It covers the virtual assistant support you’ve asked me to handle, along with the day to day ways we’ll share work, make decisions, and keep your business voice consistent.
If you’ve accepted a proposal from me, that proposal and this agreement are meant to be read together. I’ll do the work described there and in the scope below, and I’ll run it the way I describe in the clauses that follow.
What I handle
I provide virtual assistant support on a retainer. Each week I do an inbox reset and rules build, a calendar and scheduling sweep, and a short pass through anything time sensitive. Each month I run a CRM cleanup and tag pass, an invoice run and follow up list, and I build travel itinerary packs as trips come up.
Your proposal lists the specific deliverables included in your retainer, including:
* Inbox and calendar management * Travel booking and itinerary prep * Meeting scheduling and notes * Customer support inbox help * CRM data entry and list hygiene * Invoice chasing support (non-CPA)
Response and urgency
I work from one shared board so you can see what’s done, what’s pending, and what I’m waiting on you for. I also send a weekly wrap note: what I completed, what’s queued next, and the exact question I need answered for anything blocked.
I use three urgency levels: Routine, Time sensitive, and Urgent. I’ll confirm my working hours and the escalation method in writing before work begins. Urgent means today’s schedule, a live customer, travel in the next 48 hours, or money that can be collected right now. If I miss an agreed service level, I’ll tell you what slipped, why, and the fix plan, and I’ll rebalance that week’s priorities so the essentials stay covered.
Payment
Retainer virtual assistant support is invoiced at the start of each month. Setup, if included in your proposal, is billed 25% to start and the remaining 75% when setup is complete.
Every invoice is payable within 7 days of its date. I’ll keep invoicing straightforward, with one invoice per billing period unless you ask for a different format for your bookkeeping. If an invoice becomes overdue, I may pause non-urgent work until your account is up to date, so I don’t keep building a backlog that then needs a rush fix.
Price reviews
I review retainer pricing at a regular interval, based on the actual workload, complexity, and how much urgent work is showing up. I’ll confirm the review interval in writing before work begins so you know when to expect it.
If I think the price needs to change, I’ll give you written notice before the new price applies. That notice period is something I’ll agree with you in writing. Until that date, nothing changes. If you don’t want to continue at the new price, you can use the same notice process to end the retainer and I’ll hand over cleanly.
Accounts and passwords
I only ask for access to the accounts this scope touches. Typical access includes your email and calendar (preferably delegated access), your CRM, booking tools, travel accounts, and your invoicing platform.
For passwords, I do not accept them in a form or a normal email. The safest option is sharing through your password manager so you can grant and revoke access at any time. Where a tool supports it, I’m happy to use delegated access or role based permissions instead of a shared login. If access is removed or breaks, I’ll pause that item and flag it on the shared board so nothing gets half-done.
What I need from you
This works best when there’s one named decision-maker on your side. That person sets priorities, answers unblock questions, and approves anything that affects your voice, pricing, or customer promises.
I work from one shared board and a single handoff format: the request, the deadline, and links or past threads. I follow the approval rule list we agree, and if something is uncertain I flag it instead of guessing. You’ll get the best results when you give timely access, confirm priorities when I ask, and tell me about changes in your offers, policies, key clients, or calendar constraints. If key details are missing, I pause that item and move to the next task.
Insurance
I carry business insurance that fits remote admin work. If you want a certificate or a summary, ask and I’ll share what I can.
On your side, you’re responsible for insuring your own systems, staff, and business operations. That includes cyber security protection appropriate to your industry and keeping your devices, email, and accounts secure. I’ll do my part by using sensible security practices, keeping access limited to what I need for the scope, and working through your password manager or delegated access so you stay in control.
Mistakes and fixes
Most of what I do is digital, so when something goes wrong it usually looks like a wrong recipient, a missed detail, a duplicate entry, or a booking that needs correcting. If I spot an issue caused by my work, I’ll tell you promptly and I’ll put it in writing so we have a clear record.
First, I’ll focus on making it right: correcting the record, sending the fix message, rebooking, or cleaning up the CRM. If there’s a direct cost to fix something that was clearly my mistake, we’ll talk through it and agree the remedy in writing before money changes hands. If the issue came from missing context, unclear instructions, or late approvals, I’ll still help resolve it, but it may count as part of your ongoing retainer work.
No poaching
I’m a one-person business. The value you’re paying for includes the way I work, the systems I bring, and the time it takes to build your templates, rules, and context so I can protect your voice without you babysitting it.
This also applies for a period after our work ends, and I’ll confirm that period in writing before work begins. If you ever want to change the relationship, talk to me first. I’m open to a straightforward conversation and a clean plan.
Retainer term
Your retainer runs month to month and renews automatically each month. I invoice at the start of each month, and the retainer is reserved time for your business, even if your workload is lighter in a given week.
Either of us can end ongoing virtual assistant support with a notice period I’ll confirm in writing before work begins. If you end mid-month, the current month stays payable. I’ll use the notice period to finish what’s in flight where practical, document anything that’s midstream, and make sure you can see what’s done, what’s pending, and what’s waiting on decisions.
Limits, in plain terms
I’m careful, but I can’t promise perfection in a fast-moving inbox. I’m responsible for doing the work with reasonable care, keeping good notes, and following the approval rules and templates we agree.
I’m not responsible for losses caused by decisions you make, third-party tools failing, travel providers changing terms, payment processors holding funds, or messages sent based on incomplete or incorrect information you gave me. I’m also not responsible for legal, tax, or accounting advice. I can support bookkeeping admin and invoice chasing, but I’m not a CPA and I don’t sign off on your books. If something feels sensitive, I’ll flag it and ask before acting.
Ending and handover
If either of us ends the retainer, we’ll follow the notice period we agreed in writing before work began. You’ll pay for any invoiced setup and for the current month of retainer time as described in the payment terms.
At the end, I’ll hand over what you need to keep running without me: the shared board, your templates, your approval rule list, and a final wrap note that shows what’s complete, what’s still open, and what I was waiting on. You’re responsible for revoking access in your password manager and any delegated permissions. If you want me to help with a transition to a new assistant, I can do that as additional work once we agree the plan in writing.
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