Executive Assistance for small business owners
Protect your time and keep operations moving — without the admin overwhelm.
Hi, I'm Ivy, I help small business owners reduce operational chaos, protect their time, and maintain fast, reliable follow-ups so opportunities don’t fall through the cracks.
I focus on building simple, structured systems that keep daily operations running smoothly without the founder needing to micromanage.
Done-for-you systems, clear execution plans, and reliable support for growing small businesses.
Tools I Use
How I Support Small Business Owners
I help small business owners reduce operational chaos, protect their time, and maintain fast, reliable follow-ups so opportunities don’t fall through the cracks.
Operational Results
Inbox overload and missed important emails
Disorganized calendars and constant rescheduling
Tasks are stalling due to a lack of visibility
Founder overwhelmed with day-to-day admin
Slow response to leads and client inquiries
Core Services
Client & Calendar Management
Inbox triage and email management
Calendar management and scheduling optimization
Meeting coordination and preparation
Executive weekly reporting
Execution & Operations
ClickUp task and workflow management
Weekly priority planning
SOP documentation and process organization
File and Google Workspace organization
Revenue Support Systems
Speed-to-lead response workflows
Follow-up tracking and reminders
Basic GoHighLevel automation
Pipeline visibility support
Case Studies
ClickUp Workflow & TaskManagement System
Problem
A small business owner lacked clear task visibility and consistent tracking. Priorities were scattered, increasing the risk of missed deadlines and stalled work.
Solution
I built a structured ClickUp workspace with organized lists, priority tags, due dates, and workflow stages. Tasks were clearly mapped from intake to completion to improve accountability and execution flow.
Result
Task visibility improved, deadlines became easier to track, and the risk of missed deliverables was significantly reduced
Calendly Booking & Calendar Automation Setup
Problem
Manual scheduling created excessive back-and-forth emails, slowing down the client booking process and adding unnecessary friction.
Solution
I configured a professional Calendly booking system with availability rules, meeting types, automated confirmations, and reminder notifications to streamline appointment scheduling.
Result
The booking process became faster and more efficient, reducing scheduling emails and improving the client experience.
Inbox Management & Gmail Labeling System
Problem
Inbox clutter made it difficult to prioritize important messages, increasing the risk of slow responses and missed client communications.
Solution
I implemented a structured Gmail labeling and filtering system with priority categories, automated sorting, and organized inbox views to surface high-priority emails quickly.
Result
Email prioritization became faster, inbox clutter was reduced, and important messages were less likely to be missed.
Calendar Coordination & Meeting Setup
Problem
Meeting coordination lacked structure, creating potential scheduling conflicts and last-minute confusion for participants.
Solution
I implemented a structured calendar coordination workflow using Google Calendar and Google Meet, ensuring accurate scheduling, participant management, and reminder notifications.
Result
Meeting readiness improved, scheduling conflicts decreased, and sessions ran more smoothly.
Service Packages
Choose the level of support your business needs
Clear, transparent packages designed for online coaches and consultants at different stages of growth.
Executive Assistance for small business owners
Protect your time and keep operations moving — without the admin overwhelm.
Ivy Sia
Executive Virtual Assistant
Helping busy founders streamline operations and protect their time.
📩 [email protected]
🌎 Available for remote support (EST/PST friendly)
