Lodestone Communications: Executive Support & Operational Stability​
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The Remote Assistant began working with Lodestone Communications in February, initially providing support through our Virtual Assistant, Emma Garcia, to the Chairman and Co-Founder, David, whose diary and inbox had become overwhelming. He had more than 16,000 unread emails, was missing meetings, and was being double-booked without his knowledge. Emma’s first priority was to act as a gatekeeper and restore structure.
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Executive Support for Senior Leadership
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Emma’s work included:
• Becoming the central point of contact for all internal and external meeting requests
• Implementing diary management processes that stopped double-bookings and prevented missed meetings
• Clearing and organising David’s email inbox, creating a system he can now easily maintain
• Establishing a weekly check-in to review upcoming commitments, flag priorities, and ensure forward planning
• Providing personal support including travel bookings, reservations, and day-to-day organisation
As the team saw the impact of this work, Emma’s remit expanded to support Martha, the Managing Director. She now coordinates Martha’s diary, manages meeting requests, books reservations, and streamlines communication in much the same way.
Following Lodestone’s budget reviews, Fran — the third owner — has asked The Remote Assistant to extend Emma’s support to her next year. Emma will effectively become EA to all three senior leaders.
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Operational & Company-Wide Support
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Emma’s role has grown beyond individual executive assistance into broader operational support, including:
• Organising company board meetings and senior advisory meetings
• Acting as the main coordination point between team members and the leadership team
• Supporting the project management and administration of Lodestone’s office move
• Arranging travel for staff attending events
• Managing company-wide logistics, including purchasing Christmas gifts, booking meeting rooms, and coordinating internal events
• Shielding senior leaders from excessive meeting requests by assessing relevance and managing expectations on their behalf
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Impact
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Lodestone operates in a fast-paced, high-pressure environment, and they needed someone who could respond quickly, maintain oversight, and create calm where there was previously chaos.
Emma’s involvement has:
• Eliminated the double-booking issues that were causing operational disruption
• Brought clarity and structure to diaries and inboxes
• Freed senior leaders from administrative overload so they can focus on high-value work
• Provided a reliable, responsive point of contact the entire company can depend on
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As trust has built, Emma’s hours and responsibilities have grown, and she is now embedded across the senior leadership team and the operational side of the business.