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Executive Assistant who builds software

Four years running someone else's back office.

I keep a founder's calendar, inbox, contracts and minutes moving.

See the workHand it over
  • Google Workspace
  • Google Sheets
  • ClickUp
  • Slack
  • HubSpot
  • Calendly
  • Rackspace
  • Flodesk
  • Zapier
  • Claude
  • ChatGPT
  • Microsoft Office
  • Adobe Acrobat
  • Notion
  • MIRO
  • Zoom
  • Revver
  • Instantly
  • Canva
  • Make
  • Gemini
  • Google AI Studio

What I shipped.

Most of this is client or employer work, so the code is not public. Where there is a screenshot it is the thing running, and I will screen share any of it on request.

  • 01AXELReads a vehicle deal packet, checks every field against the pricing and identity rules, works out the deadlines, and fills the contract PDFs. A packet that took an hour by hand takes about fifteen minutes.The AXEL deal desk: a drop zone for vehicle documents on the left, and the deal configuration and document generation panels on the right.The deal desk
  • 02ALS Learning PortalProcedures that lived in people's heads are a searchable library, with a recorded walkthrough of each day for new staff.The ALS Learning Portal work week: five cards, Monday to Friday, each one opening a screen recording of what that day's work actually looks like.The work week
  • 03ALS WarehouseEvery car from auction to sale as one record showing what it made, with three levels of access instead of one shared file.The ALS Warehouse inventory screen: totals across the top, ranking controls beneath them, and a table of vehicles with status, dates and days in stock. The vehicle identifiers and every figure are pixelated.Every car, and what it cost
  • 04ALS TimesheetClock in, clock out and breaks in one place, exported whole for payroll, and no record can be deleted once it is written.

And three sites for people who needed one and had nobody to build it.

  • 05Gospel Propagation Center · JejuOne address for a community that met by forwarding slide decks: the next gathering, the day's reading, and a screen anyone can present from.The Gospel Propagation Center home page: the next gathering with a live countdown to it, beside buttons to join the call or open the day's reading.The gathering, counting down
  • 06VAs with a MissionA training programme with nowhere to send people. Now one page explains it and takes sign-ups.The VAs with a Mission home page: the programme name, one line on who it is for, and a button into the how-it-works section.The home page
  • 07Angelica · Soul CoachingA coach with no site, and one page that reads like the practice, not a template.Angelica's coaching home page: a centred headline over a flower the visitor drags into a circle to start.The opening screen

What you would be hiring

The back office is the problem. The software is the answer.

What I do

  • Calendar Management

    I decided what deserved the executive's attention, and what did not.

    Footprints Group

  • Inbox Triage

    I cleared it and chased the replies it was waiting on.

    Footprints Group

  • Contract Verification

    Volume rose and fell with car sales; the deadlines did not move.

    Auto Lifestyle

  • Minutes of Meeting

    Typed live, out before the day ended.

    Commanderie de Bordeaux Manila

  • Event Coordination

    A monthly meeting and a monthly event, each with its own venue, suppliers and paper trail.

    Commanderie de Bordeaux Manila

  • Action Tracking

    I built the trackers, then did the chasing they made visible.

    Footprints Group

And how I solve it

  • Work lives in a tracker

    • ClickUp
    • Notion
    • Slack
    • MIRO

    One place the whole team can open, so the state of any job is something you look up.

  • 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, so anyone can find a document without asking me.

  • 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. The output gets read against the source before it goes anywhere.

And when no tool fits, I build one

  • ClickUp
  • Zapier
  • Make
  • ALS Warehouse
  • ALS Timesheet
  • AXEL

Automation first: wiring the tools you already pay for, in ClickUp, Zapier and Make. When that will not do it, I build the replacement: a wholesale desk's spreadsheet became a secured app with real logins and one record per item. The first three I use; the last three I built.

What you get back

Scattered thinking in. One decided page out.

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.

Your turn

Which of these is eating your week?

What I take off your plate

00 things to hand over

Start with whichever one you thought of first.

Email me instead
The handover

Who should I say it is from?

0 things to hand over

Email

Send me the thing nobody wants to own.

The spreadsheet that has quietly turned into a system. The handover that only lives in your head.

After you send

  1. 01Send it in whatever shape it is in.You
  2. 02I come back with the first thing I would take off you.Oliver
  3. 03You decide whether that is worth a call.You