Inbox management
Daily triage, filters and labels, drafted replies in your voice, and a short “needs you” list every morning.
Executive Virtual Assistant · Manila, PH
I handle the busywork.
You run the business.
I manage inboxes calendars client onboarding travel your sanity
Five years keeping founders, coaches and agencies across the US and Australia organised — from inbox to invoices — while you sleep. You wake up to a cleared inbox, a calm calendar and a short list of things that actually need you.
Manila · · available for new clients
01 — Toolkit
Fluent in the tools you already use.
And if I don't know yours yet, I'll have learned it by Monday.
- Notion
- Google Workspace
- Microsoft 365
- Asana
- ClickUp
- Trello
- Slack
- Zoom
- Canva
- HubSpot
- Calendly
- QuickBooks
- Xero
- Dropbox
- Zapier
- Loom
- Airtable
- Password managers
02 — The difference
From chaos calm
Before: a desk buried in sticky notes, 1,284 unread emails, double-booked meetings and an overdue invoice. After: everything sorted into four tidy lanes — Inbox, Calendar, Clients and Admin — with zero unread emails by Friday.
Inbox0 unread
Stress levelCalm
Inbox
0 unread- 3 replies drafted
- Notifications: VIPs only
- 212 newsletters filed
- Slack mentions answered
Archived & labelled1,284
Calendar
No conflicts- Team syncMon 10:00
- Saltbox callTue 10:00
- PodcastWed 11:00
- Investor coffeeWed 2:00
- DentistThu 4:30
- Focus timeFri · protected
- Weekly reviewFri 3:00
Focus time protected9 hrs
Clients
All happy- Brad O. · Tandem Studio
- Wildflower onboarded
- Saltbox renewal signed
- 2 testimonials collected
Avg. reply time< 2 hrs
Admin
Up to date- Invoice #204 paid
- Flights to Sydney booked
- 14 receipts logged
- Weekly report sent
Invoiced this month$12,400
Inbox zero. Every Friday.
That's the job. Let's make it your new normal.
03 — Services
Six ways I give you your week back.
Pick one, or hand me the lot. Everything is documented, so nothing lives only in my head.
Calendar & scheduling
Time-zone maths done for you, buffers between calls, focus blocks defended, and no more double-bookings.
Client onboarding
Contracts out, invoices set, welcome kits sent and kickoff calls booked — so new clients feel looked after from hello.
Travel & events
Flights, hotels, visas and itineraries in one tidy doc — plus venues, RSVPs and run-sheets for your events.
Research & data
Vendor comparisons, lead lists, competitor scans and clean spreadsheets you can actually make decisions from.
Social scheduling
A month of posts planned, designed in your brand kit and queued — with comments and DMs kept tidy.
04 — How I work
A week with Juan.
I work Manila evenings, which means your mornings in the US — or your afternoons in Australia. You go to sleep with a list; you wake up to it done.
05 — Results
Small tasks. Big difference.
-
18hrs
saved per client, every week
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42+
founders, coaches & agencies supported
-
<2hrs
average response time in your work hours
-
5yrs
of executive support, zero dropped balls
06 — Experience
Five years of quietly running the show.
From a 12-person creative agency in Sydney to solo coaches in Texas — same standard every time: calm, clear and one step ahead.
Download résumé (PDF)- Certified Executive Virtual Assistant, 2023
- Project Management Essentials, 2022
- Bookkeeping Basics, 2022
- Data Privacy Trained, 2024
-
2024 — Present
Executive Virtual Assistant · Independent
Supporting six founders and coaches across the US and Australia. Own inbox, calendar, client onboarding and weekly reporting end-to-end.
- 6 retainer clients
- 98% on-time delivery
-
2022 — 2024
Senior Virtual Assistant · Northbeam Agency, Sydney
Ran operations for a 12-person creative agency: client onboarding, contracts, invoicing and the MD's calendar. Cut onboarding from 7 days to 2.
- Ops lead
- Onboarding −70%
-
2021 — 2022
Virtual Assistant · Harbor & Pine Coaching, Austin
Inbox and calendar for a busy executive coach; built the booking flow and the client resource library she still uses today.
- Inbox zero, daily
- Booking system
-
2019 — 2021
Admin & Customer Support · Makati, PH
Where it started: high-volume support for an Australian e-commerce brand. Learned to be calm, quick and kind under pressure.
- Top CSAT, 3 quarters
07 — The proof folder
Real systems, (lightly) redacted.
A peek at the documents and dashboards I build for clients. Click any file to open it.
