OC Olivia Chinenye
STATUS: AVAILABLE Book a call
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Executive · Admin · Personal VA Luxury Travel & Concierge Roofing Businesses

Your RESERVATIONS
handled, logged, and off your desk.

I'm Olivia, a virtual assistant who runs the operational side of service businesses: reservations, invoices, quotes, follow-ups, and the client relationships riding on all of it, so you can stay on the tools or on the phone with the client, not buried in your inbox.

Book a discovery call See who I work with
2industries I specialize in
GHL · Notion+ sheets, daily
24 to 48htypical turnaround
OPEN TO NEW CLIENTS
--:--:--WAT
Olivia Chinenye, virtual assistant
Currently managing reservations, invoices & CRM systems for active clients
01

Not sure where your ops are leaking time?

15 minutes is usually enough to find out.
Let's talk it through
// THE SHORT VERSION

What you get on day one

No ramp-up theatre. Here's what's already true about how I work.

02
Core industries mastered: roofing & luxury travel/concierge
48H
Standard turnaround window on invoices & follow-ups
100%
Done-for-you admin: trackers, inboxes & records, fully managed
01
Point of contact: no rotating account managers, just me
02

Still confused how this would actually work for you?

Bring your specific chaos. I'll tell you honestly if I can fix it.
Ask me directly
// 05 · WHO I'VE WORKED WITH

Two industries I know from the inside out

Every VA says "detail-oriented." What actually matters is whether I understand your workflow before you explain it. Here's where I've built that fluency.

Luxury Travel & Concierge Luxury hotel reception desk

Luxury travel & hotel concierge businesses

For agency owners and travel assistants juggling reservations across hotels, villas and chauffeurs, where one dropped follow-up can cost a partner relationship.

  • Commission emails sent to hotels & chauffeurs, tracked to close
  • Follow-ups with travel assistants so nothing sits unanswered
  • Invoicing, booking trackers & reservation records kept current
  • Payment schedules organized and partner relationships maintained
Roofing Businesses Roofing contractors working on a roof

Roofing companies

For roofing business owners who'd rather be on the job site than chasing quotes and unpaid invoices from the truck.

  • Quotations sent quickly, formatted, and tracked to a decision
  • Invoices issued and followed up on until they're paid
  • Client & lead relationships kept warm between jobs
  • CRM organized so no lead falls through the cracks
Open to other niches too. If your business runs on reservations, quotes, invoices, or client follow-up, we should talk.
03

Recognize your business in either column above?

Good sign. Let's see if the fit is real.
Book a call
Olivia Chinenye portrait
Olivia Chinenye, candid
VAExecutive · Admin · Personal
// 04 · ABOUT ME

Hi, I'm Olivia. I run the parts of your business that keep everything else on schedule.

I'm a freelance virtual assistant offering personal, executive, and administrative support: the kind of help that means you stop dropping things you never meant to drop.

Day to day, I work inside tools like GoHighLevel and Notion, tailored to whatever system a client already runs on, and I live mostly in spreadsheets: reservation trackers, invoice logs, quote pipelines, booking calendars. I send commission emails to hotels and chauffeurs, follow up with travel assistants until they answer, create and chase invoices, maintain CRMs, and keep client and partner relationships warm between the moments you actually get to speak with them yourself.

The short version: I take the operational weight off agency owners, travel advisors, roofing business owners, and CEOs, so their time goes back to the client-facing work only they can do.

GoHighLevel Notion Google Sheets / Excel Reservation Trackers CRM Management Invoicing
// TOOLS & PLATFORMS

Wherever you already work, I'm already comfortable there

No migration required. I plug into your existing stack from day one.

and a few others, depending on what you already run on
In my own words

"I don't do busywork. I build the one tracker you'll actually trust, so the reservations, quotes and invoices that were never supposed to live in your head, stop living there."

Olivia Chinenye
// 06 · THE PROBLEM

The work isn't hard. Keeping up with it is.

Most founders I talk to aren't missing skill or ambition. They're missing the twelfth hour in the day.

Where it usually breaks

What's actually happening

  • Quotes and invoices go out late, or don't get followed up on at all
  • Reservation and booking details live across five different chats and a notebook
  • Hotel, chauffeur and vendor follow-ups fall off because there's no one tracking who owes a reply
  • The CRM is either empty or three months out of date
  • You're doing $30/hour admin work instead of the work only you can do
How I fix it

What changes once I'm in

  • One tracker, one source of truth: reservations, quotes, invoices, all current
  • Every commission email, follow-up and quote sent on a schedule, not a memory
  • Your CRM organized and actually kept up to date, lead by lead
  • Payment schedules and client records maintained without you asking
  • A weekly rhythm you can see, so nothing depends on you remembering it
04

That "what changes" column, want it true by next week?

