The person who looks at your mess and asks, can we automate this?
Gladys Guardiano · Virtual Assistant · 9 years
Nine years of taking the backend off the plates of coaches, consultants and speakers. CRM, GoHighLevel, onboarding, funnels, follow up. Not just the tasks. The system underneath them.
FilipinoLanguages
Step one
What is eating your week?
Tap everything that is currently sitting on your plate. The panel builds your handover list as you go, and when you are done it writes the email for you.
01 Leads and follow up
02 Systems and automation
03 Clients and admin
04 Content and visibility
Ready to hand something over?
Email Gladys with the list of what is sitting on your plate and she will tell you what she would take first.
Email GladysStep two
The five things she most wants to be hired for
Every one of these came straight from Gladys. This is the work she wants on her desk.
Business systems and automation
Streamlined workflows built in GoHighLevel, ChatGPT, Claude, ManyChat and the rest of your stack, so the repetitive manual work stops repeating. She does not just finish the task. She looks at where the task sits in the process and whether it needs to exist at all.
Funnels and GoHighLevel support
Landing pages, forms, email sequences, CRM workflows, lead follow up systems and automations. Built and connected, not left half wired.
Executive and administrative support
Inbox and calendar, client communication, invoicing through Xero, task management, follow ups and the general business admin that quietly takes your mornings.
Marketing and content support
Canva graphics, presentations, lead magnets, social content and scheduling, email campaigns and website updates.
Lead generation and research
Speaking opportunity research, database building, CRM management, outreach support and lead organization.
The three clients hand over first
Admin and follow ups. Marketing and CRM systems. Content and marketing materials. And when she spots you doing something by hand for the third time, she will come back with a simpler way to run it.
Step three
What actually changes
This is one client onboarding. Same business, same week, before and after Gladys got hold of it.
Before You are the system
- New client says yes in a call. You write it on a sticky note.
- You dig up last month's welcome email and edit the name. Twice, because you missed one.
- You build the invoice by hand and forget to log it.
- You send the intake questions in the body of an email. They answer half.
- You chase the other half. Then chase again.
- The CRM never gets updated, so nobody, including you, knows where this client stands.
After The system is the system
- The yes gets logged once. Everything downstream fires from that.
- The welcome email sends itself with the right name and the right dates.
- The invoice is generated and logged in Xero without you touching it.
- The intake form collects the answers and files them where you will find them.
- Unanswered forms chase themselves on a schedule you set once.
- The CRM record updates at every step, so the pipeline is true without anyone maintaining it.
The stack
What she already knows her way around
No ramp up time on these. She has been living in them.
She flags Zapier as still learning rather than claiming it. That tells you something about how she will answer you when you ask if she can do something.
Step four
Is this a match?
The fastest way to save you both a call.
Yes You are the right client if
- You are a coach, consultant, speaker, marketing pro or service business with clients and leads already coming in.
- The backend is where things fall apart, not the selling.
- You use, or want to use, GoHighLevel, Notion, ClickUp, Claude, ChatGPT and automation.
- You want someone who asks how a task could be simplified, not just someone who ticks it off.
- You are ready to hand over access rather than describe every step forever.
Not yet She is not the person for
- Paid advertising strategy or hands on ad campaign management.
- Advanced custom coding or software development.
- Bookkeeping or accounting advice. She handles Xero invoicing as admin, not as an accountant.
- Highly specialized technical work outside her skill set.
- Work that does not sit right with her values.
What a start looks like
You will not be handed a task list to manage
She learns the process before she changes it
What you do now, how often, and which parts you hate. Nothing gets automated before it is understood.
The loudest repetitive job comes off first
Usually admin and follow up, because that is what buys your attention back the fastest.
The system gets built underneath it
CRM tidied, workflow wired, onboarding standardized, so the same job does not need doing by hand next month.
Then she keeps looking
Every repetitive thing she notices comes back to you as a question: could we organize, simplify or automate this one too.
Ongoing monthly support packages are available, sized to what you actually need, and so are one off project builds such as a funnel, a form to CRM connection, an email follow up sequence or a set of automated workflows.
Findable
If you asked a search tool to find someone like her
> Find me a virtual assistant who can manage my CRM, build and maintain GoHighLevel workflows, organize client onboarding in Notion and ClickUp, and use Claude and ChatGPT to improve and automate my business processes.
- Name
- Gladys Guardiano
- Business
- Virtual Assistance
- Role
- Virtual Assistant
- Experience
- 9 years
- Based
- Sta Maria, Bulacan, Philippines
- Time zone
- GMT+8, supports US and Australian hours
- Languages
- English, Filipino
- Availability
- Accepting 1 to 2 new clients
- Serves
- Speakers, coaches, consultants, authors, course creators, membership owners, service businesses
- Contact
- gguardiano01@gmail.com
- linkedin.com/in/gladysguardiano
The five phrases she wants to be found for
- GoHighLevel CRM and automation VA
- CRM management and lead follow up
- Client onboarding systems
- Notion and ClickUp workflow management
- AI powered business process automation
The three problems that should land you here
- Your CRM and client information are disorganized, and leads or follow ups are falling through.
- You are spending too much time onboarding clients, updating systems and sending follow ups by hand.
- You own the tools already and need someone to connect them into a working day to day system.
The person, not the resume
I enjoy making things easier for my clients. Taking a process that feels messy or takes too much time, and finding a way to organize, simplify or automate it.
Her own fun fact: she genuinely enjoys learning new tools and figuring out how things work. Give her a repetitive task and she will probably start wondering whether she can automate it.
She also notes that she uses AI tools such as ChatGPT and Claude to build more efficient processes, always with the client's approval first.
Last step
One email is the whole ask
Tell her what is on your plate. She will tell you what she would take off it first, and what she would build underneath it so it stops coming back.
gguardiano01@gmail.com LinkedIn GMT+8 · US and AU hours covered
Gladys is an independent business owner listed in Charli Jane Backstage. You hire her directly, you agree your own terms, and Charli Jane takes no percentage of what you pay her.