Most executives end up with two problems: not enough hands for the day-to-day, and too many spreadsheets holding the operation together. I handle the day-to-day, then build the systems so it stops being daily work at all.
Based in the Philippines, open to working with executives, founders, and growing teams who need both reliable support and systems that actually run.
About
Karen Grace Castillo
Executive Assistant and Automation Specialist
I've spent 3+ years as the only person between a busy CEO and operational chaos — managing his calendar, inbox, sales team commissions, and the systems that keep all of it accurate. When I found broken processes, I didn't patch them manually. I built automations to replace them.
The result: a three-day commission workload now runs in thirty minutes.
I work best where accuracy isn't optional — fast-moving sales orgs, field service, multi-rep teams. If your team is still doing manually what a well-built script could do in seconds, that's where I come in.
Areas of Expertise
Every recurring task is a candidate for automation. I automate commission tracking, reporting, CRM updates, and operational workflows — built once, so your team stops doing it manually.
From Google Apps Script modules to full Next.js portals. Not concepts — live deployed tools running in real operations.
Proven across commission structures, multi-team sales orgs, and rep tiers in high-speed field service environments. I adapt that depth to any industry.
Timezone flexible, same-day availability, no onboarding lag. I get up to speed fast and stay in sync with your team in real time.
Experience
ABC Home & Commercial Services, Houston, TX · Remote
Sep 2022 – Present
Started supporting the Commercial Sales Manager in Sep 2022. As trust grew, was introduced to the CEO in Jan 2023 and began supporting both executives simultaneously. Continued through the Manager's promotion to Director until the role was eliminated in Oct 2024.
Began while also supporting the Commercial Director. Sole executive support since Oct 2024.
Supported the Manager through their promotion to Director. Role eliminated Oct 2024.
The Force for Health Network — Arizona
Jan 2022 – Apr 2024
Remote · Part Time
Benguet State University — Philippines
Jan 2022 – Jun 2022
Part Time
Upwork Client — Remote
Mar 2022 – Apr 2022
Contract
Upwork Client — Remote
Feb 2022 – Apr 2022
Contract
SITEL Philippines — Baguio, Philippines
Jul 2019 – Feb 2020
On-site
Education
Benguet State University — La Trinidad, Benguet, Philippines
Services
01
I keep executives out of scheduling chaos so they can focus on what moves the business. Calendar, inbox, meeting prep, and cross-department coordination — handled without handholding.
02
Early-stage founders need executive-level operational support without the full-time headcount. I step in, get up to speed fast, and keep everything from falling through the cracks.
03
I replace days of manual commission work with a single automated run. Tiered rates, team bonuses, chargebacks, and auto-generated rep sheets — built for complex structures, not just flat rates.
04
If your team repeats the same manual task every week, I build the automation that eliminates it permanently — inside the tools you already use: Google Workspace, Sheets, Drive, and Gmail.
05
I identify where AI creates real leverage in your workflows — not novelty — and implement it end-to-end. Prompt design, system integration, and team training that actually sticks.
06
I rebuild CRMs that have outgrown spreadsheets or broken down over time — deal stages, pipeline logic, rep assignments, and reporting that doesn't require manual prep before every meeting.
07
When your operation needs more than a spreadsheet but less than enterprise software, I build the middle ground — custom internal portals with role-based access, live data, and multi-user views.
Skills
Core Skills
Supporting Tools
Projects
Commission tracking across three sales departments was consuming days of manual work every month. I built CommissionIQ: a custom internal operations portal with role-based access for executives, managers, and reps. Each user sees only what's relevant to their role. Disputes get flagged and logged. Outputs that used to take days now run in thirty minutes.
The inside sales team was manually calculating flat-rate commissions across combined service entries every pay period. I built a Google Apps Script processor that separates bundled services, applies the correct rate to each, and auto-generates individual rep sheets — eliminating formula errors and manual calculations.
Calculating tiered commissions across service types and regional sub-teams was a recurring manual headache. I built a single automated run that handles multi-tier rates, team bonus logic, and all edge cases — no spreadsheet wrangling, no errors.
The residential team had the most complex commission structure and the longest manual processing time. I built an engine that handles tiered rates and bundle detection, then auto-exports individual PDF and Sheet reports per rep — distribution-ready without any formatting work.
Sales leaders were spending hours cleaning CRM exports just to see accurate pipeline data. This tool auto-fills deal stage transitions from raw exports, handles duplicates with smart merge logic, and produces clean pipeline visibility on demand.
Built this site from zero Next.js experience. Handled everything: content strategy, design system, component architecture, SEO metadata, contact form integration, custom domain setup, and Vercel deployment. Shipped in under two weeks, self-directed. Contact form intentionally started with Formspree to ship fast — migrating to a custom API route with Resend as the next iteration.
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Whether you need reliable executive support, automated workflows, or both — I'd love to learn what you're working with and show you what's possible. Let's talk.
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