Executive Virtual Assistant — Operations, Systems & Project Coordination for Founders
Executive Virtual Assistant — Operations, Systems & Project Coordination for Founders
Handle the operational chaos of a growing business so founders stay focused — including low-friction systems where they are needed.
- Remote-first
- Port Harcourt, Nigeria
- 3+ years professional experience
- Available worldwide
- Calendarowned end-to-end
- Inboxrun in your voice
- Systemsbuilt to reduce load
Profile
Executive Assistant to Founders | Operations & Project Management | Handle the chaos so CEOs can focus on growth
Executive Virtual Assistant who owns the calendar, runs the inbox, and drafts in the executive’s voice — turning scattered asks into decision-ready action.
I build the systems (Notion, Airtable, Zapier/Make) that keep operations moving, and scale up fast for fundraises, launches, and board-prep weeks.
Not a task-taker. I take ownership of the workflows around you — so scattered asks become decision-ready action, and the systems keep running when the pace picks up.
How I support you
Everything between the decision and the done.
Executive-level support across operations, research, and coordination. Each area is owned outright, not just assisted with.
Calendar & Email Management
Inbox zero, ruthless prioritization, and drafts written in your voice so nothing waits on you.
Executive Operations & Project Coordination
Owning timelines, follow-ups, and cross-functional threads so decisions turn into shipped work.
Research & Synthesis
Market research, partner outreach lists, and documentation distilled into decision-ready briefs.
Travel & Logistics Planning
Multi-city itineraries, bookings, confirmations, and contingency plans handled end-to-end.
Systems & Automation
Notion and Airtable workspaces plus Zapier/Make automations that remove repetitive manual work.
Spreadsheet, Reporting & Data Support
Clean data models, KPI trackers, and reporting that surfaces what matters at a glance.
Client Follow-up & Stakeholder Communication
Timely, professional follow-through with partners, investors, and clients on your behalf.
Customer / Client Support
Responsive, well-documented support that protects relationships and your reputation.
Service packages
Service Packages
Strategic support that helps you stay organized, serve your clients, and scale with ease. Choose the level of ownership that matches your current load.
Starter
Essential Support
Ideal for busy entrepreneurs who need reliable admin support.
Services included
- Email & calendar management
- Data entry & document formatting
- Basic internet research
- Weekly admin support (up to 40 hrs/mo)
Specific deliverables
- Organized inbox & calendar
- Formatted documents
- Research summaries
- Weekly task completion report
$600/month
Get StartedGrowth
Strategic Support
More comprehensive support to help you stay ahead and focus on growth.
Services included
- Everything in Starter
- Advanced calendar & schedule management
- Client communication & follow-ups
- Scheduling & appointment management
- CRM / database updates
- Weekly task reporting
- Project & task management
- Weekly support (up to 80 hrs/mo)
Specific deliverables
- Up-to-date CRM & client records
- Managed appointments & meetings
- Weekly progress report
- Task tracking & status updates
- Organized digital files & systems
$1,000/month
Get StartedPremium
Executive Support
High-level support to streamline operations and maximize productivity.
Services included
- Everything in Growth
- Project & workflow coordination
- Advanced research & reporting
- Travel arrangements & itinerary planning
- Process documentation & SOPs
- Priority communication
- Monthly performance review
- Weekly support (up to 120 hrs/mo)
Specific deliverables
- Seamless client onboarding
- Coordinated projects & workflows
- In-depth reports & insights
- Monthly performance review & recommendations
- Systems & process optimization
$1,300/month
Get StartedConfidential — Discretion by default — same confidentiality standard used enrolling 600 patients into a government health program.
Time-Saving — Systems that cut follow-up time 25% and deliver 75% partner response rates.
Results-Driven — Owned outcomes, not task lists — from 85-participant training launches to 95% data completeness.
Selected experience & impact
Results from owning real executive workflows.
Two most recent roles. Every number below is from actual work.
