Smart Support Specialists for founders and executives. Email, calendar, travel, project management, personal admin — handled with AI-augmented precision.
Inbox is a backlog. Calendar is double-booked. Travel is a Google Doc nobody updated. The decisions only you can make wait while you chase receipts and reschedule a 1:1 for the third time.
A dedicated Smart Support Specialist who owns the operational layer of your week. AI-augmented execution, HelpFlow-managed quality, month-to-month flexibility. Your time gets the judgment moments and the rest gets handled.
Each Smart Support Specialist works inside your tools — and HelpFlow manages the operator, so quality and continuity are both measured.
Inbox triage with AI-generated daily briefs. Drafts, replies, and follow-ups.
Scheduling, rescheduling, cross-time-zone wrangling, prep documents, and calendar hygiene against your priorities.
End-to-end travel: flights, hotels, ground transport, itineraries, and AI-checked confirmations across every leg.
Receipt capture, categorization, monthly reconciliation, and audit-ready expense reports filed inside your accounting tool.
Cross-functional project ops in Asana, Notion, ClickUp, or Monday — briefs, deadlines, dependency tracking, and weekly status.
Sourcing, quoting, scheduling, and follow-through with vendors, contractors, and partners — managed end to end.
Personal admin tasks: appointments, gift coordination, subscription management, and household vendor scheduling.
Offsites, dinners, and team events: venue sourcing, logistics, attendee comms, and on-the-day coordination.
Proof-reading, formatting, and pre-send QA on decks, contracts, and outbound documents — with AI-assisted consistency checks.
We capture your priorities, your communication style, your calendar non-negotiables, and the lanes most worth handing over.
We stand up your AI brief: a daily summary of inbox, calendar, and open threads tuned to your priorities — the specialist's operating context.
Matched specialist begins shadow → assist → own across email, calendar, travel, and projects. AI handles drafts and summaries; specialist handles judgment.
End-of-day summary: what was handled, what is pending decision, and what is on tomorrow. Weekly business review tunes scope and priorities.
Within two weeks of signing we had a VA sourced, onboarded, and ready to go. Within days, he was working like one of our domestic employees — you couldn't tell the difference if you didn't know. It's opened up a whole new world for us.
One monthly fee per full-time specialist covers recruiting, training, AI brief tooling, and management. Month-to-month, no lock-in.
Dedicated full-time Smart Support Specialist embedded with you, 40 hours per week.
Five things executives ask before they hand the inbox over.
A trained executive assistant augmented by HelpFlow's AI tooling. Specialists use AI to generate daily briefs, draft replies, summarize meetings, and pre-fill expense reports — so your time gets the human-judgment moments and the rest gets handled.
Three things: AI-augmented execution (briefs, drafts, summaries are AI-assisted), HelpFlow management (a dedicated success manager owns quality and continuity), and month-to-month flexibility — no recruiting, no benefits, no lock-in.
Yes. Each Smart Support Specialist is matched to you specifically. They learn your priorities, your contacts, your travel preferences, and your communication style — not pooled across a shared queue.
Onboarding takes 10–14 days from kickoff. It covers a structured 5-minute interview, AI brief setup, and calendar and email access. The full ramp takes 30 days, and during it your specialist shadows your week until they can run it independently.
Daily reporting on inbox state, calendar coverage, and open requests, plus weekly business reviews with the success manager. QA is run on every deliverable during the 30-day ramp, before the specialist works on their own.
Fifteen minutes on a call and we'll map your priorities, the lanes worth handing over, and the specialist scope that fits them.
