Built for businesses where everything still lives in the founder's head.

    Most growing service businesses, agencies, and consultancies hit the same wall: one person is the only one who knows how anything actually works. Operations work pulls that knowledge out of someone’s head and turns it into instructions, project plans, and repeatable routines the team can follow.

    • Operators and team leads at service businesses, agencies, coaching practices, and startups with teams.
    • Teams running 3 to 8 contractors with no clear owner of the coordination work.
    • Businesses where the same fires keep restarting because the fix lives in someone's memory.
    • Companies preparing for hiring, a role change, or a sale and need real documentation, not only Loom videos.

    What I take off your plate.

    No written process for repeated work

    Everything depends on memory. New hires take months to get comfortable, and you have to explain the same process again every quarter.

    Contractors that don't talk to each other

    Three freelancers, four tools, and no clear owner. Work gets delayed, and nobody knows who was waiting on whom.

    Weekly reporting takes a full day

    Stitching numbers from three dashboards every Monday. By the time the report ships, the data is stale.

    Vendor renewals you forgot about

    Tools auto-renew at higher rates. Contracts expire mid-project. Nobody manages the vendor list or the renewal dates.

    Onboarding feels different every time

    Each new client gets a slightly different welcome experience. Some get the contract on day one, some on day five.

    The founder is the only one who can move things forward

    Approvals queue up in your inbox. Decisions that should take five minutes wait five days because nobody has a clear next step.

    Operations tools I work inside.

    I work with the tools you already pay for. No 'rip and replace' unless you ask. If a tool is fighting you and there is a better one, I will say so, but I will not turn your operations into a migration project.

    Project & task

    • ClickUp
    • Asana
    • Notion
    • Monday.com
    • Trello
    • Basecamp

    Docs & processes

    • Notion
    • Google Workspace
    • Coda
    • Scribe
    • Loom
    • Process Street

    Coordination

    • Slack
    • Microsoft Teams
    • Google Meet
    • Calendly
    • SavvyCal
    • Toggl

    What's included

    Bundled into the Growth or Partner retainer.

    • Process discovery, drafting, and quarterly review cycles
    • Project coordination across internal team and contractors
    • Vendor sourcing, contracts, renewals, and seat audits
    • Recurring reporting (weekly, monthly, quarterly)
    • Onboarding workflows for new hires and new clients
    • Tool and software management
    • Meeting schedule, agendas, and follow-ups
    • Light bookkeeping coordination with your accountant
    • Quarterly operations review and improvement plan

    What's not included

    So nothing is murky after the kickoff call.

    • Pure executive admin (inbox triage, calendar gatekeeping): that's the Executive virtual assistant service
    • CRM rebuilds or complex automation projects: quoted separately or run inside CRM & Automation
    • Paid media management or running ad accounts
    • Bookkeeping, tax filing, payroll processing
    • Recruiting or HR compliance work
    • Anything requiring a regulated license (legal, accounting, financial advice)

    What recent operations work has looked like.

    Coaching academy: 51 weekly transcripts compiled

    Pulled 14 months of Otter.ai recordings into a single searchable Word doc: 2.3M characters: in under two hours. The founder finally had a knowledge base her team could actually use.

    Compliance review: 1,000 files, 40 requirements

    Built a Streamlit and Python app that replaced a two-day manual document review with a one-hour structured checklist. Standardised what used to be tribal knowledge.

    Consulting firm: Google Drive rebuild

    Designed a thoughtful folder taxonomy and naming convention for a chaotic Google Drive, with light automation to keep new files in the right place from the moment they land.

    Operations case studies from the studio.

    14 months of coaching calls, one searchable knowledge base

    51 weekly transcripts, 2.3M characters, compiled into a single searchable document in under two hours.

    Read case study

    1,000 files, 40 requirements, one-click checklist

    From two days of clicking to a one-hour structured review using Python and Streamlit.

    Read case study

    Order back to a 10,000-file Google Drive

    Custom automation and thoughtful taxonomy turned a chaotic Drive into a reliable system.

    Read case study

    Common questions

    Operations Virtual Assistant FAQ

    Other ways I support businesses

    Executive Virtual Assistant

    Inbox, calendar, meeting prep, and the day-to-day for busy leaders and their teams.

    Explore Executive Virtual Assistant

    CRM & Automation

    Pipeline cleanup, automations, Keap, HubSpot, GoHighLevel.

    Explore CRM & Automation

    Inbox & Calendar Management

    Triage rules, scheduling, and a calendar you can trust.

    Explore Inbox & Calendar Management

    Get the operations out of your head.

    Book a free 20 minute call. Tell me where the operations layer is breaking down and I will tell you what I would fix first.

    Contact Me