Techwave NG
CurrentExecutive Virtual Assistant
Feb 2026 – Present · Remote
- 25%
- less follow-up time
- 75%
- partner response rate
- 85
- participants onboarded
- Own the CEO’s calendar, inbox, meeting schedule, and routine follow-up; draft the CEO’s written and public-facing communications — including in-voice content across 25 phone-in radio interviews — and manage stakeholder communications.
- Drive radio partnerships, brand-ambassador selection, and sponsorship outreach, including 2 financial-institution engagements, supporting ServHub Workforce Training enrollment and market visibility.
- Research 16 gated communities/estates for property-management technology adoption and coordinate procurement, logistics, and installation follow-up for estate technology deployments.
- Coordinate product work across Mart NG, ServHub, and Kompound; built Notion/Airtable tracking systems and Zapier automations that replaced manual estate-onboarding follow-up and cut follow-up time by 25%.
- Prepare proposals, SOPs, contracts, and partnership letters — handling confidential financial and legal terms — for 5 prospective banks, VC firms, and institutional partners, achieving a 75% response rate.
- Coordinate ServHub Workforce Training facilitator registration, venue sourcing, budgets, and recruitment for the first 85-participant cohort, including high-intensity launch-period support.
PremiumCare Initiative
Executive Operations Assistant
Jan 2024 – Dec 2025
- 95%
- data completeness
- 600
- people enrolled
- 12
- volunteers onboarded
- Managed recruitment, interviewing, and onboarding for 12 paid community volunteers, from candidate selection through onboarding.
- Built executive PowerPoint decks, briefing materials, and meeting documents for CEO and stakeholder engagements.
- Standardized SOPs and reference materials; organized shared drives and a team knowledge base; structured meeting, training, and trip reports for management review.
- Managed CEO travel and program logistics including flights, hotels, car hire, accommodations, residential trainings, and last-minute changes.
- Ran field data collection and quality assurance for healthcare-workforce inventory surveys (CommCare, ODK), achieving 95% data completeness and accuracy.
- Managed health-insurance documentation and enrollment for a 600-person client caseload under a CDC-funded public health program, clearing enrollment bottlenecks through direct client follow-up.
Tech stack & tools
Fluent in the tools your team already runs on.
And quick to pick up the ones it doesn't yet.
- Productivity
- Google WorkspaceMicrosoft 365
- Systems
- NotionAirtable
- Automation
- ZapierMake
- Project Management
- AsanaTrelloClickUpMonday
- CRM
- HubSpotSalesforcePipedrive
- Communication
- SlackTeamsZoomLoom
- AI
- ChatGPTClaude
- Data
- ExcelGoogle SheetsDashboards
What sets me apart
Built for founders and executives who need it handled.
Tech-savvy & systems-oriented
I default to building a system, not repeating a task.
Quick to learn and adapt
New tools and workflows become second nature within days, not weeks.
Professional, detail-oriented, zero assumptions
I confirm the ambiguous and get the details right the first time.
Strong communication, fast turnaround
Clear updates, no chasing, and reliable delivery when it counts.
True ownership mindset
If it is on my plate, it is handled — through to the outcome.
Low-friction systems for fast-moving founders
Brain-dumps become clear plans. Priorities stay visible without process overhead.
Work samples
Examples of the systems and documents I produce.
Representative categories of deliverables.
- Sample available on request
Travel Itinerary Sample
Multi-city plans with bookings, confirmations, and contingency notes.
- Sample available on request
Admin Templates & SOPs
Checklists, email templates, and onboarding packs.
- Sample available on request
Excel Reports & Dashboards
Clean data models, KPI trackers, and visual summaries.
- Sample available on request
Response Scripts & Frameworks
Client-ready reply systems for support and sales.
Let's work together
Looking for reliable, systems-minded executive support that actually reduces your load?
A short discovery call is enough to map where the time is going and what I would take off your plate first.
- Phone+234 803 882 8737
- LinkedInZion Nwibiabu
- CalendlyBook a meeting
- UpworkZion Nwibiabu