidated reporting from HubSpot, Notion, and multiple sources in presentation-ready formats
- OKR Dashboard Updates: Weekly leading indicator tracking with automated chart generation (reduced from 1.5 hours to 15 minutes)
- Ad-Hoc Executive Requests: Instant access to current metrics when leadership asks for churn notices, deal breakdowns, or performance data mid-meeting
Interview Highlights
On finding the right solution:
“I needed something that can send the information from HubSpot into a Google Sheet that integrates naturally so that I could then update this other sheet with the information, and just pull that all together and not have to worry about it moving forward. The top option was Coefficient, and it really was that easy.”
On the impact for leadership:
“It’s really helpful in terms of our co-CEOs as well. They’re meeting on a weekly basis to review these charts. Having blended visibility is what is driving a lot of the initiatives from top down and giving us the ability to cascade those decisions across the broader team.”
On enabling other teams:
“When [our EAs] come to me and say, ‘I need to put together a QBR for my customer, but we have data all across the universe,’ I’ve shown them how to set Coefficient up. It’ll be much more seamless and expedited for them to get their QBRs ready to go.”
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