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Client onboarding SOP
A 14-step playbook that takes a new client from signed proposal to kickoff call in 48 hours — contracts, invoices, welcome email, CRM entry and shared folders, in that order, every time.
- Built in: Google Docs + Loom walkthroughs
- Result: onboarding time cut from 7 days to 2
-
Founder command centre
One page that answers “what needs me today?” — priorities, a delegated-task board, meeting notes and a waiting-on list, all updated by me before the founder's day starts.
- Built in: Notion, linked databases
- Result: daily stand-up replaced by a 2-minute read
-
Sydney conference trip
Five days, two cities, eleven meetings. Flights, transfers, hotel, dinner reservations and a printable run-sheet with every confirmation number — plus a backup flight on hold.
- Built in: Google Docs + TripIt-style timeline
- Result: zero missed connections, zero 2 AM emails
-
Inbox rescue: 2,031 → 0
A coach's inbox, untouched for three months. I built 18 filters, a 4-label system and reply templates, then cleared the backlog in five working days without losing a single client email.
- Built in: Gmail filters, labels & templates
- Result: inbox zero, maintained for 2+ years
-
New-hire onboarding checklist
A reusable template for an agency's new team members: accounts, equipment, intro calls and first-week goals, each with an owner and a due date. Duplicated and ready in one click.
- Built in: ClickUp templates + automations
- Result: new hires productive by day 3
-
Monthly ops report
Hours used, tasks shipped, response times and next month's plan — on one page. Clients tell me it's the only report they actually read.
- Built in: Google Sheets + Looker-style charts
- Result: renewals on autopilot
08 — Kind words
From people who sleep better now.
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“Juan took my inbox from two thousand unread to zero in his first week — and it has stayed there for two years. I got my mornings back.”
Mia Reyes-CarterFounder, Harbor & Pine Coaching · Austin
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“He runs our ops like he owns the place. Onboarding new clients went from a week of back-and-forth to a two-day checklist.”
Tom WhitfieldManaging Director, Northbeam Agency · Sydney
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“The calendar Tetris is gone. Juan guards my focus time like a bouncer. Honestly the best hire I've made.”
Priya NatarajanExecutive Coach · Denver
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“Proactive is an understatement. Flights, venue and the team dinner were booked before I'd finished asking.”
Daniel OseiCo-founder, Copperline Consulting · Melbourne
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“Clear weekly reports, zero dropped balls, and genuinely lovely to work with. I can't imagine going back.”
Hannah LimFounder, Wildflower Wellness · Brisbane
09 — Packages
Simple, honest pricing.
All prices in USD. Cancel any time with two weeks' notice — no lock-in contracts.
-
Hourly
$15/ hour
For lighter loads and trying things out. Minimum 10 hours a month.
- Inbox & calendar support
- Replies within one business day
- Weekly summary email
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Most popular
Part-time retainer
$1,100/ month
80 hours a month — about 20 a week. The sweet spot for busy founders.
- Everything in Hourly
- Your own Slack channel
- Same-day replies in your hours
- SOPs written for everything I touch
- Monthly ops report
-
Full-time
$2,000/ month
160 hours a month. Your right hand, fully embedded in the team.
- Everything in Part-time
- Daily stand-up & end-of-day notes
- Client onboarding & CRM ownership
- Travel & events, end to end
What hours do you work?
I'm in Manila (GMT+8) and keep at least four hours of overlap with your working day — US mornings or Australian afternoons. The rest of my day happens while you sleep, so you wake up to progress.
How do we communicate?
Whatever you already use — usually Slack or email for day-to-day, a quick weekly call, and short Loom videos when something is easier to show than tell.
How do you keep my accounts safe?
I sign an NDA before day one, use a shared password manager (never passwords in chat), turn on two-factor everywhere and only ask for the access a task actually needs.
Is there a minimum commitment?
Hourly support starts at 10 hours a month. Retainers are month-to-month with two weeks' notice — I'd rather keep you because it's working than because of a contract.
Can we start with a trial?
Yes. A paid one-week trial at the hourly rate is a great way to see how we work together. If it's a fit, that week counts towards your first month.
What don't you do?
Legal or financial advice, cold calling and anything that needs a licence I don't hold. If it's outside my lane, I'll say so and help you find the right person.
11 — Let's talk
Let's get you some time back.
Book a free 30-minute discovery call. We'll map where your hours go and what I'd take off your plate first — no pressure, no hard sell.
- Emailhello@juandelacruz.com
- LinkedIn/in/your-handle
- Based inManila, Philippines · GMT+8
- Booking2 of 3 spots open for next month