Problem

As Executive Assistant to the Co-CEO of Mammoth Brands and the CEO of Harry’s and Flamingo, Lindsey Czark works at the heart of a fast-moving, high-growth CPG company. At any given moment, she’s managing schedules across multiple brands, coordinating offsites, aligning leadership teams, and helping two executives stay in sync with minimal friction.

That speed comes with tradeoffs. Before Vimcal EA, Lindsey and her EA team relied on a mix of Slack threads, spreadsheets, and in-person check-ins to coordinate scheduling, especially for complex group meetings.

“We used to block time for in-person catch-ups just to sort out scheduling. When we did it over Slack, things would get lost in threads. It was a lot of back-and-forth, and it slowed everything down.”

They also ran into the typical issues faced by high-performing EA teams:

• Scheduling across multiple time zones
• Building holds and polls manually
• Constant calendar toggling between tools
• Limited visibility into where time was being spent

And as the EA team grew to 9+ assistants across 4 brands, the pain compounded.



The Solution

Lindsey first discovered Vimcal EA through the CCing My EA newsletter. What stood out to here was how it was the only tool she’d seen that was purpose-built for Executive Assistants. Not founders, not recruiters, not sales teams. Just EAs.

“So much of our day-to-day is specific to how we support someone else. When I saw that Vimcal EA was designed for EAs, that really caught my eye.”

What also stood out was how quiet the experience was for her execs.

“I didn’t want anything that would spam their inbox with alerts. Vimcal gave me what I needed without ever touching their workflow.”

Her must-haves:

• A tool that overlays Google Calendar, not replaces it
• No disruption to her execs’ inboxes or calendar views
• Ability to move faster without losing detail

Once she saw how seamlessly Vimcal EA handled things like time zones and calendar polls, she brought it to the rest of the EA team. That’s when the rollout began.

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Evaluation Process

As part of Harry’s broader push to test AI-powered tools, Lindsey partnered with the company’s AI lead to submit Vimcal EA for internal review. It was evaluated across:

• Legal & compliance
• IT infrastructure
• Pricing and scope
• Strategic value to the business
  
  

“We’ve been running a company-wide effort to identify AI tools that could speed up workflows without replacing people. Vimcal EA stood out as something that truly supports human work, not automates around it.”

The tool passed internal review and was approved for a rollout across the EA team.

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Results

Even in the early stages of adoption, the impact has been clear.

🕐 Time zone scheduling now takes minutes, not 15+

“Just figuring out time zones used to take me 10 to 15 minutes, especially with places like Arizona where the rules change. I’d be on timeanddate.com trying to map it all out. Now I just type the city into Vimcal and it’s done in under 3 minutes.”

✅ Polls and holds for 20+ executives with no Slack back-and-forth

“When we’re scheduling for all 20+ execs, Vimcal EA polls have completely streamlined it and the pre-held slots make a huge difference.”

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