The Power of a Virtual Assistant

Learn to Unlock Exponential Power! *My Journey with the EOS Assistance Track and the Incredible Jessica Rivera Buckler at VipVap Virtual Assistants

OVERVIEW

• Topic: The Power of the EOS® Assistance Track
• Time: 8 minutes
• Takeaway: The Assistance Track frees up your time, energy, and mental capacity so you can focus on your highest and best work: not twenty-five-dollar tasks
• Tool: The EOS® Assistance Track (5 steps: Delegate & Elevate, The Stack, Daily Meeting, Email System, Schedule Handoff)
• Tip: You don’t need a full-time EA to benefit -> what you really need is the courage to let go and the right person to trust
• Try: Start by running the Delegate & Elevate exercise -> then hand off just one task this week from your bottom two quadrants

Additional thoughts:

• Who this article is for: Visionaries, Integrators, Solopreneurs, and Leadership Team Members who are still stuck doing $25/hour work that drains their energy and limits their impact
• The Real Problem: You're overloaded, under-supported, and operating outside your highest and best use of your limited time... and it's costing you real results, margin, focus, and revenue
• The Turning Point: The Delegate & Elevate exercise showed me how much of my week was buried in tasks I shouldn’t be doing. That clarity forced me to make a decision: and hiring a world-class assistant was the breakthrough
• The Solution: Implementing the full EOS Assistance Track with a proactive, custom-fit virtual assistant (in my case, Jessica Rivera Buckler from VipVap Virtual Assistants )
• The Tool: A 5-step framework that includes:

1. Delegate & Elevate
2. The Stack
3. Daily/Weekly Meeting
4. Email System
5. Schedule Handoff

• The Transformation:

1. Inbox time reduced by 85–90%
2. Calendar fully managed and protected
3. Admin hours down, strategic output up
4. Revenue increased without adding more to my plate
5. Mental margin restored; I could breathe, create, and lead again

• The Truth: You don’t need a full-time EA to benefit. You need the mindset to let go, the right method to follow, and the right person in the seat
• The Payoff: More clarity, more time, more creativity, more impact
• The Ask: Start small. Implement just one of the five steps this week. Test it. Build trust. Then build the system
• My Promise: If you do this right (heck even just doing it!) especially with someone like Jess or one of their other employees at VipVap Virtual Assistants , you won’t just get your time back… you’ll get your vision, focus, and joy back!

The Pain That Forced Change

Before 2024 my calendar looked heroic on paper yet hollow in real life. Five or six hours each week disappeared into inbox triage, calendar ping-pong, CRM cleanup, and basic social media edits. I ran the Delegate & Elevate exercise and saw forty-nine percent of my week buried in work I dislike and am average at. That moment forced the decision to hire a virtual assistant. Best move of the year.

Enter Jessica Buckler and VipVap

I reached out to my network and connected with a mentor and friend of mine: Steve Madden . He HIGHLY recommended Jessica! I did some emailing with her, and we set up an interview. She told me:

“Charlie, my job is to learn how your brain fires so I can solve problems before they reach your screen.” - Jess

She meant it. Ninety days later my inbox time dropped to forty-five minutes a week, double bookings vanished, and my creative energy and joy returned. Most of all I could think deeply and had flex time back! Margin was missing -> but this move allowed me to be with my family in the evenings and be more present!

Why Jess stands out

• Anticipates needs before I voice them
• Matches my voice so clients assume messages come from me
• Documents every workflow then tightens it without being asked
• Remains calm in chaos and turns it into clarity
• Is genuine, caring, and proactive
• She shows up prepared every week for our Level 10 Meeting
• Leads with faith-rooted service that mirrors my values

Explore her profile ➜ linkedin.com/in/jessica-buckler-2a50334a

Meet the VipVap culture ➜ linkedin.com/company/vipvapva

Assistance Track – Five Steps That Buy Back Your Brain

1 Delegate & Elevate -> List every task. Sort into Love-Great, Like-Good, Don’t Like-Good, Don’t Like-Not Good. Circle the bottom half. That is your freedom fund to delegate. Jess reminds me

“Give me outcomes and context, not isolated tasks. I will improve the system.” - Jess

2 The Stack -> One digital or physical drop-zone captures every low-leverage item the moment it appears. Touch once, stack, move on.

3 Weekly/Daily Meeting -> Level 10 Meeting each week, and/or Fifteen minutes each morning to check-in. Review the Stack, unblock issues, confirm priorities. Our rule: no surprises after the daily.

4 Email System -> Junk deleted unseen, Informational batched for later, Action Required handled eighty percent by Jess, twenty percent flagged for me Five hours reclaimed every single week.

5 Schedule Handoff -> Jess now owns the calendar end-to-end. She blocks focus blocks, guards family nights, and protects travel buffers. Partial control equals chaos so we chose full trust.

