In brief
Your inbox stops being a guessing game, your calendar stops shifting under your feet, and your CRM becomes a place you can pull answers from without cleanup first.
Most teams reach out when Slack pings, reschedules, and a CRM that nobody trusts start stealing hours from the day. You’ll have an inbox and calendar that stay under control, and customer records you can use without second-guessing. If you’d like to start, we’ll confirm access, week-one priorities, and your first month’s hours.
We start by putting guardrails in place, then we run the week. That means permissions set once, inbox rules you can see, calendar buffers that stop double-bookings, and a quick CRM hygiene pass so data entry stops compounding. Each week, we check priorities, close open loops, and send a short handover-style update you can skim.
A bit about us
We built this practice around a pattern we kept seeing: capable teams adding work faster than their admin systems can absorb it. We do the catch-and-control work that usually lands on an operations manager by default. We set rules, labels, and checklists, then we keep running them so the week doesn’t reset every Monday.
Clients stay with us because we make handoffs explicit. Nothing “lives in someone’s head”. We write down the tag map, the scheduling guardrails, and the approval rules, then we use them the same way every time. You see open loops, you see what was closed, and you can tell what’s waiting on you in one glance.
Meet the team
You’ll work with a small, consistent set of people, with one lead who keeps the thread across inbox, calendar, and CRM.
Team
Megan Kerr, Operations lead. Megan runs delivery day to day, checks the weekly priorities list, and makes sure the handover notes match what you need to see.
Daniel Sousa, Client onboarding. Daniel sets up access and permissions, confirms the rules of the road, and gets week one moving without a long back-and-forth.
Alyssa Donahue, Executive assistant. Alyssa handles inbox and calendar execution, keeps follow-ups from going stale, and flags anything that looks like a decision.
Priya Nair, CRM specialist. Priya owns CRM cleanup and ongoing data hygiene, so the records stay searchable and reports stop breaking on bad inputs.
Recent work
Here are a few recent engagements where ongoing admin support reduced open loops, stabilized scheduling, and made customer records usable again.
Portfolio
Inbox and calendar takeover. Set up labels and rules, rebuilt follow-up tracking, and added calendar buffers. Result: fewer missed replies, fewer reschedules, and a weekly list of open loops with an owner on each one.
CRM cleanup and upkeep. Ran a hygiene pass to merge duplicates, standardize fields, and remove dead stages, then maintained it weekly. Result: the team stopped keeping “shadow lists” outside the CRM.
Proposal formatting support. Standardized a proposal format in Google Docs and kept it consistent across new client work. Result: faster turnaround, fewer last-minute formatting fixes, and clean version control across edits.
“Our inbox stopped slipping, and scheduling errors basically disappeared within weeks.”
Operations manager, a growing services firm
How the service runs
Ongoing admin support runs on a monthly cadence with weekly check-ins. You’ll have one place for requests, a weekly priorities list we confirm, and a short handover note that shows what moved and what’s waiting.
1. Access and setup Once, at start We set up access, permissions, and any shared mailboxes or calendars you want covered. We confirm who can send, who can draft only, and what always needs an approval. You’ll answer a short set of questions so we don’t guess on tone, timing, or priorities. 2. Weekly priorities Weekly We send a short list of the week’s priorities and the open loops we’re carrying. You reply with changes, adds, and anything time-sensitive. We use that as the top of the queue, so the week reflects what matters now, not what mattered last month. 3. Daily execution Every week We triage the inbox, handle scheduling, and keep follow-ups moving. When something needs a decision, we flag it as a question with a due date, then we hold it until you answer. You get a clear subject line trail and fewer “just checking in” threads. 4. CRM hygiene Each month We run a cleanup pass to merge duplicates, correct obvious errors, and standardize entries so the data stays usable. We also note patterns that keep causing drift, like missing required fields or stages the team doesn’t use, and we propose a small fix.
Inbox triage and routing
Handled throughout the week using an agreed label and tag map, with urgent items flagged as questions and everything else queued with an owner.
FOLLOW-UPS AND REMINDERS
Tracked daily so threads do not stall. Items that need your input stay in a single list with a due date and the draft ready where possible.
CALENDAR MANAGEMENT
Scheduled throughout the week using buffers and guardrails you approve in week one, including reschedules and conflict checks before anything is confirmed.
Travel booking support
Booked as needed with an itinerary you can skim, plus confirmation numbers and a single place to find changes, cancellations, and timing updates.
CRM ENTRY AND CLEANUP
Updated weekly, with a monthly hygiene pass to merge duplicates and standardize records so searches and reports stop failing on inconsistent entries.
DOCS AND MEETING FOLLOW-THROUGH
Formatted and cleaned up as needed in Google Docs or Word, with meeting notes captured in Zoom or Teams and action items tracked until they close.
Pricing
Pick the level that matches your month’s volume. If it runs hot, we’ll either reprioritise inside the retainer or price a one-time overflow block before we start it. Prices are per month.
Priced items
Get started
Sign below and we’ll send the access checklist, the week-one questions, and your first monthly invoice so we can start work.
1. Sign the proposal to confirm the retainer and the setup work. 2. Complete the access and approvals checklist we send right after signing. 3. Join the weekly priorities check-in and let us take the queue from there.
Signature
Fee summary
Who on your team is actually in my inbox?
You’ll know the names up front. Alyssa handles day-to-day inbox and calendar work, and Megan oversees the queue and weekly priorities. If we need a second set of hands for volume, Megan assigns it and keeps one set of rules in play.
WHAT DO YOU NEED FROM ME IN WEEK ONE TO GET MOVING?
We need access set up, a list of key people and recurring meetings, and your approval rules in plain language. We’ll also ask for examples of emails you would send, so we can match tone and avoid rewriting.
How do you handle approvals before you send something?
We agree the line in week one. For anything that needs your sign-off, we draft it, label it as waiting on approval, and send you a single list with links so approvals do not get buried in threads.
IF MY VOLUME SPIKES, CAN YOU COVER IT THIS MONTH?
Usually, yes. Tell us the spike window and what cannot slip. We will either absorb it inside the month’s retainer hours by shifting lower-priority tasks, or we will price a one-time overflow block before we start it.
Payment
Setup is billed 25% to start and 75% when setup is complete. Ongoing admin support is invoiced at the start of each month. Every invoice is payable within 7 days of its date.
Access. We’ll tell you what access we need and the permission level for each tool. Share passwords through your password manager or secure invite flow. Please do not paste logins into email or Slack.
Who does what. You’ll know the names up front. Alyssa handles day-to-day inbox and calendar work, and Megan oversees the queue and weekly priorities. If volume needs extra hands, Megan assigns support and keeps one set of rules.
Approvals. We’ll agree your approval line in week one. If something needs sign-off, we draft it, label it as waiting on approval, and send one approvals list with links so it does not get buried in threads.
Scope changes
If you ask for work outside ongoing admin support, we’ll confirm what changes, who will do it, and what it costs before we start. That includes any one-time overflow block for a volume spike.
Client inputs. Week one moves fastest when you can provide access, key contacts, recurring meetings, and your approval rules in plain language. Examples of emails you would send help us match tone and avoid rewrites.
Timing. We’ll use weekly priorities to decide what moves first. Items with deadlines go to the top, and lower-priority tasks can shift when volume spikes. We’ll flag anything we cannot complete in time as soon as we see it.
Ending the plan. If you want to pause or end the retainer, we’ll confirm the notice we need and the last day of coverage in writing. We’ll also hand back updated rules, tag maps, and open-loop lists so nothing gets stranded.
