Executive support for founders who need fewer loose ends.
Let’s Work TogetherExecutive VA · Operations Specialist
Executive Support · Recruitment Operations · Microsoft 365
I take ownership of recurring work, make the status visible and improve the process once I understand it, from executive coordination and hiring operations to Microsoft 365 workflows.
Philippines-based · Live overlap + async handoffs
How I improve a workflow
One source of truth. Clear owner. Clear status. Nothing depends on someone remembering.
Routine stage changes trigger the next handoff, reminder or update automatically.
Executive support, demonstrated
A clearly labelled simulation showing how I would handle calendar judgment, meeting preparation, action ownership, executive reporting, stakeholder routing and decision boundaries. Every company, person, date and figure is fictional.
Working simulation
Built to make the Executive Support part of my positioning inspectable, without exposing client information.
Open Executive Support in PracticeProof of work
Each one started as a recurring task somebody dreaded. Company details are anonymised throughout — the systems and workflows are as built.
01 · Recruitment Operations
Candidate intake, tracking and follow-up rebuilt as one system inside Microsoft 365 — form to tracker to notification, with nothing re-typed along the way.
02 · Executive Operations
Requests arriving in four places turned into owned, staged work with automatic notifications and one view of what needs attention.
03 · Reporting
Weekly activity turned into a management view that says which part of the work needs attention — not just how busy everyone was.
What I actually do
Support first. Systems where they actually help.
01
Keep the founder’s week moving without constant follow-up.
Fewer loose ends. Less to remember.
See executive support in practice →02
Keep hiring moving from first contact to onboarding.
Candidates and managers know what happens next.
03
Give distributed work clear ownership and visibility.
You can see where work stands without chasing.
04
Remove repetitive steps once the process is stable.
Less retyping. Fewer manual reminders.
05
Document how work runs so it can be repeated and handed over.
The process no longer lives in one person’s head.
—
Good operational judgment includes knowing when a specialist is the better answer.
If the right answer is someone else, I’ll say so early.
Interactive operations hub
A portfolio-native reconstruction of how I organise recurring work inside a Microsoft 365-style environment. Click a workflow to open it; every workflow you open stays expanded until you close it.
Recreated for this portfolio.
The interface is a demonstration layer. The workflow thinking is drawn from real operations, recruitment and process-design work.
A connected operating model for creator outreach, qualification, content progress, QA, performance and lead attribution — designed so the program can be managed as one process instead of separate messages, spreadsheets and follow-ups.
Creator operations become visible as one connected lifecycle instead of a set of disconnected activities.
An operating model for external recruiters that keeps candidate ownership, status, access and incentive milestones clear as the network grows.
A distributed recruiter network runs through clear ownership, structured data, controlled access and defined milestone rules.
A repeatable production lifecycle for handling large volumes of content while protecting accuracy when source information is incomplete or conflicting.
High-volume work becomes repeatable because standards and a visible quality gate replace ad-hoc decisions.
A controlled handoff from screening to scheduled interview, designed to reduce manual follow-up while keeping candidate status and stakeholder ownership visible.
Interview ownership, timing, status and next actions are visible in one place instead of living across calendars and messages.
A structured onboarding path that makes responsibilities visible before the employee starts and closes gaps between HR, manager, IT and the new hire.
Every onboarding task has an owner, a due point and a verification step before the employee is left to discover gaps on day one.
How I work
A good handoff should reduce your management load, not create another one.
I watch how the work actually arrives before changing it — including the workarounds nobody documents.
One source of truth, one owner per item, clear naming and status.
I run the process myself before trying to improve it.
Then I remove repetition, document what matters and make the process easier to hand over.
About
My background spans operations, customer support, HR and recruitment — work where the real job was keeping people, information and deadlines moving without constant supervision.
When the same task returns for the fourth time, I rarely see four tasks. I see one process that needs fixing.
Tools
I primarily build inside Microsoft 365 using tools already available to the team. Exact licensing needs depend on the workflow.
If your business uses something else, I learn the system before proposing a replacement.
Contact
Tell me what keeps getting chased, repeated or remembered manually. We’ll start there.
Mekaella Magbanua
Executive VA · Operations Specialist
Email magbanuamekaellapro@gmail.com
Also on LinkedIn, or download my résumé.
The fastest way
Bring one recurring problem. I’ll tell you whether it needs ongoing support, a cleaner process or a system worth building.
Book a timeTimes show in your own time zone.
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