Xenia Jane O.

Your business doesn't need more task tracking. It needs someone who makes sure things actually get done. Projects stall. Follow-ups get missed. Processes live in someone's head. And somehow, the CEO becomes the person everyone waits on. I help founders get out of the middle of everything. I'm an Executive Assistant, operations partner, and project coordinator with 7+ years of experience supporting founders and growing businesses. My job is to take the moving pieces off your plate, turn scattered work into organized systems, and own the follow-through so you don't have to keep asking, "What's the status?" THE PROBLEM. THE SOLUTION. THE EXECUTION. WHAT I CAN TAKE OFF YOUR PLATE ⚙️ Executive Support & Founder Operations - Calendar, inbox, meeting preparation, and action-item follow-through - Executive priorities, research, travel, and logistics - Confidential administrative tasks and day-to-day coordination 📊 Project Management & Execution - Breaking big ideas into actionable tasks, deadlines, and deliverables - Tracking projects and following up with the right people - Coordinating vendors, contractors, and distributed teams - Flagging blockers before they become bigger problems 🔧 Systems & Process Improvement - Building trackers, dashboards, workflows, and operational documentation - Creating SOPs and checklists for repeatable tasks - Organizing information so people know what to do, where to find it, and what's next - Improving existing processes without adding unnecessary complexity 💰 Administrative & Financial Operations - Expense tracking, invoice coordination, and financial documentation - Vendor records, payment follow-ups, and event-related finances - CRM maintenance, data accuracy, and operational reporting WHY FOUNDERS WORK WITH ME I've supported founders across multiple businesses, helping coordinate executive priorities, operational workflows, vendors, events, and financial details. I understand that the work doesn't always arrive neatly packaged. Priorities change. People need answers. Deadlines move. Sometimes there's no playbook. I start by understanding the outcome, work out the next steps, and keep things moving. I ask questions when decisions or clarification are needed, communicate risks early, and follow through instead of waiting to be reminded. I also use AI tools like ChatGPT, Claude, and Gemini to support research, drafting, information organization, and repetitive workflows. ### MY TOOLKIT Google Workspace | Excel | Slack | Notion | Asana | ClickUp | Trello | Airtable | Linear | Pipedrive AI: ChatGPT | Claude | Gemini I learn new systems quickly and focus on making them useful, not just adding another tool to the stack. WHO I'M A GOOD FIT FOR Founders, CEOs, and small teams who need someone who can connect the dots between ideas, people, processes, and execution. If you need someone to simply wait for instructions, I'm probably not your person. If you need someone who can understand the objective, organize the moving pieces, and take ownership of the follow-through, let's talk. The Problem. The Solution. The Execution. Everything else is noise. Available for long-term, fully remote engagements across US, UK, Australian, and European time zones.