Senior Executive Assistant / Fractional Chief of Staff

You run the vision.
I run everything else.

I help you stop being the operating system for your entire company. Tell me where you're going, and I build the infrastructure that runs your departments without you. No hand-holding required.

40
Person Teams Managed.
Globally.
17
Countries Operated.
Zero Dropped Balls.
7+
Years Running
the Back Office
Book a Call → View LinkedIn →
Luke Kapelchan, Senior Executive Assistant and Fractional Chief of Staff
$500K+
In Founder Focus
Recovered Annually
25-30
Hrs/Week Returned
to You
$80bn
Deal Closed
Solo
Organisations Worked With
Smurf Village FX Infinox Capital The Mancave GH Golden Riptide Academy
The 90-Day Promise

I help you stop being the operating system for your entire company. Hand me the back office, and your departments run without you in 90 days.

01
Is This You?

This page is built for a specific kind of business and a specific kind of leader. If most of it sounds like your week, we should talk.

Your Business

✓US-based company or startup
✓10-100 people on the team
✓Recently funded or actively scaling
✓Revenue-generating. This is a real business.

Your Situation

✓You're the founder, CEO, or both
✓You're still doing things that shouldn't touch your calendar
✓Your team is growing but your systems haven't kept up
✓You can't scale because you are the bottleneck
If you're looking for a task-taker to manage a to-do list, we can start there. However, I do my best work with founders who are ready to hand over real operational ownership, not just delegate one-off tasks. If you need a strategic partner who takes the back office completely off your plate and runs it without hand-holding, keep reading.
02
What I Fix For You

What I take off your plate.

Executive Operations

"Your calendar runs you. Your inbox is a second job. You're preparing your own decks at midnight."
  • Full calendar ownership and inbox triage to zero
  • Travel planning and logistics
  • Board deck prep and meeting management
  • CEO-level briefings before every room
CEO SupportInbox ZeroBoard Prep

Workflow Automation

"Your team does the same manual tasks every week. Processes live in people's heads, not systems."
  • SOP design, documentation and process audits
  • No-code automation via Zapier, Make and n8n
  • Onboarding workflows and bot deployment
  • Built once. Runs indefinitely without you.
ZapierMaken8nSOP Development

Strategic Partnerships

"There's a deal that could change your business but nobody has the bandwidth to pursue it end-to-end."
  • Target identification and cold outreach
  • Relationship management and negotiation
  • CEO briefing prep and contract coordination
  • Originated, negotiated and closed without pulling your focus
B2B NegotiationDeal Flow

Executive Communications

"You have 40 tabs open and messages to write to investors, partners, and your team, all waiting on you."
  • Email ghostwriting in your exact voice
  • Investor updates and internal announcements
  • Partner correspondence and social content drafts
  • Your comms pipeline never backs up again
GhostwritingAI-Assisted

Distributed Team Ops

"You have people across 5 time zones and no single system keeping them aligned or accountable."
  • Async coordination across time zones
  • Ambassador and franchise network management
  • Team onboarding and performance tracking
  • Remote team runs coherently, without daily check-ins
17 Countries40 Ambassadors

Project Execution

"Action items leave meetings and disappear. Nobody follows up. Things fall through the cracks for weeks."
  • Project tracking via ClickUp, Asana or Notion
  • Action-item ownership and deadline management
  • Stakeholder updates and follow-through records
  • Every commitment has an owner and a deadline
100% Follow-ThroughClickUpAsanaNotion
03
Proof It Works

Specific outcomes from real engagements.

Case Study 01
$80bn/month Partnership Close
Smurf Village FX · 2019-2024

Problem

50,000+ students had trading profits they could not access. No payment infrastructure existed. The business was at risk of collapse.

Action

Identified and approached Infinox Capital via LinkedIn. Owned all negotiations end-to-end, built the CEO briefing and closing presentation, and managed the full deal pipeline through to signed agreement.

Result

Partnership closed with a platform processing $80bn/month. Infrastructure gap resolved. 50,000+ students gained access to their funds. Infinox then brought Luka on contract as their Strategic Partnerships and BD Manager.

Case Study 02
3x Growth. 28% More Students.
Golden Riptide Academy · 2022-2023

Problem

A 35,000-student platform with no SOPs, fully manual onboarding, and a brand presence that wasn't converting. The team was buried in repetitive ops work.

