Chaos is just a system that hasn't met me yet.
I'm the person who notices the thing everyone else walked past.
I'm an AI-Powered Operations and Executive VA with 10+ years of experience supporting founders, C-suite executives, and fast-scaling companies across the US, Australia, and the Philippines — across industries including AI education, e-commerce, solar energy, real estate, electrical services, consulting, and banking.
I was trained in AI systems design under Callan Faulkner at The Uncommon Business — one of the most AI-forward business education platforms in the market. That means I don't just know how to use AI tools. I know how to build with them.
I specialize in supporting founders and directors of scaling businesses who need one trusted, senior-level person to own their operations, recruiting, project coordination, and executive support — so they can focus entirely on growth while I handle everything that keeps the engine running.
I don't just take tasks off your plate. I design the systems, automate the workflows, hire the right people, and manage the moving parts that keep your business running at a high level — with or without supervision.
WHO I WORK BEST WITH
I thrive working with founders, operators, and executives who:
Move fast and value ownership over hand-holding
Want a VA who thinks like a partner, not just a task-taker
Need someone who can manage complexity across multiple workstreams simultaneously
Expect proactive communication — problems flagged early, solutions proposed, loops always closed
If you're looking for someone to simply follow instructions, I'm probably not your best fit. If you're looking for someone who takes initiative, builds systems, and operates with the highest level of integrity and confidentiality — we should talk.
WHAT I DO — AND WHAT THAT MEANS FOR YOU
AI SYSTEMS & AUTOMATION
I use ChatGPT, Claude, GoHighLevel, and Zapier to build intelligent workflows that replace manual processes and eliminate the bottlenecks slowing your business down. I design AI-native systems for recruiting, onboarding, content generation, and operations — turning AI tools into force multipliers that scale your business without adding headcount.
OPERATIONS & SYSTEMS MANAGEMENT
I keep your business organized and scalable. I build and maintain Notion, ClickUp, and Asana systems with full database hygiene, create SOPs that any new tea-----------mber can follow independently, manage project plans and KPI dashboards, and serve as the operational backbone your leadership team can rely on completely. I've managed 200+ active tasks across fast-moving organizations — zero stale items, zero dropped balls.
EXECUTIVE & ADMINISTRATIVE SUPPORT
I've supported directors and founders across 11 companies — managing complex calendars, high-volume inboxes, travel arrangements, contract review and drafting, confidential records, and strategic research. I anticipate what's needed before it's asked, flag issues proactively, and always close the loop. My 8 years in regulated banking compliance set a standard of accuracy, discretion, and reliability that I bring into every client relationship.
TALENT ACQUISITION & RECRUITING
I run full-cycle recruiting operations end-to-end — posting to 8+ platforms simultaneously, screening and shortlisting candidates, scheduling interviews, coordinating offer communications, and onboarding new hires. I've managed 450–900+ applications per hiring cycle across 9 concurrent roles without a single candidate dropped and without sacrificing the quality of experience for anyone in the pipeline.
PROJECT COORDINATION & TECHNICAL SUPPORT
I've supported cross-functional business transformation projects as a Project Coordinator — maintaining detailed project plans, trackers, and KPI dashboards; producing executive-ready status reports; transcribing and distributing meeting minutes within 24 hours; managing version-controlled document repositories; and coordinating logistics for meetings, workshops, and training sessions. I keep projects on track, stakeholders aligned, and documentation airtight from kickoff to close.
BOOKKEEPING & FINANCIAL ADMINISTRATION
I handle general bookkeeping, accounts payable and receivable, invoicing, bank reconciliation, and financial reporting using QuickBooks Online and Xero. My background in Financial Management means I don't just enter numbers — I understand what they mean.
INDUSTRIES I'VE WORKED IN
AI Education | E-Commerce | Solar Energy | Real Estate | Electrical Services | Business Consulting | Banking | Health & Medical | Project Management & Transformation
TOOLS & PLATFORMS
AI & Automation: ChatGPT, Claude, GoHighLevel, Zapier
Project & Ops: Notion, ClickUp, Asana, Trello, Smartsheet, MS Project
Finance: QuickBooks Online, Xero, Microsoft Excel
Communication: Slack, Zoom, Google Workspace, Microsoft Office Suite
Collaboration: SharePoint, OneDrive, Google Drive
Time Zones Covered: US (EST/PST), Australian (AEST), Philippine (PST)
MY BACKGROUND
Before remote work, I spent 8 years as a Branch Service Associate at City Savings Bank — processing 50–70 loan applications per day, managing AMLA/KYC compliance, maintaining cash accuracy, and operating under strict regulatory standards. That experience gave me a foundation of precision, confidentiality, and accountability that most VAs simply don't have.
Since 2023, I've worked with 11 companies across 6 industries — supporting everything from live masterclasses for 2,000+ attendees to cross-functional transformation projects to full executive support for company directors. Every engagement has reinforced one thing: the best VA isn't the one who waits to be told what to do — it's the one who already handled it.
WHAT YOU CAN COUNT ON
Proactive, not reactive — I flag issues early and arrive with solutions, not just problems
AI-powered, not just organized — I build systems that work even when I'm offline
Systems-obsessed — I document everything so your business runs on process, not memory
Relentless follow-through — I close every loop, meet every deadline, and own every outcome
Multi-timezone availability — comfortable working across US, Australian, and Philippine hours
Complete confidentiality — I've handled sensitive financial records, contracts, and executive communications for years. Your business is safe with me.
LET'S SEE IF WE'RE A GOOD FIT
I respond to all messages within 24 hours. Send me a note about what you're working on and what kind of support you need — and let's figure out together whether I'm the right person for your team.<8efe80624d780eba0c6493ec45140364>Email: -----------
LinkedIn: -----------/in/kathlynmaepulmones