That's usually how fast we can start.
Let's get started
// 07 · HOW I DELIVER

A repeatable rhythm, not a favor I do when I remember

Four steps, every client, every week. In that order. Skipping the audit is where most VA relationships go sideways.

01

Discovery & audit

We map exactly how reservations, quotes, invoices and follow-ups move through your business today: tools, gaps, and where things are quietly falling through.

02

Systems setup

I build or clean up your tracker inside whichever tool you already run on (GoHighLevel, Notion, or Sheets), so there's one place everything lives.

TRACKER SETUP → live
03

Daily & weekly execution

Quotes go out, invoices get chased, commission emails get sent, and every reservation or lead is logged the same day it comes in.

04

Reporting & check-ins

A short weekly update on what moved, what's pending, and what needs your decision, so you stay in control without doing the legwork.

05

Curious how step 01 would look for your business specifically?

That's exactly what the first call is for.
Book the audit call
olivia's task board · live view

To do

In progress

Done

// BEHIND THE SCENES

This is what's actually running while you work

Not a mockup for the pitch. This is the shape of the board I keep for every client: nothing sits in one column longer than it should.

  • Every task lands somewhere specific, never just "in the inbox somewhere"
  • You can see what moved without asking me for a status update
  • Nothing stays in "in progress" long enough to go stale
// 09 · CASE STUDIES

What the work actually looks like

A mix of real client systems and illustrative examples of the same kind of work, clearly labeled either way.

On real client work, names, contact details and financial figures are blurred to protect confidentiality. Everything else on screen is exactly what I built.

Client Project · Roofing Ridgeline Roofing job scheduling and dispatch tracker, real client work
Ridgeline Roofing · Job Scheduling

A crew dispatch board that answers "what's happening today" in one glance

Ridgeline's jobs were tracked across texts and memory. I built a color-coded dispatch tracker covering every job's crew, materials, timeline and status, so scheduling conflicts get caught before a crew shows up at the wrong address.

3
Crews running in parallel
5
Job types live in one week
Job TypeCrewStatus
Full Re-RoofCrew A (Diaz)In Progress
Commercial RepairCrew B (Tran)Scheduled
Storm Damage RepairCrew A (Diaz)Complete
Illustrative · Executive Support Open planner and calendar on a desk
Founder Inbox & Calendar Reset

Zero inbox, a calendar that finally made sense

A solo founder hadn't seen the bottom of their inbox in months. Within two weeks I triaged and organized 1,200+ unread emails, rebuilt their calendar with real buffer time, and set up a system to keep both at zero going forward.

1,200+
Emails triaged
9hrs/wk
Reclaimed
TaskOwnerStatus
Inbox triage · Week 1OliviaDone
Calendar rebuildOliviaDone
Weekly report templateOliviaLive
Client Project · Luxury Travel Nostos boat reservations and commission tracker, real client work
Nostos · Boat Reservations & Commission

A live commission tracker that pays every travel assistant the right amount, automatically

Nostos needed one place to track boat reservations, retail pricing, and exactly how much commission each travel assistant was owed, without anyone doing the math by hand. Commission calculates itself the moment a booking status flips to paid.

20%
Commission auto-calculated
6
Travel assistants tracked
BoatCruise TypeStatus
Voreus (Axopar Brabus)Private, 2 paxPaid
Fountaine PajotSemi PrivatePaid
Aura 51 (catamaran)Private, 14 paxPaid
Illustrative · Roofing Roofing crew assessing a roof
CRM Revival

Turning a dead lead list into an active pipeline

Three months of leads were sitting untouched in a CRM nobody opened. I cleaned the list, re-engaged every warm lead with a personal follow-up, and set a rule: nothing sits for more than 48 hours without a next step.

63 → 0
Stale leads
+9
Jobs booked from revival
LeadSourceStatus
Whitmore ExtensionReferralBooked
Colton Ave PropertyFacebookQuote sent
Pine Ridge HOAWebsite formIn discussion
Client Project · Executive Assistant Executive Command Center daily ops dashboard, real client work
Command Center · Daily Ops Dashboard

A command center that tells a CEO exactly where their day stands, before they ask

Built for a busy executive who needed one screen answering "what's on fire, what's next, and what can wait." It pulls together the day's schedule, priority queue, inbox triage, travel countdown and budget pulse, so nothing gets missed between meetings.

6 / 9
Tasks cleared that day
12
Inbox items sorted
TaskOwnerStatus
Finalize board deck v3EAIn Progress
Confirm Tokyo hotel + transportEAIn Progress
Renew passportEAScheduled
Illustrative · Luxury Travel Luxury resort loungers overlooking mountains
Luxury Travel Concierge

White-glove itineraries, built without the back-and-forth

A boutique travel concierge needed itineraries that felt as considered as the trips themselves. I took over reservation coordination and built a client-ready itinerary template, cutting planning time while keeping every detail personal.

