Ruth F. - Executive VA & Operations Coordinator | Calendar & Email Management

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Executive VA & Operations Coordinator | Calendar & Email Management

Are you a founder or senior leader who's losing hours every week to inbox chaos, missed follow-ups, and operations that run on you instead of systems? I fix that. I'm Ruth, an Executive Virtual Assistant and Operations Coordinator with 4+ years of experience supporting founders and senior leaders across the US and UK markets. I combine executive-level administrative support with a strong operations mindset, so you get more than someone who completes tasks. You get someone who builds the systems that make sure nothing falls through the cracks. Clients bring me in when they need their calendar protected, their CRM accurate, their SOPs documented, and their operations running smoothly without constant hand-holding. I work across time zones, communicate asynchronously with discipline, and manage sensitive information with full discretion. Here is what changes when you bring me on board: ✅Your calendar is protected, and your focused time is guarded across time zones ✅Your CRM pipeline is maintained with 100% status accuracy, no lead goes cold ✅Inbound emails are triaged, prioritized, and responded to on your behalf daily ✅SOPs and onboarding workflows are built so your team runs even when you step away ✅Project deadlines are tracked across ClickUp, Asana, or Notion with proactive flagging ✅Appointments are confirmed, follow-ups are sent, and nothing misses a deadline ✅Vendor and stakeholder coordination is handled end-to-end without your input ✅Invoice tracking, expense reporting, and light bookkeeping stay current and accurate What I have delivered for clients: ✔Maintained 100% CRM accuracy across 100+ active records, ensuring zero missed leads or communication gaps ✔Reduced overdue operational tasks from a recurring weekly backlog to near-zero within 8 weeks at a US marketing agency ✔Cut internal document retrieval time to under 1 minute by rebuilding Google Drive filing systems from scratch ✔Booked 3 to 4 qualified sales calls weekly through inbox management and calendar coordination, supporting $10K to $30K in monthly revenue for a UK-based business coach ✔Built onboarding workflows that reduced contractor ramp-up time by 40% ✔Coordinated executive calendar bookings supporting $18,000+ in monthly recurring revenue ✔Increased weekly executive call bookings from 2 to 4 through structured inbox follow-up and lead engagement. Tools I work with daily: ✅CRM & Pipeline: HubSpot | Zoho | Salesforce | Airtable | Follow Up Boss ✅Project Management: ClickUp | Asana | Notion | Trello | Monday(dot)com ✅Google Workspace: Gmail | Google Drive | Docs | Sheets | Slides | Calendar ✅Microsoft Suite: Word | Excel | PowerPoint | Outlook ✅Communication: Slack | Zoom | Calendly | WhatsApp | Discord ✅Automation: Zapier | Make(dot)com | AI-powered workflows ✅Bookkeeping: QuickBooks | Stripe | Invoice tracking ✅Social Platforms: LinkedIn | Instagram | Facebook | Twitter I am available for ongoing contracts and long-term engagements. If you need a highly organized, proactive operator who can protect your time, manage your systems, and keep operations running without constant direction, SEND ME A MESSAGE and let's talk.

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Hire Ruth for: VA for Insurance, VA for Healthcare, VA for Finance, VA for Sales Teams, VA for Real Estate