Executive Assistant | Operations Support

Your operations,
finally running
without you.

Most founders I work with were drowning in inbox, chasing suppliers across three time zones, and watching projects slip with no one owning the blockers. I've rescued a $7,800 booking that sat unread for 9 days, unblocked a dev team in 24 hours, and cut one founder's email time from 3 hours to 20 minutes. Remote from Madrid — for founders across the UK, USA, Australia, Canada and UAE who can't afford to get it wrong.

Madrid, Spain Remote-first All time zones Available Now
Philipina Andrea Chezue — Executive Assistant | Operations Support
14h
returned to founders / week
100%Client retention rate
14h
Returned to founders weekly
$31K
Revenue protected
100%
Client retention
9+
Live systems built
Philipina Andrea Chezue at Digital Opportunity Trust event
About Me

The VA who thinks like
an operator.

Most founders who find me are already stretched. Managing growing businesses across time zones, making decisions with incomplete information, spending hours every day on things that shouldn't need them. That's the exact gap I was built to close.

I'm Philipina Andrea Chezue — and I've spent the last four years building the operational systems, coordination frameworks and communication protocols that founders need but rarely have time to build themselves.

My foundation started at CRDB Bank, one of Tanzania's largest financial institutions, where Branch Manager Donath Shirima described me as "highly hardworking, visionary and ethical" after four months in customer operations. That experience taught me one thing that shapes everything I do: the detail that gets missed in a busy system is always the most expensive one.

From there I moved into international remote work — coordinating luxury travel across Zanzibar, Serengeti, Ngorongoro, Materuni and Chemka, managing six Chinese suppliers simultaneously for an e-commerce importer, and keeping a six-sprint $180,000 app build on schedule for a Nairobi tech startup.

The Kili & Coast founder had 278 unread emails and a $7,800 booking sitting unactioned for nine days when I joined. Within 60 days her daily email time dropped from three hours to under twenty minutes — and not a single supplier alert, client complaint or payment confirmation has been missed since.

That's what I build. Not tasks completed — operations that run.

Remote from Madrid, Spain, across UK, USA, Australian, Canadian and UAE time zones. Fluent in English and Swahili. Delivering through Asana, Make.com, Google Workspace, Zapier, ClickUp and Monday.com — not as software I've learned, but as the infrastructure behind every system I've delivered.

AsanaMake.com Google WorkspaceZapier ClickUpMonday.com CanvaSlack ZoomCalendly
Proof of Work

Three engagements.
Real outcomes.

Every number below is documented from a specific engagement — the exact situation I walked into, what I changed, and what it delivered.

Case Study 01 · Travel & Hospitality
From inbox chaos to a fully managed client operation
Kili & Coast · Luxury Safari & Travel Concierge · Tanzania
3h → 20minfounder daily email time
$7,800booking rescued from collapsing
11d → 48hcomplaint resolution time
Email ops · Travel logistics · CRM Read full case ↗
Case Study 02 · Import / E-commerce
Turning a supplier mess into a tracked, paid, on-time operation
DropRun Supplies · Bulk Import Business · Dar es Salaam
$1,800saved via negotiation follow-up
9d → 2hdelay detection time
6suppliers in one live dashboard
Supplier ops · Import coordination Read full case ↗
Case Study 03 · Tech Startup
Unblocking a dev team and keeping a $180K app launch on schedule
SwiftDrop · Delivery App Startup · Nairobi, Kenya
11d → 24hto resolve critical blocker
90m → 22mstandup time reduction
Jun 30launch date preserved
Project coordination · Sprint management Read full case ↗
Services

Built for founders
who are scaling.

Every service is designed around one outcome: giving you back the hours and headspace to focus on what only you can do.

