What does admin and operations support cover?

    Inbox and calendar management, executive and meeting support, documents and file organization, spreadsheets, records and reporting, client and vendor communication, onboarding administration, research and programme administration, project and contractor coordination, process documentation and SOPs, vendor and renewal tracking, operational reporting and recurring workflows. I take ownership of the administrative work we agree on, keep records current and communicate what needs your input, remotely from Canada.

    Hand over the work that keeps demanding your attention.

    Meeting arrangements, document requests, reporting deadlines and unanswered emails all need attention. When those responsibilities are spread across busy people, it becomes difficult to know what is complete and what still needs a follow-up. I take ownership of the administrative work we agree on, keep records current and communicate what needs your input. You have one consistent person keeping track of the details.

    • Executives who need meetings prepared, papers ready and follow-ups tracked to completion.
    • Founders and business owners handing over inboxes, calendars and client communication.
    • Large teams with multiple stakeholders, where it is hard to say what is complete and what is waiting.
    • Boards and committees that need meeting packages, decision records and approval tracking.
    • Programmes and grants with documents to organize and reporting deadlines to meet.
    • Teams where projects stall because an approval is missing or a handoff is unclear.
    • Businesses coordinating contractors, freelancers and client delivery across several tools.
    • Teams that need recurring processes written down so they run the same way every time.

    What I can help with.

    Inbox and calendar management

    Keep communication organized and your schedule manageable. I sort and prioritize incoming emails, draft replies, track outstanding responses and coordinate appointments. I manage meeting arrangements across time zones, check for scheduling conflicts and account for preparation time.

    Executive and meeting support

    Get the preparation and follow-through your meetings need. I coordinate attendees, prepare agendas and meeting materials, organize background information, and prepare notes or minutes from meetings, recordings and transcripts. Afterwards, I maintain action lists and follow up on agreed next steps.

    Board and governance administration

    Keep the board's work organized and on record. I manage the logistics, calendars, agendas, meeting packages and slide decks for the board of directors, governance committees and the annual general meeting. I coordinate the onboarding of new directors and committee members, including administrative setup, briefing packages and orientation, and act as the routine point of contact for director communications. I track annual compliance for board and committee charters, and keep the operating registries current each month: non-disclosure agreements, master contracts, intellectual property and memoranda of understanding.

    Proposals, decks and pipeline records

    Give your business development leads finished material and accurate records. I format, assemble and polish pitch decks, slide presentations, scopes of work and formal consulting proposals for agencies, municipalities and industry stakeholders. I organize agendas and meeting frameworks, log client calls and prepare pre-meeting briefing packages. In HubSpot I handle the day-to-day data entry, lead tracking, meeting logging and stage updates, and I compile market data and analytics for quarterly forecasts, retention reports and pipeline KPI tracking.

    Documents and file organization

    Keep business information consistent and easy to find. I prepare and format documents, presentations, reports and templates. I organize shared folders, maintain naming conventions and help track document versions, signatures and outstanding paperwork.

    Spreadsheets and records

    Keep the information your team relies on up to date. I maintain spreadsheets, contact records, task trackers and recurring reports. I check entries for consistency, organize source information and prepare updates in a format your team can use.

    Client and vendor communication

    Keep routine communication moving. I handle agreed inquiries, draft correspondence, send reminders, request documents and follow up on outstanding items. Matters that need your judgement are brought to your attention with the relevant context.

    Research and programme administration

    Get useful information organized for the next step. I carry out research, summarize findings and maintain supporting records. For grant-funded programmes, I set up funder calls, organize the meeting schedule and act as the administrative liaison with funding partners. I maintain the project documentation, including SIPOC registries, work breakdown structures, schedules and milestone registries. I collate expenditure receipts, track project spend, line up the project accounts and help the finance team prepare and submit funding claims to government bodies and external partners.

    Project and task coordination

    Turn agreed priorities into a practical plan. I organize tasks, owners, deadlines and dependencies in your project management system. I maintain progress updates, follow up on outstanding work and flag issues that could affect delivery. For a newly funded project, I set up the funder calls and meeting schedule, act as the administrative liaison with funding partners, and maintain the SIPOC registry, work breakdown structure, schedule and milestone tracker.

    Grant spend and funding claims

    Keep a funded project's money accounted for. I collate expenditure receipts, track project spend against the budget, line up the project accounts and help the finance team prepare and submit funding claims to government bodies and external partners. Your accountant keeps the entries, and I prepare the claim so it is ready for you to sign.

