Executive Support • Operations • Systems • Automation

Support that thinks
beyond the task.

I build the structure behind the work: clearer ownership, visible priorities, thoughtful executive support, documented processes and workflows that reduce unnecessary manual handoffs.

Explore the work →
Project tracking result↗
40%

Improvement in on-time project completion
through clearer ownership, deadlines and visibility.

Operating loop

CAPTURE → CLARIFY → ASSIGN → EXECUTE → CLOSE

Executive support

Turning a busy calendar into a structured week.

Priorities, meetings, preparation and focus time, organized intentionally.

Before and after calendar management example showing a busy week reorganized into a structured week.
My approach

Start with the clutter.

I look at the calendar as a whole rather than treating each meeting as a separate item. I identify fragmented time, competing commitments and important work that has no room around it.

Then create structure.

I group related commitments, reduce unnecessary switching, create space for preparation and follow-up, and protect focused work. The goal is not an empty calendar. It is a calendar that makes the available time work intentionally.

Notion • Delegation & Operations

Making recurring work visible, assignable and repeatable.

A centralized operations system shaped by the delegation approach I learned from Sam Corcos, with ownership, cadence, status and different views of the same work made visible.

ACTUAL WORK SAMPLE

Executive & Admin Delegation Hub

REAL WORK • SCREENSHOT
Actual Notion Executive and Admin Delegation Hub showing default, per-client and per-EA views, task status, cadence and ownership.

Multiple views

Default, Per Client and Per EA views make the same work useful at different levels of responsibility.

Clear ownership

Tasks have visible status, cadence and an assigned owner so recurring work does not depend on memory.

Built for standardization

The operating principle is simple: Do → Delegate → Document → Standardize → Automate.

Workflow Automation

From intake to execution.

I have built workflows that connect forms, automation and task-management tools so new requests are routed, assigned and turned into visible operational work.

Google Forms + Zapier + Monday.com

From intake to execution.

When a potential client submitted a form, the automation could route the request to the right workspace, create the work item, assign an owner and start the appropriate process.

WORKFLOW ARCHITECTUREROUTING
FORMApplication submitted.
ZAPIERTrigger fires.
ROUTECorrect workspace + process.
MONDAYItem populated.
OWNERAssigned automatically.
PROCESSVerification → completion.
ROUTING CAN BRANCH
WORKSPACE A
WORKSPACE B
WORKSPACE C
Why this matters: there were several workspaces and different forms, so the workflow had to start the right process, in the right place, with the right person assigned.
Trello • Workflow Management

How I organize different kinds of work.

I have used Trello to manage both general operational work and a separate job-application pipeline. Each board is structured around the needs of the workflow.

GENERAL OPERATIONS

General Work Board

Multiple workstreams are kept visible across stages so priorities, ongoing work and items waiting for review are easy to see.

Actual Trello general work board with confidential card content redacted.
JOB APPLICATION MANAGEMENT

Application Pipeline

A separate board tracks opportunities through application, review and follow-up rather than mixing recruitment activity into the general work board.

Actual Trello job application board with confidential card content redacted.
Research & Information Management

Turning research into a decision-ready brief.

I structure research so a busy decision-maker can quickly see the question, evidence, options, recommendation and next step.

Research process and project management platform decision brief showing define, research, synthesize and recommend steps.
Digital Workspace Organization

I organize digital clutter too.

A browser can become a second desk: dozens of tabs, half-finished research, work tools, reference pages and “I’ll come back to this” links. I like turning that clutter into a workspace that makes sense at a glance.

Vivian's browser workspace organized into clearly labeled tab groups.
A SMALL THING THAT MATTERS

Digital organization is executive support too.

Sometimes the productivity win is not another automation. It is making the information someone already uses easier to find, understand and return to.

Group by purpose.Keep work, research, documents and communication in clear lanes.
Reduce visual noise.Make the browser easier to scan instead of searching through a wall of tabs.
Keep useful context close.Reference material and recurring resources stay easy to return to.
Recruitment operations

LinkedIn sourcing with a visible candidate pipeline.

A recreated operations dashboard showing how candidate sourcing, progression and follow-up can be made visible. Candidate names and data are fictional.

RECRUITMENT OPERATIONSFICTIONAL DATA
Outreach2
Alex JohnsonOperations Associate
LinkedIn
SOURCE
Bianca MillerExecutive Assistant
LinkedIn
CONTACT
Screening2
Carlos MartinezProject Coordinator
Referral
REVIEW
Diana WilsonCustomer Support
LinkedIn
SCREEN
Interview1
Ethan BrownAdmin Assistant
LinkedIn
SCHEDULE
Shortlisted1
Candidate FOperations Support
Referral
MANAGER REVIEW
Follow-up2
Candidate GExecutive Assistant
NEXT ACTION
Candidate HProject Coordinator
FOLLOW-UP
Workflow
LINKEDINSource relevant candidates.
CAPTURERecord candidate information.
SCREENReview and organize.
PIPELINETrack stage.
FOLLOW-UPKeep next action visible.
Why it matters

Recruitment becomes an operating process, not a pile of profiles.

The point is visibility: who is where, what happens next and what needs attention.

Project tracking
40%
IMPROVEMENT IN ON-TIME PROJECT COMPLETION

The tracker was not the magic. Visibility was. Once work had a clear owner, deadline and status, it became easier to see what needed attention before the deadline became an emergency.

Before
After
Process documentation

Process documentation people can actually use.

A recreated client onboarding SOP based on the type of process documentation I have built.

CLIENT ONBOARDINGSOP / DEMO
TRIGGERNew form submission
01Review required information
02Verify client details
03Create / confirm workflow item
04Assign process owner
05Begin onboarding
Demo Lab

A portfolio-owned working demonstration.

A fictional client submits a form → the workflow routes the request → creates the task → assigns an owner → starts the process.

Try the workflow
FORMApplication submitted.
TRIGGERAutomation fires.
ROUTECorrect workspace selected.
CREATEWork item created.
ASSIGNOwner attached.
GENERATENext tasks created.
STARTProcess begins.
Status: Waiting for submission.
How I think

The operating system behind my work.

Five habits that shape how I support leaders and teams.

SEE THE SYSTEM

I look beyond the immediate task and ask what process produced it.

MAKE OWNERSHIP CLEAR

Good systems make it obvious who owns the next move.

REDUCE MEMORY LOAD

If something must be remembered repeatedly, it probably needs a system.

DOCUMENT FOR HANDOFF

A process is stronger when someone else can follow it.

CLOSE THE LOOP

Completion means the outcome is confirmed, not just that a task changed status.