What I bring to you & your team:
-
Time back. Deeper focusFewer meetings, calm inbox, daily digest. Protected maker time daily. -
Decision clarityOne source of truth; everyone knows the owner, the plan, and the metric. -
Clean commsSimple rules, structured chats,
async-first. -
Zero missed follow-upsCRM stages, tags, reminders that stick.
No dropped balls. -
Investor ReadySharp, honest monthly updates &
live dashboards. -
Bi-weekly cadenceLight rhythm, visible progress: hours reclaimed & faster decisions.
60-Day Plan
Weeks 1 - 4:
quick wins
quick wins
Calendar & meetings
rules, agendas, pre-reads, decision notes, EA gatekeeping + team onboarding.
🡆 25-40% fewer meetings, blocks focus time, decisions captured and searchable.
Inbox & Slack
VIP filters, daily digest, SLAs, DND, channel hygiene.
🡆 Faster response to true priorities, fewer after‑hours interruptions.
Ops structure
One reliable wiki (team KRAs, KPIs + decision log), RACI map, (bi)weekly operating rhythm.
🡆 Less back‑and‑forth and rework.
rules, agendas, pre-reads, decision notes, EA gatekeeping + team onboarding.
🡆 25-40% fewer meetings, blocks focus time, decisions captured and searchable.
Inbox & Slack
VIP filters, daily digest, SLAs, DND, channel hygiene.
🡆 Faster response to true priorities, fewer after‑hours interruptions.
Ops structure
One reliable wiki (team KRAs, KPIs + decision log), RACI map, (bi)weekly operating rhythm.
🡆 Less back‑and‑forth and rework.
Weeks 5-8:
durable systems
durable systems
CRM & follow‑ups
Stages, fields & tags, notes template, automations, triggers, pipeline dashboards.
🡆 Zero dropped balls with investors/customers, visible pipeline.
Progress / spend tracking
Monthly dashboards, data‑room checklist, cleanup triggers.
🡆 A clear picture for you to get timely insights and make better decisions
Stages, fields & tags, notes template, automations, triggers, pipeline dashboards.
🡆 Zero dropped balls with investors/customers, visible pipeline.
Progress / spend tracking
Monthly dashboards, data‑room checklist, cleanup triggers.
🡆 A clear picture for you to get timely insights and make better decisions
+ additional services
Hiring & onboarding
Briefs, scorecards, loops, references, day-1 checklist.
🡆 Faster time‑to‑hire with consistent evaluations.
Research, tone-of-voice & content strategy, and personal outreach
Scoping framework, knowledge management for research, content, outreach.
🡆 Shorter path to insights and warm connections.
Executive/personal assistant support
Travel, expenses, research, briefings, board/investor prep, event logistics. Personal admin to protect your time.
Briefs, scorecards, loops, references, day-1 checklist.
🡆 Faster time‑to‑hire with consistent evaluations.
Research, tone-of-voice & content strategy, and personal outreach
Scoping framework, knowledge management for research, content, outreach.
🡆 Shorter path to insights and warm connections.
Executive/personal assistant support
Travel, expenses, research, briefings, board/investor prep, event logistics. Personal admin to protect your time.
References
How It Works
Briefings
Define goals, pains, and success metrics (form + 45–60 min).
Free
Free
Plan
Goals, deliverables, access levels, and timeline.
Free
Free
Quick wins (2 months)
Diagnose, close gaps, onboard team.
80–150 hours, €30–40/hour
80–150 hours, €30–40/hour
Systems
A reliable structure/tools.
40–200 hours, €30–40/hour
40–200 hours, €30–40/hour
Support
I help you keep it clean & provide additional services.
Claim your free working session
Goal: Reclaim 40–60 % more focused time in just 2 months
+34 635 255 619
Telegram: @Oks_Kot
ksenia.kotelnikova.uif@gmail.com
Goal: Reclaim 40–60 % more focused time in just 2 months
+34 635 255 619
Telegram: @Oks_Kot
ksenia.kotelnikova.uif@gmail.com
Results
AGI Collective (Operations Lead / EA) Aug-Dec 2024
- Secured first conditional VC partner after mapping 30+ events and screening 200+ orgs.
- Authored the concept note + phased launch; 8 funders reviewed → 4 follow-ups.
- 30% positive reply rate from targeted cold outreach (content + research-led).
- Hired Senior PM in 6 weeks.
Reshim.org (Ops & Community Manager) 2023-2025
- Rebuilt support ops so 3 people could serve 700+ live projects and post 50+ tasks/month.
- Cut ticket response from ~7 days to ~32 hours → +30% user-project match rate.
- Reduced outdated data to <10%/month; automated cleanup → -70% manual checks.
Urban Initiatives Foundation (Founder & Ops Lead) 2017-2022
- Grew annual budget to ~$600k in 2 years.
- Converted 1,200 m² site into a civic hub hosting 300+ events/year.
- Led programs reaching 1,000+ participants/year; scaled a flagship event to 600 attendees.
- Expanded team 3 → 10 FTE, set leveling matrix, bi-weekly improvements.
Professional development
- RUSSOL startup school, 2018, online
- HSE Business Incubator | DI:NGO Accelerator for Digital Transformation of NGOs 2020-2021
- Stanford University - Leadership Academy for Development Seminar - Lithuania, 2023
Blog
It's time to exhale after the week’s chaos. But your brain keeps doing cartwheels through the chaos.
If you think you’re clear, you’re probably missing this: 7 ambiguity traps your team doesn’t know it’s in.
Should I Be Using AI for This?
I should share this infographic - It`s useful not just for NGO managers.
I should share this infographic - It`s useful not just for NGO managers.
