Email Management
We maintain the client’s inbox daily or several times per week, organize communications, apply filters, handle administrative emails, and escalate important items with clarity and speed.
Our Responsibilities
Daily inbox review (frequency depends on retainer level)
Flagging, categorizing, and archiving emails
Responding to administrative emails in the client’s tone
Creating and maintaining inbox rules
Eliminating spam + reducing noise
Drafting replies for client approvals (when needed)
Creating weekly or biweekly “Inbox Summary Reports”
Following up on overdue or unanswered messages
Maintaining inbox clean-up & zero-inbox structure
Client Responsibilities
Approve any messages that require their voice or authority
Provide initial tone/style guidelines
Notifies of VIP contacts or message priorities
Respond to escalated items within agreed response times
Calendar Management
We act as the gatekeeper and coordinator — scheduling, rescheduling, time-blocking, confirming meetings, and making sure the client’s calendar reflects priorities, not chaos.
Our Responsibilities
Daily or weekly calendar review
Scheduling + rescheduling
Time-blocking based on priorities
Meeting confirmations + reminders
Managing personal and business calendars
Creating buffers between meetings
Monthly calendar planning
Tracking recurring meetings
Coordinating team/client/vendor schedules
Sending pre- and post-meeting notes (if client needs it)
Client Responsibilities
Provide availability preferences
Communicate blackout dates
Approve high-level scheduling preferences
Show up to scheduled events on time
Admin Support
We handle essential administrative operations — documents, follow-up tasks, small projects, call summaries, research, and ongoing organizational support.
Our Responsibilities
Document cleanup + formatting
Creating templates, forms, checklists
Light data entry
Tracking deadlines and deliverables
Preparing files, PDFs, client assets
Drafting simple SOPs
Ordering, research, vendor coordination
Following up on open tasks
Weekly admin status reports
Client Responsibilities
Provide initial materials, logins, tools
Approve decisions requiring authority
Provide timely responses to questions
Give final approvals on outbound documents
Systems Setup
We set up foundational systems the client needs for operations: simple automations, Notion/Moxie workspaces, CRM organization, and workflows that support their routine (This is light systems, not deep operations consulting).
Our Responsibilities
Setting up basic systems or dashboards
Improving existing workflows
Organizing client tools (Notion, Moxie, Airtable, etc.)
Building simple automations (not advanced tech)
Setting up task tracking + reminders
Light SOP formatting
Creating tech checklists + how-to guides
Maintaining system hygiene each month
Client Responsibilities
Tell you which tools they use or want
Provide access to tools/accounts
Approve system structure before build
Share their workflows or preferences
Use the system you build (or give feedback)
Social Media Admin
We handle the admin side of content: scheduling, formatting, categorizing, uploading, pulling analytics, coordinating posts, and managing inboxes — but not content creation (We are not a social media manager. We handle logistics, admin, and execution).
Our Responsibilities
Uploading content the client provides
Scheduling posts across platforms
Light formatting + caption clean-up
Pulling analytics
Organizing content folders
Coordinating with designers or writers
Managing inbox + comment responses
Weekly content checklist
Tagging, categorizing, and updating content calendars
Client Responsibilities
Provide all content (graphics, videos, written copy)
Approve final posts if needed
Provide brand voice/tone
Give goals for the month