Irene O.

Personal Assistant | Executive Assistant | Calendar & Email Management

Personal Assistant with expertise in Calendar and Email Management. Organising Executive inboxes of over 25,000 unread emails in just 4 days. Executive Assistant for CEOs like you, Personal Assistant to founders, entrepreneurs, and executives who need reliable calendar management and email/inbox management so that your meetings are scheduled without conflicts, adequate buffer times are created, focus times are blocked and I ensure you don't miss important appointments. As your personal assistant, I get your agenda prepared ahead of your meetings, take meeting notes and track action items. I ensure that your email inbox is well organised, triaged, I help you draft emails, set up filters, create labels that suit your working style. I help executives reclaim their time through executive calendar management, meeting scheduling, executive email and inbox management, project management, operations support, CRM management, client onboarding, and administrative support. I don’t just complete tasks. I build systems, remove bottlenecks, manage details, and create the structure that allows busy executives to focus on high-value decisions. Here’s how I support CEOs, founders & executives as an Executive and Personal Assistant: 1. Executive Calendar Management & Meeting Scheduling: One executive’s calendar in Miami, Florida was constantly double-booked while coordinating meetings across multiple time zones. As her Executive Assistant, I restructured her calendar, coordinated with internal and external stakeholders, created scheduling buffers, set reminders, managed meeting scheduling, and eliminated recurring conflicts, thereby creating a smoother, more productive workweek. 2. Executive Email & Inbox Management: As a Personal Assistant, I managed an executive’s Gmail inbox where client requests, partnership discussions, and operational updates were buried beneath thousands of emails. I helped organize 15,000 unread emails and managed executive email communication by: ✔ Triaging and organizing inboxes ✔ Prioritizing important messages ✔ Drafting professional responses ✔ Managing follow-ups ✔ Tracking conversations and action items The result? Important opportunities stopped slipping through the cracks, and his response rate increased by 40%. 3. Operations Support & Process Improvement: As an Executive Assistant supporting a growing business in Poway CA, I helped bring structure to operational chaos. I provided business operations support, documented Standard Operating Procedures (SOPs), organized business documentation, improved workflows, and created systems that reduced back-and-forth and made onboarding and day-to-day operations more efficient. 4. Project Management & Coordination: I provide project management and project coordination support using ClickUp, Asana, Trello, Notion, and Airtable. I assign tasks, track deadlines, coordinate with team members, follow up on outstanding items, maintain project visibility, and keep initiatives moving, so founders and executives don't have to chase updates. 5. Executive Travel & Personal Assistance: From booking flights and hotels to creating detailed itineraries, arranging transportation, coordinating meetings, and managing travel logistics, I provide executive travel management and personal assistance that keeps business trips organized from start to finish. 6. CRM, Client & Administrative Support: I’ve supported businesses with CRM management, CRM administration, client onboarding, client management, reporting, web research, data entry, spreadsheet management, document preparation, and digital file organization. I can also provide ongoing administrative assistance and executive support across the day-to-day tasks that keep your business running smoothly. Why clients hire me: My clients don't hire me simply to complete tasks. They hire me to create structure, take ownership, and provide proactive executive support. I anticipate needs, identify gaps before they become problems, communicate professionally with clients and stakeholders, and keep important details from falling through the cracks. My goal is simple: to become the dependable right-hand Executive Assistant every CEO, founder, and busy executive needs. Tools I Use Google Workspace | Gmail | Google Calendar | Microsoft Office | Outlook | Excel | ClickUp | Asana | Trello | Notion | Airtable | Slack | Zoom | Calendly | Canva | Zapier | AI Productivity Tools If you’re looking for an Executive Assistant, Virtual Executive Assistant, or Administrative Assistant for your CEO/founder role, I can help you take control of your calendar, inbox, Emails, projects, operations, and administrative workload. Click Invite to Job or SEND ME A MESSAGE.