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Builds the software · Runs the back office

I do the admin. Then I build the thing that does the admin.

See the workEmail me

Executive support for founders. And the sites and tools I use and build alongside it.

  • ClickUp
  • Zapier
  • Make
  • n8n
  • Anthropic
  • Google Gemini
  • Notion
  • HubSpot
  • Google Sheets
  • Google Drive
  • Google Docs
  • Google Calendar
  • Gmail
  • Miro
  • Trello
  • Airtable
  • Loom
  • Calendly
  • Figma
  • WordPress
  • MailChimp
  • Zoom
  • Claude
  • Slack
  • Canva
  • ChatGPT
  • Google AI Studio
  • Microsoft Office
  • Adobe Acrobat
  • Instantly
  • Flodesk
  • Revver
  • Rackspace

What I shipped.

  • 01ALS Learning PortalAn SOP library staff can search, and the working week as a guided walkthrough.
  • 02Gospel Propagation Center · JejuOne address holding the calls, the Daily Portion library, and a mode anyone can present from.
  • 03VAs with a MissionA home for the programme, with lead capture wired into the page.
  • 04Angelica · Soul CoachingA one-page site for the practice, in a single file with no build step to rot.

How this fits together

The admin is the brief. The software is the answer.

What I actually do

  • Calendar Management

    High-change. Priorities held against the churn.

    Footprints Group

  • Inbox Triage

    Decisions flagged. Nothing ageing at the bottom.

    Footprints Group

  • Contract Verification

    Buyer, vehicle and pricing, before submission.

    Auto Lifestyle

  • Minutes of Meeting (MoM)

    Taken live, circulated the same day.

    Commanderie de Bordeaux Manila

  • Event Coordination

    Venue, suppliers, and the paper trail.

    Commanderie de Bordeaux Manila

  • Action Tracking

    An owner and a deadline on every item.

    Footprints Group

And how I solve it

  • Work lives in a tracker

    • ClickUp
    • Notion
    • Slack
    • MIRO

    Every item gets an owner and a date the day it is agreed, where the team can see it. Nothing survives on memory.

  • The calendar and inbox, held

    • Google Workspace
    • Microsoft Office
    • Calendly
    • Zoom

    Priorities protected against constant change, and decisions flagged before anything quietly turns urgent.

  • Files anyone can find

    • Revver
    • Rackspace
    • Google Workspace

    One structure, one naming rule, kept consistent. Nobody has to come through me to find a document.

  • Nothing goes cold in the pipeline

    • HubSpot
    • Instantly
    • Flodesk

    Contacts current, follow-ups scheduled, and the recurring sends going out without being chased.

  • Paperwork that leaves clean

    • Adobe Acrobat
    • Google Sheets
    • Canva

    Contracts, agendas and figures checked line by line before they reach a customer.

  • AI on the typing, not the judgement

    • Claude
    • Gemini
    • ChatGPT
    • Google AI Studio

    Drafting, summarising and cross-checking. I decide what is right; the tool does the keystrokes.

  • And when no tool fits, I build one

    • Zapier
    • ALS Warehouse
    • ALS Timesheet
    • CEAPE Books

    Wiring the tools you already pay for comes first. When that will not do it, a wholesale desk's spreadsheet became a secured app with real logins and one record per item.

06Commanderie de Bordeaux Manila · May – Dec 2025

Talk is not a decision

We had the meeting. A week later nobody agrees what we decided.

the fix

The decisions leave the room in writing

Notes taken live, minutes circulated the same day, an owner and a date on every action.

The meeting

41 lines

  1. 1ChairRight, are we all on? I think we are still waiting for one.
  2. 2TreasurerI am here. I have just got the bank file open.
  3. 3Venue leadCan everyone hear me? Sorry, I am on the road.
  4. 4ChairWe can hear you. Let us start, we will catch him up.
  5. 5ChairSo, the October dinner. Venue first.
  6. 6Venue leadI went back to them on Tuesday. The revised quote came in higher.
  7. 7ChairHigher by how much, roughly?
  8. 8Venue leadIt is about... sorry, let me find it. It is the corkage that changed.
  9. 9TreasurerCorkage always changes.
  10. 10room[laughter]
  11. 11Venue leadYes. So we either take the revised quote or we go back out.
  12. 12ChairI do not want to go back out this close. We take the revised quote for the October dinner and hold the venue.
  13. 13TreasurerAgreed.
  14. 14MembershipFine by me.
  15. 15ChairGood. Venue lead confirms the revised quote in writing by Friday.
  16. 16Venue leadWill do.
  17. 17ChairNext: suppliers.
  18. 18Venue leadThe florist wants a delivery window, not a time.
  19. 19ChairWhat did they ask for?
  20. 20Venue leadAn hour. Five to six.
  21. 21ChairThat is... hmm.
  22. 22MembershipThat is tight against arrival.
  23. 23ChairVenue lead asks the florist to hold five to six, and moves the AV check to six fifteen.
  24. 24Venue leadNoted.
  25. 25TreasurerSorry, can I do the bank file now? I have to drop at four.
  26. 26ChairGo ahead.
  27. 27TreasurerThe reconciliation is done to the end of the month. Two items outstanding.
  28. 28ChairWhich two?
  29. 29TreasurerOne supplier, one membership renewal.
  30. 30ChairSo: reconciliation complete to month end, two items outstanding, one supplier and one membership renewal.
  31. 31TreasurerI will have both by the next meeting.
  32. 32Chair[inaudible]
  33. 33MembershipSorry, you cut out there.
  34. 34ChairI said membership. Where are we.
  35. 35MembershipDatabase is updated. Three lapsed, two rejoined.
  36. 36ChairMembership sends the updated list before the place cards are printed.
  37. 37MembershipYes.
  38. 38ChairAnything else?
  39. 39Venue leadNot from me.
  40. 40TreasurerNothing.
  41. 41ChairNext meeting stays on the first Tuesday. Minutes out today.

The minutes

6 lines

  1. DECISION

    Chairagreed today

    Take the revised venue quote for the October dinner and hold the booking.

  2. ACTION

    Venue leadFriday

    Confirm the revised quote in writing.

  3. ACTION

    Venue leadbefore the dinner

    Hold the florist to a 17:00–18:00 delivery window and move the AV check to 18:15.

  4. NOTED

    Treasurernext meeting

    Reconciliation complete to month end. Two items outstanding: one supplier, one membership renewal.

  5. ACTION

    Membershipbefore print

    Send the updated membership list before place cards are printed.

  6. DECISION

    Chairstanding

    Next meeting remains the first Tuesday of the month.

Circulated 16:38same day

To

  • Chair
  • Treasurer
  • Venue lead
  • Membership
  • A decision without an owner and a date is a topic.
  • Same day. A week later you are negotiating them, not writing them.

Your turn

Which of these is eating your week?

Click, or drag and drop

The handover

But first. What should I call you?

0 things in the tray

Start here

Send me the thing nobody wants to own.

Calendar, inbox, contracts, minutes, events. Or the spreadsheet that has quietly turned into a system.

Email Oliver