Stacey Wairimu
Executive Assistant & Operations Generalist building well-run systems that scale.
The person behind the systems.
I'm Stacey Wairimu, an Executive Assistant and operations generalist who keeps busy founders and teams moving.
I turn scattered tasks, tools, and inboxes into simple, coordinated systems people actually use, systems that hold up as a team grows, not just ones that work for a week.
Whether it's a project tracker, a knowledge hub, or a client-facing site, I close the gap between "we should have a system for this" and a system that quietly runs in the background.
Three ways I keep things running.
Operations
Workflows, SOPs, and process cleanup that remove friction and make handoffs obvious as a team grows.
Administration
Calendars, inboxes, travel, and the day-to-day coordination that keeps leaders focused on what matters.
Systems & Tools
Building the project trackers, knowledge hubs, and sites a team lives in, set up so anyone can pick them up and it keeps working as headcount grows.
Tools I build and work in.
Sales NavigatorRecruiter
Four systems, four platforms.
A look at the systems I've built in Squarespace, Notion, Monday, and Claude, with the problem each one solved.
Client-facing presentation system
Built and structured a client-facing system end to end, with a custom candidate-selection form and consistent branding.
View case study →Knowledge systems
A central home space for mission, quarterly strategy, and links to every team workspace.
View case study →Recruitment pipeline
An applicant-tracking system grouped by stage, with status, category, and location at a glance.
View case study →Rapid systems with AI
Drafted candidate shortlists, generated ready-to-use HTML systems, and iterated fast from feedback.
View case study →Squarespace, Candidate presentation system
A client-facing system built from a blank template to a launch-ready, structured presentation flow.
The team needed a page that could stand on its own, present the brand clearly, and route incoming candidates through a structured form, without needing a developer for every future update.
- Built and structured the page in Squarespace from the ground up
- Embedded a custom candidate-selection form
- Kept branding, navigation, and forms consistent throughout
A system the team could hand off and keep updating themselves, no bottlenecks on future edits.
Notion, Knowledge and operations hub
A connected Notion workspace linking company knowledge to live operational status across every business line.
Company knowledge and the health of each business line both lived in scattered docs, memory, and ad hoc updates. The team needed one connected system that showed what mattered right now and who owned it.
- Built the company home space and its navigation
- Structured a live database tracking operational health per business line
- Assigned a clear owner and key stakeholders to every line, so status never got lost
Turned a scattered, ask-around status check into a live view anyone on the team could read at a glance.
Monday, Recruitment pipeline
An applicant-tracking board for Africa Rising, with candidates grouped by stage and key details visible at a glance.
Candidates were tracked inconsistently across spreadsheets and inboxes, making handoffs between recruiters slow and status updates easy to miss.
- Structured the pipeline by application stage
- Tracked category, country, and languages per candidate
- Set up automations for status changes and handoffs
A board that made "where is this candidate" a five-second lookup instead of a Slack thread.
Claude, Rapid builds with AI
Using Claude to move from a rough brief to a ready-to-use draft in a fraction of the usual time.
Turning raw candidate notes and rough briefs into polished, ready-to-share drafts used to take hours. Working directly with Claude compressed that into a single fast feedback loop.
- Drafted candidate shortlists and profiles with Claude
- Generated ready-to-use HTML systems from those drafts
- Iterated quickly from feedback until each draft was launch-ready
This portfolio site itself is a product of that same workflow, from first draft to launch-ready.
How I show up.
Calm under load
I keep the plates spinning without the drama, so leaders can focus on the work that matters.
Systems-first
If I do something twice, I build a system for it the third time.
Quietly reliable
Details handled, follow-ups closed, nothing dropped. The boring superpower.
Curious with tools
I learn whatever platform gets the job done and often build it myself.
Let's keep things running smoothly.
Reach out directly, I'll get back to you quickly.
Recommendations available on LinkedIn.