📅
Executive Calendar & Inbox
The challengeA founder spending 3+ hours daily on email is a founder not building their business. Most I work with have unread supplier alerts, unanswered client queries and no protected time — just back-to-back reactions.
What I doFull triage system, response templates for your most common query types, deep work blocks, daily 7 AM briefing covering what needs your decision and what I'm handling.
OutcomeOne founder: 3 hours daily → under 20 minutes. Inbox at zero every weekday. Not a single alert, complaint or payment missed since Day 1.
See it in action ↗
📋
Project Coordination
The challengeProjects don't fail because people aren't working. They fail because blockers sit unresolved, decisions get lost between tools, and no one owns the full picture.
What I doBuild and maintain your project tracker across Asana, ClickUp or Monday.com, run structured standups, surface every blocker with context, and deliver a weekly health report.
Outcome$180K app build, Nairobi: 11-day GPS blocker resolved in 24h. Standups cut from 90 to 22 minutes. 84% sprint velocity. June 30 launch preserved.
See it in action ↗
🔗
Operations & Systems Building
The challengeMost growing businesses are held together by the founder's memory — decisions made verbally, processes that exist only in one person's head, tools that don't talk to each other.
What I doAudit how your operation actually runs, identify where time and money are leaking, and build SOPs, workflow automations and tracking systems using Make.com, Zapier and your existing tools.
OutcomeFounders who come to me managing operations from memory leave with documented systems, automated workflows and a business that doesn't stop when they're not in the room.
See it in action ↗
✈️
Travel & Logistics Coordination
The challengeTravel coordination fails when details live in different places — flights in one thread, hotels in another, supplier contacts on WhatsApp. One missed message and a $7,800 booking collapses.
What I doEvery element of your travel operation in one system — multi-destination itineraries, supplier communications, pre-departure briefing packs, transfer coordination, visa logistics and on-trip support.
Outcome$7,800 booking rescued after sitting unactioned for 9 days. Date conflict caught within 2 hours, renegotiated, and a $180 goodwill credit secured for the client.
See it in action ↗
🌍
Supplier & Import Coordination
The challengeManaging six suppliers across WeChat, email and WhatsApp with no central system means payment deadlines get missed, production delays go unnoticed for days, and negotiations stall.
What I doCentralise your entire supplier operation — all orders, payment schedules, freight in one live dashboard, every supplier communication managed in your voice, delays flagged within hours.
Outcome$1,800 saved on a single order by following up a stalled negotiation. 16-day production delay caught within 2 hours of the supplier message arriving.
See it in action ↗
📲
Social Media & Content Ops
The challengeMost founders know they need consistent content. What they don't have is a system that takes it from idea to published without them being in every step — chasing designers, approving at 11 PM.
What I doBuild and manage your monthly content calendar, coordinate with your designer, run the full approval workflow, schedule posts across all platforms and flag anything that needs your input.
Outcome42 posts across 5 platforms — Instagram, TikTok, LinkedIn, Pinterest and Facebook — planned, approved and scheduled without a single missed date or last-minute scramble.
See it in action ↗
Work Samples

9 live systems.
Click any to explore.

Every system solves a real operational problem across six different industries. Click to open the full working demo.

Philipina Chezue working remotely — Top Education Consulting Philipina Chezue working at laptop
✈️ Travel & Hospitality
Email Management System
Full inbox triage for a luxury safari company — 7 real client scenarios, supplier alerts, payments, complaint resolution and live CRM sidebar.
Email ops · CRM · TriageOpen demo ↗
💼 Executive Ops
Executive Operations Dashboard
Founder OS — daily schedule, priority tasks, client pipeline, travel status, business metrics and VA briefing section.
Executive ops · DashboardOpen demo ↗
✈️ Travel & Hospitality
Client Onboarding Portal
Branded 5-step intake flow — travel style, preferences, destinations, budget slider, dietary requirements and review screen.
Onboarding · SystemsOpen demo ↗
✈️ Travel Logistics
Trip Briefing Pack
Pre-departure document — flights, itinerary, hotel, weather, key contacts, packing checklist and planner tips.
Travel coordinationOpen demo ↗
💼 Consulting
Executive Calendar System
Week-view calendar — scheduling rules, meeting prep checklists, buffer protection and live event detail panel.
Calendar managementOpen demo ↗
🌸 Lifestyle Brand
Social Media Content Calendar
Full monthly calendar for a skincare brand — 42 posts across 5 platforms with approval workflows and VA notes.
Content ops · Social mediaOpen demo ↗
🌿 Health & Wellness
Wellness Client Tracker
Client management hub for a health coach — session history, goal tracking, billing and pre-session prep notes.
Client management · CRMOpen demo ↗
📦 Import / E-commerce
China Sourcing Tracker
Live supplier dashboard — 6 suppliers with order status, payment stages, freight tracking and action alerts.
Supplier coordination · OpsOpen demo ↗
⚡ Tech Startup
App Build Project Tracker
6-sprint Gantt tracker for a delivery app — blocked tasks surfaced, standup templates and launch date kept on track.
Project coordination · GanttOpen demo ↗
Documented Outcomes

Not what I can do.
What I've done.

These aren't estimates or projections. Every number below is documented from a specific engagement — the exact situation I walked into, what I changed, and what it delivered. This is what operational support looks like when it's done at the right level.
Kili & Coast · Travel
3h → 20min
Was: 3 hours daily on email
Founder's daily email and admin time — freed to close new clients
83% reduction
Kili & Coast · Travel
$7,800 saved
Sat unread in inbox 9 days
Revenue protected by catching a supplier date-change within 2 hours
+ $180 client goodwill win
Kili & Coast · Travel
11d → 48h
Complaint unresolved 11 days
Formal complaint resolved — client retained and left a 5-star review
Client retained ✓
DropRun · Import
$1,800 saved
Negotiation stalled 3 weeks
Saved on 3,000-unit order by following up a stalled price negotiation
9% unit cost reduction
SwiftDrop · Tech
11d → 24h
Dev team blocked, undiscovered
GPS API blocker resolved within 24h — two dev tasks unblocked immediately
Launch date preserved ✓
SwiftDrop · Tech
90m → 22m
Standups: 90 min, no agenda
Standup time cut with templated agenda — 68 minutes per week returned to team
76% faster meetings
Full case studies
Want the full story behind
every number?
Each metric above has a full case study behind it — the exact situation I walked into, what I built or changed, a before/after breakdown, and the specific outcome. Three detailed cases covering travel operations, import coordination, and tech project management.
Read the full case studies →
3 cases · before/after · real metrics
Testimonials & Reviews

Real feedback from
real clients & employers.

