Executive Assistant and Ops Systems Builder

Your business runs better
when I'm in it.
Ask anyone.

I work behind leaders and growing teams: calendars, systems, communications, the parts of the operation that cannot be dropped. I learn how someone thinks, then build what they need around that. Not a task list. A system that holds without me having to be asked.

Start a conversation See the work
Open to work. Let's talk.
About

Different stakes. Same job.

"Find what's about to break, fix it before it does."

I've supported people running a five-person team and people running a board meeting, across industries and time zones. The scale changes. The job doesn't: protect the calendar, catch the conflict before anyone has to explain it, and build the system that holds even when I'm not the one watching it.

That's looked like moving a live project tracker between platforms without dropping a deliverable. Running point on communications during investor calls and IPO stage work, where a missed detail isn't a small thing. Building automations that do the noticing so the people I support don't have to.

Ops and Systems Management Calendar Management Communications Management Travel Management Project Coordination
Experience

Where the work has taken me

Each role looked different on paper. Underneath, the throughline never moved: be the person who finds what's about to break, and fixes it before it does.

Founder Independent EA and Ops Practice Apr 2026 to Present
Working directly with founders and growing teams as an ops coordinator and executive assistant. Recent work has included migrating a live project tracker between platforms without dropping a deliverable, and building automations that catch scheduling conflicts before they become someone else's problem.
Executive Partner Athena Oct 2022 to Apr 2026
Supported two VVIP clients at Athena over this period, with the title shifting from Executive Assistant to Executive Partner along the way, the work itself stayed the same: full-service executive support.

For a Tech Fitness founder who took his company public through an IPO

  • Managed investor documents and contracts for accuracy and compliance, including share statements, tax updates, share transfers, and ownership changes
  • Managed online state tax accounts and liaised with state authorities to resolve compliance issues
  • Coordinated home maintenance, childcare, and utility payments, plus FSA, retirement, and Amazon account tracking
  • Conducted research to support client decision-making and handled administrative tasks including online orders, calls, and document organization
  • Implemented a streamlined mail management solution for remote company operations

For a LinkedIn Top Voice and public speaker

  • Served as primary operational lead, managing end-to-end logistics for speaking engagements across technology and nature verticals
  • Built a custom CRM to manage the speaking tour pipeline and follow-up workflows
  • Coordinated travel arrangements including itineraries, flights, hotels, and transportation
  • Scheduled personal appointments including medical visits, consultations, and special occasions
  • Supported newsletter and social media production through research and content scheduling
  • Held purchasing authority with credit card access for payments and expense management
  • Developed an optimized task-tracking system to maintain visibility across concurrent projects
Legal Clerk / Executive Secretary Mactan Rock Industries Inc. Nov 2019 to Aug 2020
  • Drafted comprehensive contract agreements for contractors and consultants, ensuring accurate and legally sound documentation
  • Supported paralegals and legal consultants through legal research and fact verification for ongoing cases
  • Drafted, proofread, and edited memorandums for legal and executive departments
  • Prepared detailed meeting minutes and resolutions for board and committee meetings
  • Processed permits, certificates, and licenses at national government offices, collaborating closely with the admin team
  • Organized and archived documents related to legal cases and the CEO's personal files
  • Managed the CEO's calendar, inbox, and travel itinerary, including flights, hotel accommodations, and reminders
  • Managed arrangements for company guests' accommodation and entertainment
  • Managed the CEO's medication schedule and doctor's appointments
Testimonials

What it's like to work with me

In their words, not mine.

"

Mae is the best executive assistant I've ever had. Period.

If you're looking for someone to support you or your team, not just with task completion, but system design, I recommend Mae without hesitation or reservation.

For a year I had the benefit of Mae supporting me. She handled all the expected duties of logistics management, communications, and the like. But where she really shone was in her appetite for learning and systems development. AI did not intimidate her. It inspired her to build. To this day I use some of the systems Mae built for me and talk about her as a prime example of creativity and evolution in the face of all this technological change.

As important as her high level of competence, is her genuine warmth. Literally everyone on my team, every client, partner, or customer of mine who Mae interfaced with loved her.

If you're considering working with Mae, just do it.

BT
Baratunde Thurston
Speaker, host, writer · former client
"

Mae has been an incredible help during her time supporting Forme/Interactive Strength. I am not the most organized person, and I tend to move a million miles an hour, but she was always able to keep pace with me and adapt seamlessly to the constant changes I threw her way.

Mae is reliable, flexible, proactive, and a pleasure to work with. I would never hesitate to work with her again, and I truly hope she gets the opportunity to shine as brightly as she deserves. Mae is genuinely awesome, and any team would be lucky to have her.

OB
Oana Breen
Organizational transformation consultant · former client
Services

What I help with

Three areas where I add the most value. Get in touch and we can work out what you need for your business.

01

Ops and Systems Management

Setting up and maintaining the systems that keep a team running: monday.com boards, automations, and the workflows behind them, so things keep moving even when no one is watching them.

02

Communications Management

Owning the inbox, the calendar, and the day-to-day correspondence that comes with leading a business, so nothing important slips and nothing urgent waits longer than it should.

03

Project Coordination

Keeping projects on track from kickoff to delivery: tracking deliverables, following up on open items, and making sure the right people know what is happening and when.

Rates & Availability

Partnership structures built for focus, not volume.

01

Starter Support

10 hrs / week
$850 /month
  • Calendar management
  • Inbox management
  • Drafting responses
  • Task tracking & reminders
Most Popular
02

Growth Support

15 hrs / week
$1,000 /month
Everything in Starter, plus:
  • Travel management
  • Project coordination & tracking
  • Tracker updates & management
03

Premium Fractional EA

20 hrs / week
$1,500 /month
Everything in Growth, plus:
  • Meeting prep & exec summaries
  • Workflow automations
  • SOP creation and documentation

Part-time support currently prioritizes US Eastern Time overlap or flexible async setups. Every tier can be customized to fit your business.

Open to work. Let's talk.

If your business needs someone watching the parts that cannot be dropped, get in touch and we can talk through how I can help.

Email abellanosamae@gmail.com