BEFORE & AFTER

Before working with Jess and using the Assistance Track

• I was buried in email Every day I’d sit down to do meaningful work, and I’d get stuck in my inbox instead.
• My calendar was running me No margin, no buffer time, double-bookings — I was constantly reacting.
• Content was hit-or-miss I’d record stuff, have great ideas, but it would never get posted. I didn’t have the capacity to follow through.
• Follow-up was slipping Not because I didn’t care, but because I didn’t have a system to keep up with everything.
• I was constantly busy, but not focused I’d get to the end of the day feeling exhausted, but I wasn’t doing the work only I can do.
• I knew something had to change I was maxed out and frustrated. And honestly, I was starting to lose momentum.

After bringing on Jess and putting the Assistance Track to work

• Email isn’t a burden anymore Jess filters, drafts, and handles almost everything. I check two folders and that’s it.
• My calendar feels calm She protects my deep work, family time, and recovery blocks before anything else gets scheduled.
• Managing my Social Media interactions is done by her instead of me.
• Follow-up actually happens She handles CRM updates, check-ins, it all flows without me having to chase it.
• We meet weekly and stay ahead of the game No guessing, no surprises. She thinks like a partner, not just a task-taker.
• I have space again Space to think. Space to rest. Space to actually lead from a place of clarity instead of constant noise.
• I didn’t just delegate work, I delegated weight And the payoff has been peace, presence, and way more impact.

Action to consider:

• If you’re where I was, doing too much, running too fast, stretched way too thin, I’m telling you, there’s a better way.
• Do the Delegate & Elevate Exercise.
• Get honest.
• Then get help.
• If you want to see how I did it or talk through how to make it work for you, reach out.
• I’d be glad to share the playbook.

Advice from Jess -> in Her Own Words

What a great assistant looks like?

“Someone who anticipates needs, protects the client’s time, and stays calm in chaos. Ownership, initiative, and emotional intelligence are non-negotiable.” - Jess

A typical day

“No true typical day. Monday might be email, scheduling, and flights. Tuesday could be building SOPs or handling client fires. The constant is prioritization.” - Jess

Lessons learned

“I used to overcommit and under-communicate. Being a yes-person eroded trust. Clear expectations and healthy boundaries build real partnership.” - Jess

Things done well

“First, learn the client’s brain. Second, document everything. Processes are gifts to your future self.” - Jess

Setbacks to avoid “Underestimating emotional labor. If you absorb too much stress without systems you become the bottleneck. Ask for help early.” - Jess

Advice to aspiring assistants:

“This can be a fulfilling career. Love solving problems and take pride in making others shine.” - Jess

Top five responsibilities

1. Calendar and time protection
2. Inbox triage and communication flow
3. Meeting preparation and follow-through
4. Task and project management
5. Proactive problem solving

Ultimate payoff!

“My clients gain freedom and clarity. One told me, ‘You let me get back to being the visionary.’ That is the goal.” - Jess

Implementation Roadmap

• Week 1 -> Delegate & Elevate, create your Stack, schedule the daily/weekly sync
• Weeks 2–3 -> Launch the email system, measure hours saved
• Weeks 4–6 -> Transfer the calendar! *I KNOW IT IS SCARY BUT IT'S WORTH IT!!!
• Weeks 7–12 -> Co-Create and Build processes for every recurring task and begin to automate client follow-ups, scale your content engine, and generate repeat results!

PRO TIPS: Winning with the Assistance Track + Your Assistant

1. Start with clarity, not chaos

->Don’t just throw tasks at your assistant and hope they figure it out. Do the Delegate & Elevate exercise first. Get brutally honest about what’s draining your energy. Circle the bottom two quadrants. That’s your starting point.

2. Delegate outcomes, not checklists

-> Your assistant doesn’t need another to-do list. They need context. They need to know the “why,” not just the “what.” When Jess knows why something matters to me, she improves the system not just executes the task.

3. Build a "Stack" and use it daily

-> Touch every low-leverage item once. Don’t sit on it. Don’t bounce it back and forth. Drop it into the Stack (digital or physical), then let your assistant own it 100%.

4. Protect the weekly sync

-> NEVER MISS YOUR LEVEL 10 MEETING!!! IT IS THE GLUE OF ALL OF THIS!!! Another example is a 15-minute check-in every morning can save you hours. This is where alignment, feedback, and delegation stay tight. Use it. Respect it. No surprises after the daily.

5. Give full calendar control

-> Half-control equals no control. Trust your assistant to guard your time like gold. Have them block deep work, thinking time, rest, family margin then build your schedule around it.

-> Bonus: give your VA your "Ideal Week" to help set them up for success as they schedule things for you!

6. Systematize your email

-> Teach your assistant what’s junk, what’s FYI, and what’s Action Required. Let them draft 80% of replies in your voice. Only touch what actually requires your brain. This alone gave me back 5+ hours a week.