    Process documentation and SOPs

    Make recurring work easier to understand and repeat. I document how your team completes a process, including the steps, tools, responsibilities and approval points. I prepare standard operating procedures, checklists and reference materials, then update them as the agreed process changes.

    Video SOPs and help videos

    Show the process instead of only writing it down. I record screen walkthroughs in Loom or Camtasia, edit them in Descript or CapCut with captions and even sound levels, and narrate them. With your permission, I can narrate in your own voice using ElevenLabs, so the videos sound like you without you recording them. I use them for team SOPs and for help lessons that answer your customers' repeat questions.

    Team and contractor coordination

    Keep the people involved in delivery informed and connected. I coordinate requests, clarify handoffs and follow up with internal teams, freelancers and contractors. When something needs your decision, I bring you the relevant context and explain what is waiting on it.

    Onboarding and client delivery

    Give new clients and team members an organized start. I coordinate paperwork, welcome emails, meeting invitations, onboarding requirements, documents, meetings and internal responsibilities. I maintain checklists and delivery trackers so your team can see what is complete, what is missing and what comes next.

    Vendor and renewal tracking

    Keep important dates and supplier responsibilities organized. I maintain vendor records, track contract and renewal dates, coordinate routine communication and follow up on outstanding items. You receive the information needed to review renewals and make decisions before deadlines arrive.

    Operational reporting

    Know where the work stands. I maintain trackers and prepare recurring updates covering progress, upcoming deadlines, unresolved issues and decisions needed. The reporting is shaped around what you and your team need to act on.

    Recurring workflow management

    Give weekly and monthly responsibilities consistent attention. I coordinate recurring tasks, maintain schedules and follow through on the steps involved. When the same issue keeps returning, I investigate where the process is getting stuck and recommend a practical improvement.

    Administrative support with technical confidence.

    My career began in telecommunications technical support and expanded into customer success, administration and operations in Canada. That background helps me work comfortably with both the task and the system behind it. A client follow-up may also require a CRM update, a shared document and a calendar invitation. I can handle those connected steps within our agreed scope, reducing the need to coordinate several people for closely related work.

    Documents and data

    • Google Workspace
    • Microsoft 365
    • Excel
    • Google Sheets

    Coordination and projects

    • Slack
    • Microsoft Teams
    • monday.com
    • Asana
    • ClickUp
    • Trello
    • Notion
    • Airtable

    CRM and support

    • Keap
    • HubSpot
    • Zendesk

    Practice management

    • Jane App
    • SimplePractice

    What you can expect when we work together

    • Clear responsibilities. We agree on what I own, what requires approval and when work needs to be completed.
    • Attention to deadlines. I plan around agreed priorities, track outstanding items and raise potential delays early.
    • Consistent follow-through. I keep recurring tasks moving, follow up on missing information and document the processes I manage.
    • Useful updates. You receive a clear account of what is complete, what is in progress and what needs your attention.
    • Care with your information. I follow your agreed confidentiality requirements and access procedures when handling business records, communications and documents.
    • Billing and accounts receivable routines: invoices checked against the spec before they go out, open-invoice tracking, payment and card-decline follow-up, handoffs to your accountant.
    • Support operations: ticket triage, CSAT-risk review, closure standards and engineering handoffs.
    • Vendor and carrier portal ownership: registrations, porting follow-up and compliance checks tracked to done.
    • Onboarding packs for new hires, including the SOPs a new person works from, and hiring assessments with candidate walkthroughs.
    • Operational data checks: call recording audits, failure reports and ticket merge audits.

    What recent admin and operations work has looked like.

    Client onboarding that runs the same way every time

    I turned a scattered welcome process into one checklist with templated emails, document requests and calendar invites, so every new client received the same first two weeks.

    A shared drive people could search again

    I rebuilt the folder structure and naming convention for a team drive that had grown past ten thousand files, then made sure new documents were saved in the right place.

    Recurring reporting off the founder's desk

    I took a monthly report that was rebuilt by hand every cycle and turned it into a maintained sheet with a fixed schedule and a consistent format.

    Telecom provider: service operations run day to day

    I run the support ticket queue and route technical tickets to the engineers until each one is closed. I take number ports through to the carrier's confirmed date, rejected ones included, and keep E911 addresses registered. I also set up new customers and close accounts, with the handoffs to engineering and accounting.