6hrs
Saved per itinerary
100%
On-time delivery
Client TripDatesStatus
Adeyemi · MaldivesSep 12 to 19Confirmed
Okoro · Amalfi CoastOct 3 to 10Drafting
Bello · DubaiOct 20 to 25Awaiting Quote
// MORE FROM THE ARCHIVE

A few more systems I've built

Click any tile for a closer look.

Assistant Payment Dashboard
Client Project Assistant Payment Dashboard View full size ⤢
Positano Trip Itinerary
Client Project Positano Trip Itinerary View full size ⤢
Roofing Ops Cleanup
Illustrative Roofing Ops Cleanup View full size ⤢
Partner Commission Recovery
Illustrative Partner Commission Recovery View full size ⤢
UAE Accounting Firm Outreach
B2B Research UAE Accounting Firm Outreach View full size ⤢
VIP Client Preferences
Luxury Travel VIP Client Preferences View full size ⤢
Zita AI · 30-Day Content Plan
Content Strategy Zita AI · 30-Day Content Plan View full size ⤢
Film Production Tracker
Creative Ops Film Production Tracker View full size ⤢
Milestone 2 Tracker
Product Coaching Milestone 2 Tracker View full size ⤢
06

Want a tracker like this running for your business?

We can sketch yours out on the call.
Sketch mine out
// 03 · WHO I'VE WORKED ALONGSIDE

The people I report to

Mostly founders and CEOs who needed a second set of hands they didn't have to supervise.

TA
Travel Assistant & Reservations Lead
PM
Hotel Partnerships Manager

Client logos and named partners will populate this row as they're added. This space is reserved and ready for them.

// CLIENT FEEDBACK

What changed once it wasn't on their plate anymore

Illustrative feedback in the voice of the people I work for. Real quotes replace these as clients sign off on sharing them.

"

I stopped checking my own inbox to see if I'd missed something. That's the part nobody warns you is possible.

CEO
Founder Luxury Travel Concierge Agency
"

Quotes used to sit for a week before anyone followed up. Now they're out same day and I find out about the job, not the delay.

RB
Owner Roofing Company
"

The tracker is the first system in three years that everyone actually uses, including me.

PM
Partnerships Manager Hotel Group
"

I handed over the commission chasing expecting to still babysit it. I didn't have to once.

TA
Travel Assistant Boutique Travel Agency
07

Want to be the next quote up there?

Real results, your name on them.
Start the conversation
// 08 · PRICE PACKAGES

Pick your starting point

Every tier below runs on the same core service. The tier sets how much gets carried each month, and final scope is always confirmed on the discovery call.

Essentials
$450/mo starting
For the founder who just needs the leaks stopped.
  • Inbox & calendar management
  • Quote or invoice creation, on request
  • One tracker built & kept current
  • Weekly status update
Start here
Most booked
Ops Partner
$850/mo starting
The full back office: reservations, invoicing, and follow-ups on autopilot.
  • Everything in Essentials
  • Full CRM & tracker management
  • Reservation, booking & quote coordination
  • Vendor, hotel & chauffeur follow-ups
  • Payment scheduling & commission tracking
  • Monthly ops review call
Book a call
Full Back Office
Custom
For multi-partner operations that need dedicated daily hours.
  • Everything in Ops Partner
  • Dedicated daily hours
  • Multi-platform coverage (GHL + Notion + Sheets)
  • Client & partner relationship management
  • Priority turnaround on all requests
Let's scope it

Pricing shown is a starting reference point. Every engagement is scoped to the real volume of work on the call.

08

Not sure which tier fits?

Tell me your business on the call. I'll tell you honestly.
Help me pick
// FAQ

Quick answers

Those are my two core industries because I know their workflows inside out, but I'm open to any business built around reservations, quotes, invoices, or ongoing client follow-up. Bring your business on the call and I'll tell you honestly if it's a fit.

None, necessarily. I work inside whatever you already use (GoHighLevel, Notion, Google Sheets or Excel), and if you don't have a system yet, building one is part of the Ops Partner package.

Usually within a week of the discovery call, once scope is confirmed and access to the relevant tools is set up.

Yes. Most of my clients aren't local to me, and coordinating across time zones is a normal part of the job.

Ready when you are

Let's get your back office off your plate.

One call is enough to know if this is a fit. Bring your specific mess: reservations, invoices, quotes, whatever's piling up, and we'll map it out together.

Book a discovery call Connect on LinkedIn
Chat with me on WhatsApp