From chaos to clarity: Julia’s journey as a Headroom EA

Tell us a little about yourself! When did you join Headroom, and how did it happen?

I joined Headroom in August 2024, thanks to a friend who knew it would be a great match. With a background in project management, I was craving more variety and pace, and working with multiple members across different industries felt like exactly the challenge I was looking for. I’m mostly based in sunny Barcelona, and the flexibility to work remotely is one of the things I love most about being a Headroomie. Every day is different, and that’s just how I like it!


To stay balanced during fast-paced days, I rely on mindful breaks with my dog Lola. She’s the best reminder to step away and reset. Outside of Headroom, I run JUMA cerámicas, a small side business where I create handmade ceramics. Working with clay helps me recharge and find a slower, creative flow that perfectly complements my day-to-day rhythm.

What do you enjoy most about working at Headroom?

For me, it’s the perfect mix of structure and spontaneity. One moment I’m planning a company trip, the next I’m organizing a last-minute dinner event to celebrate a new investment round. I get to be part of different industries, which brings a lot of energy and variety to my day. To anyone considering their EA journey at Headroom: go for it. You’ll be part of a warm team that supports you while giving you the freedom to grow and explore your strengths. Whether you’re coordinating travel, events, or complex schedules—there’s always something to challenge and inspire you.

A skill I’ve really developed is switching gears between different members with very different needs. It’s taught me to be flexible, solution-oriented, and to think on my feet, especially when the unexpected inevitably happens. No day is ever the same, and that’s exactly what makes this role so exciting.

As an executive assistant, what do you find most rewarding about supporting CEOs in their day-to-day operations?

I enjoy bringing calm to chaos. Whether it’s streamlining their schedule, organizing travel, or making sure that important dinner is booked at just the right spot. Knowing that I’ve made their day a little easier (and more enjoyable) is what drives me.

What makes the work truly meaningful is the strong connection I build with each member. It goes beyond task management. It’s about understanding their goals, anticipating their needs, and working in sync, side by side. That sense of partnership, of being someone they can rely on and trust to think two steps ahead, is what makes this role so rewarding.

Can you tell us about a challenging situation you faced as an EA and how you successfully handled it?

One of the biggest challenges I’ve taken on was organizing a last-minute, multi-day company trip — under a tight deadline, in a location with limited options, all while making sure everything aligned with the member’s sustainability values. It pushed me to think creatively and adapt quickly, but seeing it all come together and hearing how successful the trip was, and how happy the team felt, made it incredibly rewarding.

Another major challenge I faced was supporting a CEO through a high-stress company merger. Not only was I managing their packed schedule, but I also found myself handling a wide range of tasks while multiple companies were being integrated. From managing complex contracts and legal documents to coordinating meetings with various stakeholders, I had to stay on top of everything to ensure nothing was overlooked. By staying organized, anticipating needs, and focusing on the management’s priorities, I was able to help them navigate through the chaos and stay focused on the bigger picture.

What are some key skills every EA should have, and how do you keep improving them?

As an EA, there are a few skills I think are essential. First, organization is key. I’m always exploring new tools and techniques to improve how I manage time, schedules, and communication. This way I can make sure everything will run smoothly. Communication is another big one – clear, friendly, and to the point. Whether it’s setting up meetings, handling emails, or making sure everyone has the information they need. I’m constantly seeking feedback to improve and refine my approach.

Then, there’s flexibility. Things don’t always go as planned, and being able to shift priorities quickly is crucial. I try to stay one step ahead by anticipating needs and preparing for unexpected changes. It’s about being adaptable and staying calm when things get hectic.
And finally, problem-solving. I approach challenges with curiosity and creativity, and I try to learn from each one so I can handle the next even better.

You’ve been working closely with different entrepreneurs and high-achieving individuals: what’s the secret sauce to a successful Executive – EA partnership? What’s a non-negotiable? 

It all starts with trust and communication. When a member knows I’ve got their back, we can work more efficiently and confidently. I try to be proactive, keep the lines of communication open, and make sure expectations are clear on both sides.

Understanding their business and personal preferences also helps me anticipate needs and avoid unnecessary back-and-forth. I aim to be helpful without being overwhelming, and I always strive to be one step ahead. Tools help me stay organized and keep things clear, and flexibility is key. Plans can shift in an instant, so I’m always ready to pivot and problem-solve as needed.

How do you prioritize tasks and manage time efficiently in a role that often demands multitasking and quick decision-making? What is your secret productivity hack?

Prioritization is everything. I focus on what has the most impact, stay flexible as things shift, and always try to stay one step ahead. Headroom’s own tool is my go-to for keeping track of tasks. It’s simple but powerful, and it helps me make sure nothing slips through the cracks. I also swear by the Pomodoro Technique to stay energized and productive throughout the day.

My tip? Don’t try to do it all at once. Focus on what really matters, delegate where you can, and don’t forget to make time to reset, even a short break can make a big difference.

Collaboration is key in any workplace. How do you maintain strong relationships with colleagues, especially while working remotely?

I love  staying connected with my colleagues, so I make it a point to chat with at least one Headroomie every day. I love scheduling remote coffees to catch up and share ideas. I also love how everyone actively contributes to our online channels, sharing knowledge and keeping everyone in the loop. Even though I work remotely, I never feel disconnected from the team. I truly feel a sense of belonging and connection. Plus, the remote events we have are so much fun and a great way to bond with everyone. And whenever I’m in Amsterdam, I always make sure to visit the office; it’s such a nice way to maintain those face-to-face connections.

Where do you see Headroom in 10 years?

In  10 years, I see Headroom continuing to expand globally, with a diverse range of members across different industries and regions. As remote work becomes even more integrated into the professional landscape, I believe Headroom will attract talent and clients from all over the world. I’d love to see us expanding even more in Southern Europe—Spain included—helping even more people streamline their busy lives. Ultimately, I think Headroom will remain a key partner for busy executives, while building a global community that’s connected and ready to take on anything!