Action

Built the organisation's first SOP library (10+ core processes), automated the full client onboarding workflow, deployed Telegram bots for 24/7 support, and led a full brand rebrand across all channels.

Result

3x engagement increase and 28% enrollment growth. Manual onboarding eliminated. Support running 24/7 with zero additional headcount.

Case Study 03
24.6M Reach. Zero Ad Spend.
The Mancave GH · 2020-2022

Problem

A fast-growing investment coaching brand needed to scale its reach rapidly. No budget for mass paid media. Needed a franchise model that could run without the CEO in every deal.

Action

Originated and closed organic celebrity endorsement deals from scratch. Designed and ran the full franchise licensing model: outreach, qualification, onboarding, and operational handoff of each new business owner.

Result

Organic endorsements secured from influencers with a combined 24.6M+ Instagram following at zero ad spend. Franchise network scaled to 20+ active business owners. Organisation recognised as a Top 10 Fastest-Growing Business in Ghana.

Case Study 04
Exec Comms Owned. 60% Faster.
Smurf Village FX · 2019-2024

Problem

The CEO of a 50,000-member global organisation was spending hours every week writing partner emails, investor updates, internal announcements, and social content. The volume was unsustainable.

Action

Built a systematic AI-assisted ghostwriting workflow using Claude, ChatGPT, and Copilot, anchored by detailed voice guidelines. Took full ownership of all executive correspondence.

Result

~60% reduction in executive communication prep time. Every external partner email, investor update, and social post drafted, reviewed, and published on schedule, in the CEO's voice, without the CEO's time.

Case Study 05
COO to Interim CEO. Nothing Stopped.
Smurf Village FX · 2021-2024

Problem

A 50,000-member FX trading academy entered a critical leadership transition with no succession plan. The CEO needed to step back. The business could not afford to slow down.

Action

Stepped up from COO into the Interim CEO role. Led the 40+ person team across education, customer support, marketing, and technology. Owned P&L, approved critical expenditures, managed risk-assessment decisions, and represented the CEO in all stakeholder communications.

Result

Full business continuity maintained. No disruption to student operations, partner relationships, or team performance. The organisation navigated a critical transition period with zero public-facing incident.

04
What They Say

Luka consistently demonstrated exceptional strategic foresight and execution, and the ability to drive projects to success. His professionalism and commitment always stood out. He also possessed excellent negotiation skills, fostering strong partnerships and smooth collaborations. I highly recommend Luka for opportunities that value a strong results-oriented leader.

Kwaku Amoh-Aboagye
Innovator

In the years we worked together, Luka proved himself to be one of the most resourceful and dependable professionals I've known. He built systems where there were none and managed complexity that would have overwhelmed most people. When things got difficult, he stepped up. That's rare.

Rodney Ahenkan
Founder, Smurf Village FX
05
How We Work Together

Choose the combination that matches what's costing you time. Stacks combine. We define the exact scope on a call.

Combo 01

The Executive Stack

For founders still running their own calendar and inbox.

  • Calendar ownership + inbox triage to zero
  • Board deck prep + CEO-level briefings
  • Travel planning + logistics
Combo 02

The Operations Stack

For teams where processes live in people's heads, not systems.

  • SOP design, documentation + process audits
  • Automation setup (Zapier / Make / n8n)
  • Project tracking (Asana / Notion / ClickUp)
Combo 03

The Growth Stack

For founders sitting on a deal or network they can't pursue.

  • B2B partnership outreach + pipeline management
  • Ambassador / franchise network coordination
  • Stakeholder + investor relationship management
Combo 04

The Communications Stack

For CEOs whose inbox and content calendar are always waiting on them.

  • Executive ghostwriting (emails, investor updates)
  • Social content drafting, in your voice
  • Internal comms + team announcements
Combo 05 · Recommended

The Full Back Office

For founders ready to hand over real operational ownership, not just a to-do list.

Includes
Combo 01 Executive Stack Combo 02 Operations Stack Combo 04 Communications Stack

Combo 03 (Growth Stack) available as an add-on.

Let's Talk Scope →
Credentials
Certifications

Executive Assistant / Chief of Staff
micro1
Administrative Assistance Professional
Microsoft
Customer Service Professional
Zendesk
Let's Talk
Ready to Stop Being the Bottleneck?

Every hour you spend on low-value tasks is money your business is losing. I take that off your plate, permanently.

Book a Call →
20 min discovery call · no pitch · just a conversation about what's costing you time
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