★★★★★
"
I used to dread Mondays. My inbox was a war zone and I was constantly firefighting. Philipina didn't just manage my emails — she built a system I didn't know I needed. Within two months I had my mornings back and I'd closed two new bookings in the time I used to spend just catching up. She pays for herself ten times over.
KC
Founder, Kili & Coast
Luxury Safari & Travel Concierge · Tanzania
💼 LinkedIn · Virtual Assistance · 5.0 · Feb 2026
★★★★★
"
Philipina arranged a safari trip for me and my friend. It was very last minute but she managed to find different cheap options for us and we had the best time we could. She was very quick at responding and managed to get a private safari and tour at the Materuni waterfalls and more with a great safari company. We truly loved the weekend and we definitely recommend Philipina to anyone looking for a local adventure in Tanzania!
MF
Maria Fountoulaki
LinkedIn Review · Virtual Assistance · Greece
★★★★★
"
Philipina built our project Gantt chart and coordinated stakeholder tasks with a clarity I hadn't seen before. Her understanding of timelines and her communication style made a complex project feel simple.
DJ
Damian Job
Client — Project planning & coordination · USA
💼 LinkedIn · Project Management · 4.8 · May 2026
★★★★☆
"
The project was successful, and from it I learned more about other opportunities I can pursue. Thank you Philipina for your support, and for showing how I could seek other opportunities along the way.
MP
Mchome PrayGod
LinkedIn Review · Data & Business Analyst · Canada
★ Upwork · 5.00 · Jun–Jul 2024
★★★★★
"
It was a great pleasure working with Philipinah. She is very good at digital marketing and helped my brand significantly. She is very meticulous, results driven and went above and beyond.
SU
Suzanne
Social Media Marketing · Upwork · USA
Upwork review screenshot
★ Freelancer.com · 5.0
★★★★★
"
Philipina did a great job on this project. Well done!
VN
Van N. — Confirmis
Site Verification · Freelancer.com · Singapore
Freelancer review screenshot
Education for Disabled Tanzania
📄 Strong Recommendation · Education For Disabled Tanzania
"Philipina has been an invaluable asset to our organisation, demonstrating exceptional dedication, professionalism, and a deep passion for advocating for people with disabilities. Her attention to detail, organisational skills, and ability to handle multiple tasks with efficiency make her a critical pillar of our operations."
Christopher Mwasota · Secretary General · Education For Disabled Tanzania · Dar es Salaam
CRDB Bank PLC
📄 Official Recommendation · CRDB Bank PLC · 25 January 2023
"Ms. Philipina Andrea Chezue demonstrated outstanding personal and professional attributes. She is highly hardworking, committed and dedicated. She is visionary and eager to learn, and ethical and well interactive among team members."
Mr. Donath Shirima · Branch Manager · CRDB Bank PLC, UDSM Branch · Dar es Salaam
Organisations & founders I have worked with
CRDB Bank PLC CRDB Bank PLC
Confirmis Singapore Confirmis
Education for Disabled Tanzania EFDT
Digital Opportunity Trust Digital Opportunity Trust
Mastercard Foundation Mastercard Foundation
Top Education Consulting Top Education Consulting
Pricing

Simple, transparent packages.

Choose the level of support that fits where you are right now. All packages include onboarding, a dedicated communication channel, and weekly check-ins. Custom scopes available on request.

Starter Admin
$300
per month · up to 20h
✓Inbox management & triage
✓Calendar scheduling
✓Basic data entry & research
✓Document formatting
✓Daily check-in summary
Get started →
Operations Essential
$550
per month · up to 40h
✓Everything in Starter
✓Project tracking & coordination
✓Supplier & vendor communication
✓SOP & workflow creation
✓Social media scheduling
✓Weekly progress report
Get started →
Travel & Operations
Custom
per project or retainer
✓Full trip coordination
✓Multi-destination itineraries
✓Pre-departure briefing packs
✓Supplier & logistics management
✓On-trip support & coordination
✓Scoped to your needs
Request quote →

All prices in USD · Monthly retainers · Project-based and hourly rates available on request · Discovery call is always free

Philipina Andrea Chezue — Executive Assistant | Operations Support
Let's Work Together

Ready to get your
time back?

If you're spending your best hours on things that shouldn't need you — inbox, project tracking, supplier chasing, travel logistics — let's talk. I take on a small number of clients at a time so every founder gets my full attention.

Available for new clients — 2026
🌍
Madrid, Spain · Remote-first
📄 Download capability sheet

📍 Based in Madrid (CET) — times shown below automatically adjust to your timezone.