Overview
Your inbox stops being the place tasks go to disappear. Meetings land in the right slots, clients get consistent replies in your tone, and you have one view of what’s done, what’s booked next, and what needs your decision.
Ongoing admin support takes inbox, diary, client admin and money-chasing off your phone so you can get a clean hour back for paid work. I work from clear rules and written confirmations, so things get handled without you watching every send. Next is a short setup week, then a steady monthly rhythm.
I start by getting your inbox and calendar into a shape that can stay tidy: triage rules, folders, naming, and booking rules that match how you want to run your week. From there I handle the daily flow, keep a running list of what’s waiting on you, and confirm anything that carries risk before it goes out.
Who you are working with
I’m Fiona McLeod, and I run Gellatly Admin as a one-person Virtual Assistant service. I got into this work after years of being the person who kept the diary straight, the inbox moving, and the client details in order while everyone else got on with delivery. I like the parts of admin that make a week run smoothly: clear lists, tidy records, and quick follow-through.
People usually come to me when they’ve outgrown doing admin in the gaps. I’m careful with access, and I work from rules you can see in writing: what I can answer directly, what I should hold, and what needs a quick check. You’ll see what I’ve handled and what’s waiting on you, without long updates or daily back-and-forth.
Recent projects
A few recent pieces of ongoing admin support where the day-to-day stopped piling up and started moving again.
Portfolio
Inbox and diary reset. Took over an owner-managed inbox with missed threads and double-bookings. Set triage rules, cleaned up the calendar, and introduced a daily summary so replies and bookings kept moving without constant pings.
Client onboarding admin. Built a simple onboarding checklist and templated emails for new enquiries, booking, and first-day info. Kept a live tracker so the owner could see who was waiting on forms, payment, or a start date.
CRM tidy and upkeep. Cleaned a messy CRM list by deduping contacts, standardising names and fields, and setting a weekly upkeep routine. Follow-ups stopped getting lost because every contact had one record and one next action.
“She kept my inbox under control and my calendar stopped changing every hour.”
Owner-manager, a small service business
What happens and when
Ongoing admin support runs on a monthly rhythm with a steady weekly cadence. I’m in your inbox and calendar on agreed working days, and you can flag urgent items by email or a tagged message so they rise to the top fast.
1. Setup week Once, at start I collect access, confirm your preferences, and set the rules I’ll work from. That includes inbox triage and foldering, diary clean-up and booking rules, your client onboarding steps, and how you want invoices, expenses, and chasers handled. 2. Inbox and diary Every week I triage new email, file threads where they belong, and keep replies moving in your tone. I manage scheduling requests, protect the time blocks you want kept free, and send you a short summary of what I’ve handled and what needs your decision. 3. Clients and CRM Each week I keep enquiries moving through your admin steps, send the right info at the right time, and keep your CRM up to date. If contacts need a tidy-up, I do a dedupe sweep and confirm merges before I apply them. 4. Invoices and chasing Each month I send invoices, log payments and expenses, and chase late payments using your wording and timing rules. You’ll see a simple list of what’s paid, what’s due, and what’s been chased, so there’s no guessing where money is sitting.
Inbox triage and filing
Handled on working days. I sort, file, and flag threads using agreed rules so priority items stay visible and the rest stays out of your way.
EMAIL REPLIES IN YOUR TONE
Drafted and sent on working days for enquiries, scheduling, and routine questions. Anything sensitive, contractual, or uncertain gets held for your quick approval first.
CALENDAR MANAGEMENT
Ongoing. I schedule, reschedule, and confirm meetings, apply your booking rules, and keep travel time and focus blocks protected so the week stays workable.
Travel booking support
As needed. I put options together, confirm timings and preferences with you, then book and send a single itinerary you can follow from your phone.
CUSTOMER ENQUIRIES AND ONBOARDING ADMIN
Ongoing. I respond, gather the right details, send onboarding info, and keep a tracker of who is waiting on what so starts do not drift.
CRM DATA ENTRY AND UPKEEP
Updated weekly. I add and update contacts, standardise fields, and run tidy and dedupe sweeps so follow-ups go to one place and history is easy to read.
Plans
Pick the plan based on how much is landing in your inbox each week and how much booking and invoicing you want off your plate. Prices are per month.
Priced items
Next steps
If you’d like me to take this on, the quickest next step is to lock in the setup week and access.
1. Sign and return the acceptance section next to this proposal. 2. Pay 40% of the setup to book the start date. 3. Send access and preferences, and I’ll start the setup week.
Signature
Fee summary
If I give you access to my inbox, what stops a wrong send?
I set sending rules before I send anything. In setup week we agree what I can reply to without asking, what I should draft for approval, and what I should hold. For anything uncertain, I draft and label it clearly, then wait for your go-ahead.
WHAT DO YOU NEED FROM ME IN WEEK ONE TO GET GOING?
Access to the inbox, calendar, and any CRM or bookkeeping tool you already use, plus your current templates if you have them. I’ll also need your preferences in writing: tone, booking rules, and a short list of common questions with your usual answers.
How do we handle urgent stuff and out-of-hours messages?
I’ll agree with you what counts as urgent and how you want it flagged. During working hours, urgent items go to the top of my list. Out of hours, I can draft and queue replies for the next working window, or you can handle anything truly time-critical yourself.
WHAT SYSTEMS DO YOU WORK IN DAY TO DAY?
I’m comfortable working inside the tools you already use for email, calendars, CRM, and invoicing. In setup week I confirm logins, permissions, and the way you like things organised, then I stick to that system so you are not juggling two ways of working.
Payment
Setup is paid 40% to start and the other 60% 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. You’ll share access to email, calendar, CRM, and invoicing tools using your normal admin or delegate method. Please do not send passwords in a document or email. I only use the access needed for the agreed work.
Approvals. In setup week we agree what I can reply to without asking, what I should draft for approval, and what I should hold. If something is uncertain, I draft it, label it clearly, and wait for your go-ahead.
Urgent items. We’ll agree what counts as urgent and how you want it flagged. During working hours, urgent items go to the top of my list. Out of hours, I can queue drafts for the next window.
Confidentiality
I treat your client details, inbox contents, calendar, pricing, and financial admin as confidential. I do not share your information with anyone else unless you ask me to, or the law requires it.
Scope changes. If you want me to take on work outside ongoing admin support, I’ll confirm the change in writing before I start. If it needs extra time, I’ll tell you what moves and what stays the same.
Pausing or ending. If you need to pause or end ongoing admin support, you can do that with notice you set in writing. I’ll confirm the end date, handover notes, and what access I still need until the work is wrapped.