    Telecom company: 15 SOPs from six weeks of Slack

    The accounting role had no written manual. I wrote the procedures, ranked the task list by how ready each part was to hand over, and kept a register of the questions that still had no answer.

    Billing QA: invoices checked before they go out

    I turned a written invoice spec into a check that runs before anything is sent, and corrected the existing queue so the next person starts with a clean one.

    Coaching academy: 49 weekly transcripts compiled

    I pulled 14 months of recordings into a single searchable document in under two hours, so the team has one place to look things up instead of a folder of files.

    Compliance review: 1,000 files, 40 requirements

    I replaced a two-day manual document review with a one-hour structured checklist and wrote down the steps that used to live only in people's heads.

    Support operations: a daily manual check retired

    I built a dashboard that shows the queue, response times and backlog in one place, replacing a manual check a team member ran every morning.

    Organizations I have supported.

    I have done this work for five years, much of it for boards, programs and executives. Some of these came through Virtual Gurus, where I was the assistant placed on the account, and some are direct Rellatech clients.

    Associations and nonprofits

    Institutions and professional services

    Founder-led businesses

    Work directly with Valentina.

    I'm Valentina Akpan, founder of Rellatech. My experience includes supporting executives, business owners and large teams across administrative, customer-facing and operational responsibilities.

    I hold a BA from the University of Uyo in Nigeria, an MBA from University Canada West in Canada, and a web development certificate from Aptech.

    I bring that combination of education and practical experience to work that requires organization, sound judgement and confidence with technology.

    More about my background See examples of my work

    Choose the support you need.

    Ongoing admin and operations support

    For responsibilities that need regular attention, such as inboxes, calendars, client communication, records, projects, contractors and reporting. We agree on scheduled support, priorities and the expected workload.

    A defined project

    For a specific backlog or deliverable, such as organizing a shared drive, preparing document templates, documenting a process, organizing a project tracker or preparing a handover.

    Explore pricing and support options

    How to get started.

    1. 01

      A free call

      We talk about what you need help with, the tools you use and any upcoming deadlines, and see whether we are a good fit.

    2. 02

      A proposal

      If we are a good fit, I send you a proposal with the scope, timeline and price.

    3. 03

      The contract

      Once you accept the proposal, I send you the contract to sign.

    4. 04

      Kickoff and onboarding call

      We meet to set up access, confirm the priorities and agree how we will stay in touch. Then I start the work.

    Admin and operations case studies.

    Fixing a CEO's Google Slides Deck in One Hour

    With 90 minutes before a keynote, I used Google Apps Script to give every presented slide one style and sent the team the PDF.

    Read case study

    Preparing Consistent Board and Committee Meeting Records

    I prepared meeting materials, structured minutes and updated a governance registry for a sensitive task-force meeting.

    Read case study

    Organizing Operational Documents in a Shared Drive

    I reorganized a telecommunications company's shared-drive environment around active work, templates, historical records and technical resources.

    Read case study

    Turning Repeat Support Questions into a Self-Serve Video Library

    I turned the questions members kept emailing into 10 recorded lessons. The first was published within a day.

    Read case study

    Keeping Emergency 911 Address Records Accurate

    I work through the daily E911 compliance reports and fix what they flag, including a live number cleared within hours.

    Read case study

    Closing a Customer Account Cleanly Across Four Teams

    I ran one cancellation checklist across engineering, accounting, number inventory and E911, and documented every step.

    Read case study

    Getting a Rejected Number Port Confirmed the Same Day

    I found why a clinic's four-line port was rejected, resubmitted it that afternoon, and the carrier confirmed it the same evening.

    Read case study

    Merging Two FAQs into One AI Assistant for an Internal Team

    I merged two FAQ documents into one master list of 118 questions, combined 49 duplicates and listed 5 conflicts for the owner to settle.

    Read case study

    Funding Research for Business Planning

    I researched funding opportunities for a communication consultancy and organized the findings by fit, timing and next steps, with a dashboard and tracker.

    Read case study

    Creating an Onboarding Pack from Working Instructions

    I turned a telecommunications company's working instructions into an onboarding pack for an accounting role.

    Read case study

    Organizing Coaching Transcripts into a Searchable Reference

    I consolidated coaching-call transcripts into a searchable Word document, giving the business one place to find and reuse its existing material.

    Read case study

    Organizing Document Matches for Human Review

    I built a tool to search a large document collection against a defined checklist and organize potential matches into a review dashboard.

    Read case study

    Bringing Ticket Follow-Ups into One Operations View

    I built a Google Sheets dashboard using a read-only Zendesk data workflow to help a telecommunications support team review ticket histories, ownership and next actions.