7. Document everything as you go

-> Clarity comes with action... Don’t wait until your assistant is overwhelmed to build systems. Jess documents workflows, preferences, logins, and SOPs like it’s second nature and it saves us from so many headaches. Loom is an incredible tool to use!

8. Match communication style, not personality

-> You don’t need a clone. You need someone who can mirror your tone, your voice, and your expectations while still bringing their own emotional intelligence and strength to the table. Jess is a pro at this. Help them learn you!

9. Talk like a team, not a boss

-> Treat your assistant like a strategic partner. Share goals. Celebrate wins. Ask for feedback. When they know they’re trusted and valued, they’ll show up with ownership not just obedience.

10. Don’t wait until you’re drowning

-> If you’re reading this and feeling overwhelmed, you’re already late. Build the support system now. Don’t wait for burnout. Don’t let another week go by doing work you were never meant to hold onto. Proactive beats reactive, so stop complaining about "I don't have time..." and generate more time by using 10x is easier than 2x thinking!

11. Use a "Shared To-Do List" *I use asana!

-> BIG shut out to Andrew Hartman with Time Boss who helped me learn this pro tip! Share one list that you both work from to help your VA prioritize what to work on and where to focus! It's like a running to-do list that is constantly being updated throughout the week!

Quick Action:

• Run Delegate & Elevate this week and circle everything draining your energy
• Pick one task you could let go of
• Create a delegation plan and start leveling up your focus!

Want help?

• Connect with Jessica Rivera Buckler to explore how VipVap Virtual Assistants can serve you
• DM me if you want a free Coaching Call on this very topic

You can do anything but you cannot do everything. Buy back your brain and watch your impact multiply.

I am with and for you Charlie Rhea

#EOS #AssistanceTrack #DelegateAndElevate #VirtualAssistant #VipVap

***BONUS*** My Real Experience Working with Jessica Buckler at VipVap

Hiring Jessica Buckler through VipVap Virtual Assistants was hands-down the best professional decision I made in 2024. No question.

I was exhausted. Not because I wasn’t working hard — but because I was spending hours every week doing low-leverage, low-energy tasks that pulled me away from the work that actually matters. The work that moves the needle. The work only I can do.

I’m talking about stuff like:

• Endless email back-and-forth
• Scheduling meetings, reschedules, calendar reshuffling
• CRM updates I kept pushing to “tomorrow”
• Editing video clips and posting content
• Following up with people on LinkedIn
• Replying to messages, checking in on reminders
• Trying to do everything, all the time, myself

I ran the Delegate & Elevate exercise and it was like a gut punch. Almost half of my week -> HALF -> was sitting in the bottom two quadrants. Tasks I didn’t like, wasn’t great at, and absolutely should not be spending my time on. It was a wake-up call.

So I hired Jess. And within weeks, everything changed.

She didn’t just take tasks off my plate. She changed how I think about delegation.

She owns my email system -> filtering, drafting, replying, organizing. I only see what I need to see, and I’m out of my inbox in under 45 minutes a week now. That used to take me 5-6 hours.

She fully manages my calendar -> and protects it. No more double-bookings, no more time leaks. She even blocks out thinking time, margin, and family time before booking a single call.

She handles my content workflows. I record a raw video or jot down a bullet list of an idea, and she turns it into edited, posted, polished content in my voice.

She preps me for client calls before I realize I need prepping. Follows up with prospects before I remember to. Sends kind nudges and intentional touchpoints that build relationships before I even have to ask.

She manages my LinkedIn DMs, CRM, and follow-up flow in the background — and does it so naturally, you’d think it was me.

And here’s what makes her different: Jess thinks. She doesn’t just execute tasks. She anticipates. She learns how I think. She notices what drains me. She sees what lights me up. She brings suggestions, not just status updates. She acts like an owner. Like a teammate. Like someone who genuinely cares.

Because she does.

VipVap isn’t just a VA company. It’s a family business with a service-driven culture rooted in faith, care, and excellence. I trust them with everything — and that says a lot.

Here are the results:

• Admin hours down from 15 to 4 per week
• Strategic hours up from 18 to 31 per week
• Revenue up 22% — with zero extra marketing
• Mental clarity and white space returned
• I’m a better leader, a better husband, a better dad

If you’re still trying to do it all, let me be honest: you’re the bottleneck. You’re the reason the business isn’t scaling. You’re the reason your calendar feels like a war zone. And it doesn’t have to be that way.

Challenge: Run Delegate & Elevate this week. Be brutally honest with yourself. Then call Jess. She’s the real deal.

Connect with her here: Jessica Buckler – LinkedIn

Check out VipVap here: VipVap Virtual Assistants

If you want to hear more about how we built this, or want my full playbook, message me. I’d be glad to share it with you.

You don’t need more hustle. You need better systems. You don’t need to work more hours. You need the right help. You don’t need to carry it all. Let go of $25/hr work and leverage your God-Given Unique Abilities! For the "greater good" -> what should you be focused on?