Irene O.

Are your inbox, calendar, meetings, travel and administrative tasks taking time away from running your business? I am the Executive Assistant / Personal Assistant who helps CEOs, Founders, CFOs, VPs, C-suite, and busy executives reclaim up to 4 hours of their day by taking ownership of their inbox, calendar, scheduling, executive travel, meetings, expenses and day-to-day operations. With more than 5 years of Executive Assistant & Personal Assistant experience, I become the reliable right hand behind the scenes, keeping your schedule organized, your inbox under control, and important details from falling through the cracks. PROVEN EXECUTIVE SUPPORT EMAIL & INBOX MANAGEMENT: One executive came to me with an inbox containing 25,000+ unread emails. As his executive assistant, I organized 25,000+ unread emails in just 4 days, separating priorities, identifying important conversations and creating a clear inbox triage system. In another engagement as a Personal Assistant, I managed an executive's Gmail inbox containing 15,000+ unread emails, including client requests, partnership discussions and operational updates. I triaged messages, prioritized important conversations, drafted responses, managed follow-ups and tracked action items. The result? The executive's response rate increased by 40%. EXECUTIVE CALENDAR MANAGEMENT: An executive in Miami, Florida was constantly dealing with double bookings while coordinating meetings across multiple time zones. As his executive assistant, I restructured the calendar, coordinated with stakeholders, created scheduling buffers and reminders, and managed meeting scheduling. The result? Recurring calendar conflicts were eliminated. EXECUTIVE TRAVEL MANAGEMENT: For over a year, I have managed multiple executive trips every month, including complex multi-city and multi-leg business travel. I handle flight and hotel bookings, detailed itineraries, ground transportation, meeting logistics, travel changes and rebooking. BOARD & EXECUTIVE COORDINATION: I support board members and senior executives with board meetings, executive dinners, meeting-room research and booking, restaurant reservations, stakeholder coordination and multi-city scheduling. EXECUTIVE EXPENSES: I manage executive expenses, receipts, documentation, expense tracking, reporting and reimbursement coordination. EXECUTIVE OPERATIONS & PROCESS IMPROVEMENT: I don't just manage tasks, I build systems that create structure. As an Executive Assistant supporting a growing business in Poway, CA, I documented SOPs, organized business documentation, improved workflows and created systems that reduced back-and-forth and improved onboarding and daily operations by 60%. I have also created SOPs for a coaching business and an organizational chart for a multi-location US company using Microsoft Visio. PROJECT & ADMINISTRATIVE SUPPORT: Using ClickUp, Asana, Trello, Notion and Airtable, I coordinate projects, track deadlines, follow up on outstanding tasks and maintain visibility. I also provide CRM management, client onboarding, research, reporting, document preparation, data entry and digital file organization. WHAT I CAN TAKE OFF YOUR PLATE: • CEO & Founder Support • Executive Assistant / Virtual Executive Assistant • Personal Assistant Support • CFO & VP Support • Email & Inbox Management • Calendar Management & Complex Scheduling • Meeting & Board Coordination • Executive Travel & Itinerary Management • Expense & Reimbursement Management • Project Coordination • SOP Development & Process Improvement • CRM & Client Onboarding • Administrative Support 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 stakeholders and keep important details from falling through the cracks. TOOLS Google Workspace | Gmail | Google Calendar | Microsoft Office | Outlook | Excel | ClickUp | Asana | Trello | Notion | Airtable | Slack | Zoom | Calendly | HubSpot | Apollo | Clay | Zoho | Canva | Zapier | AI Productivity Tools Founders, CEOs and busy executives looking for a dependable extension of your team: send me a message or invite me to your job.