    Read case study

    Admin and operations guides

    Inbox management for businesses

    A practical system for triage, ownership and follow-up when email is taking over the working day.

    Read the guide

    What 100 hours inside founder inboxes revealed

    Patterns from hands-on inbox work and what they show about delegation, decisions and recurring admin.

    Read the guide

    The first tasks to outsource

    A decision framework for choosing work that is repeatable, transferable and worth taking off the founder's desk.

    Read the guide

    What does an operations virtual assistant do?

    The responsibilities, systems and ownership that separate operations support from task-based help.

    Read the guide

    Organize the work before deciding how much support to add

    Three operating systems that help a business run without adding headcount.

    Read the guide

    Common questions

    Admin & Operations Support FAQ

    Yes. My experience includes working with executives and large teams. We establish who I support, how requests are prioritized and who approves work so responsibilities remain clear.

    Yes. I begin by learning your current setup and working within it. If I identify an improvement, I explain the recommendation and agree on any changes with you.

    We establish your preferences and requirements during onboarding. As I learn recurring responsibilities, I document the steps and manage the agreed work. I ask when a decision or unfamiliar situation needs your input.

    That depends on the volume, frequency and deadlines of the work. We review those together to define an appropriate starting scope and schedule.

    Support is provided during agreed working hours. We confirm availability, response expectations and how urgent requests will be handled before starting.

    Yes. I manage board, committee and AGM logistics, prepare agendas, meeting packages and decks, onboard new directors, track charter compliance and keep the governance registries current. Decisions, conflicts and approvals are recorded as the board and its officers direct.

    Yes. I coordinate funder calls and meeting schedules, maintain the project documentation and registries, collate receipts, track spend and line up the project accounts. I prepare the funding claim with your finance team, and the accounting entries and the submission sign-off stay with them.

    You do not need to choose. Administrative support covers recurring responsibilities such as inboxes, calendars, documents and records. Operations support adds coordination across people and processes, including project tracking, handoffs, process documentation and delivery follow-up. We agree on the mix that fits your work in one scope.

    Yes. I can take responsibility for defined areas while working within your existing reporting structure. We agree on ownership and approval routes so the support fits your team.

    Yes. I can track deliverables, coordinate communication and follow up on deadlines. You retain the commercial and management decisions we have not explicitly included in my scope.

    Yes. I work with the people involved to understand the current steps, review existing materials and turn that information into usable documentation. We check the process together before treating it as the agreed way of working.

    I plan around agreed deadlines, track dependencies and follow up consistently. Delivery can also depend on approvals, information and other people's work. When a deadline is at risk, I flag it early and help coordinate the next step.

    I begin with your existing setup. If a tool or process is causing a specific problem, I explain the issue and discuss any proposed change with you.

    Yes. A defined project can give us a clear starting point. We can discuss ongoing support if you need continued coordination afterwards.

    Yes. I check invoices against your spec before they go out, keep the open-invoice list categorized, follow up on payments and card declines, and handle the bookkeeping entries and payroll. Your accountant still does the tax filing.

    Yes. I review the queue, flag tickets at risk of a bad rating, hold the closure standard so every ticket ends with a note, and pass patterns to engineering. Where the answer lives in a vendor or carrier portal, I own that follow-up too.

    Other ways I support businesses

    Online Business Manager

    The same operations ownership, framed the way founders searching for an OBM describe it.

    Explore Online Business Manager

    Support for Consultants

    Administrative and operations support shaped around client delivery, proposals, follow-up and a consultant's schedule.

    Explore Support for Consultants

    Support for Nonprofits

    Administrative support for programs, stakeholders, records and recurring nonprofit operations.

    Explore Support for Nonprofits

    CRM & Workflow Support

    CRM cleanup, pipelines, automations and follow-up workflows across Keap, HubSpot and more.

    Explore CRM & Workflow Support

    Website Support

    Page updates, landing pages, forms and ongoing maintenance for the site you already have.

    Explore Website Support

    Tell me what you would like to hand over.

    Let me know which responsibilities, projects or recurring processes need consistent attention, who is involved and which tools you use. You can book a free call at a time that suits you, and we will go through it on the call.

    Book a free call

    The booking page shows my available times, so you can choose one straight away. If you would rather write first, send a message through the contact page and I will reply within one business day.

    Tell me what you need help with, and I will suggest where to start.

    Book a free call