VIRTUAL BACK-OFFICE SUPPORT YOU CAN ACTUALLY DELEGATE

1. Keep meetings and loose ends moving

For: Owners and managers at firms under ~50 people who are drowning in meetings, loose ends, and small admin, and don’t want to add a full-time hire.

Concrete tasks we take on:

• Prep agendas and track action items after calls
• Draft or polish internal notes, checklists, and status updates
• Clean shared folders and name files so the team can find them
• Track open loops and nudge owners until items close
• Research travel options; book only after your OK
• Keep a simple task list and send a weekly “what matters” digest

Typical deliverables: Meeting agendas, action-item lists, tidy folders, a weekly digest, and travel options you approve before we book.

2. Get out of your inbox and calendar

For: Owners and team leads drowning in email and back-and-forth scheduling.

Concrete tasks we take on:

• Sort email into the labels or folders you choose
• Draft replies for your review (or send from templates you’ve approved)
• Book and move meetings, send invites, and handle reschedules
• Protect focus time and flag conflicts before they happen
• Chase threads that went quiet, on a schedule you set
• Maintain a shared calendar view of key deadlines and events

Typical deliverables: A cleaner inbox, replies drafted for your review, meetings booked, and a list of what we followed up on.

Access note: We prefer shared or delegated inbox and calendar access, not your main password.

3. Facts before the meeting, not after

For: Owners and sales leads who need facts pulled together before a call or decision, without losing an afternoon.

Concrete tasks we take on:

• Competitor or vendor comparison tables (features, pricing pages, public reviews)
• Prospect/account briefs before sales or partner calls
• Policy, tool, or process research with source links
• Event, conference, or local-vendor shortlists with contact details
• One-page summaries of long docs, PDFs, or email threads

Typical deliverables: One-page briefs, comparison tables, and summaries with links to sources.

Boundary: We synthesize publicly available or client-provided information. We do not provide legal, tax, medical, or investment advice.

4. Clean CRM, so follow-up doesn’t die

For: Small sales teams whose CRM gets messy because nobody has time to keep it clean.

Concrete tasks we take on:

• Update deal stages, next steps, and close dates from your notes or call outcomes
• Deal-stage and contact-field cleanup: merge duplicates and fix company, role, and tags
• Simple pipeline snapshots and activity reports
• Log emails/calls into the CRM when you supply the outcome
• Lead-list cleanup in your existing CRM or sheets, using sources you approve
• Prep outreach sequences’ data (lists and fields, not cold-spam campaigns)

Typical deliverables: Up-to-date CRM records, clean contact lists, and a weekly pipeline snapshot.

Tools: HubSpot, Salesforce, Pipedrive, Airtable, Google Sheets, Notion databases, or whatever you already use, scoped at kickoff.

5. Write down how the work gets done

For: Firms where key steps live in one person’s head and stall when that person is busy or out.

Concrete tasks we take on:

• Step-by-step SOPs from your notes or a screen share
• Document how you want inbox, onboarding, or order-hand-off handled
• Recurring weekly and monthly ops checklists
• Keep a living “how we do X here” wiki page in Notion, Google Docs, or Confluence
• Version and archive outdated process docs so the team uses the current one

Typical deliverables: Written step-by-step guides, checklists, and process pages with screenshots where useful.

6. Chase vendors and paperwork for you

For: Owners stuck chasing vendors, quotes, and forms because nobody else owns the thread.

Concrete tasks we take on:

• Quote and delivery follow-ups with vendors, as you direct
• Coordinate onboarding or offboarding logistics with customers (within scripts you approve)
• Collect and file paperwork: W-9s, signed forms, and missing documents
• Schedule handoff calls and circulate agendas/recaps
• Maintain a simple status board of open vendor/customer requests
• Escalate blockers to you with a clear ask…we don’t invent policy

Typical deliverables: A status board, filed paperwork, vendor follow-ups, and escalation notes.