Quistem Cuts Admin Load by 25% Using Wing Assistant

Cathy Fisher, CEO of Quistem, has streamlined client operations thanks to her Wing Executive Assistant. As a result, she has reduced her admin load and reclaimed her time for business development.

With over 35 years of experience in the automotive industry, Cathy leads a lean, high-impact consultancy that depends on well-structured systems and responsiveness to client needs.

As Quistem grew, Cathy was increasingly pulled into administrative tasks that slowed her ability to focus on strategic growth. Managing her calendar, coordinating training sessions, and tracking client communications were consuming several hours each week.

Quistem LLC

Based in North Carolina and founded by quality assurance and systems expert Cathy Fisher, Quistem helps automotive manufacturers like BMW and Mercedes improve their quality control and the efficiency of their manufacturing processes.

Quistem trains engineering teams, builds custom quality systems, and supports clients through onsite and virtual implementation.

After several disappointing attempts with other providers, Cathy needed a partner who could provide real-time executive support, integrate into her systems, and take initiative—not just follow instructions.

Before discovering Wing, Cathy had tried working with several virtual assistants—but most fell short of her expectations. They were often unavailable during the workday and preferred assignments that required minimal interaction. What Cathy really needed was consistent, collaborative support. She needed someone who could have an active role in her operations.

Why Wing? Simply Put: Quality.

Wing’s Executive Assistant plan gave Cathy access to a highly trained, full-time EA who could adapt to Quistem’s needs. Behind the scenes, Wing virtual assistants are surrounded by a structured team ensuring every assistant gets coaching and support.

“I had worked with several VAs before, but they weren’t responsive or available during working hours,” Cathy shared. “Many just wanted project-based work without ongoing collaboration. That didn’t work for me.”

Wing’s assistant quality protocols include daily check-ins and attendance tracking to ensure consistency in delivering solutions. QA also involves one-on-one coaching sessions where EAs and supervisors sit and figure how they can work together to continuously improve assistant performance.

Besides supervisors, executive assistants at Wing are covered by dedicated QA personnel who monitor assistant-client relationships and proactively flag risks, enabling fast intervention via a 24-hour response escalation system.

Wing's Immediate Impact on Efficiency

Wing paired Victor with Quistem in 2022, and he has worked continuously with them ever since. Victor’s day-to-day responsibilities have grown to encompass a wide range of critical tasks, including:

Inbox and Calendar Management: He monitors Quistem’s primary communications channels and manages Cathy’s availability—especially important when Cathy is onsite with clients.
Client Scheduling and Coordination: Victor acts as the first point of contact for scheduling virtual and in-person trainings, ensuring clients receive timely support.
Process Management: He developed internal checklists and manages task tracking to support Quistem’s rigorous delivery process—from pre-engagement prep to post-training follow-ups.
Portal Management: Victor keeps Quistem’s secure client portal updated with key documentation, knowledge checks, and training certificates.
Innovation Projects: Victor also helps spearhead operational improvements, including research and project coordination for an AI-powered training support tool.

An Assistant Fit for Quistem's Needs

With Victor overseeing communications, scheduling, and back-office coordination, Cathy has been able to “free her brain capacity” from countless small decisions and administrative burdens. This has led to a more streamlined and responsive business model that better serves Quistem’s clients.

“He’s freed up my brain and my time. I can now focus on value creation instead of a thousand little tasks,” Cathy said. To anyone on the fence about VAs, she adds, “Just do it. As a small business owner, your time is better spent on growth—not admin.”

Victor’s outcomes speak volumes: fewer delays, more focused leadership, and a smoother client delivery pipeline. Victor’s support has directly enabled Cathy to reclaim at least 25% of her time, which she now devotes to business development and strategic initiatives—critical for Quistem’s continued growth.

By maintaining accurate records, automating certificate generation, and monitoring client communications, Victor enables Quistem to uphold its promise of excellence, safety, and compliance—a cornerstone of the company’s brand.

He’s also contributed to Quistem’s structured, systems-based approach to quality by improving internal workflows and knowledge-sharing processes.

The Bottom Line

Cathy no longer has to manage the chaos of day-to-day admin work. With Victor’s support and Wing’s infrastructure, she can focus on scaling Quistem’s mission and exploring new frontiers for her business.