Your inbox decides how your day goes
Many owners spend the first hours of each day sorting email, and important messages still slip through because there is no agreed way to triage them.
A Virtual Admin Assistant to Take Routine Work Off Your Plate
Hand off inbox management, scheduling, data entry, document preparation and the many small tasks that fill your week to a trained, vetted remote assistant who reports on their work every day.
- Small business owners still doing their own admin
- Agency owners who need operations support
- Consultants and coaches with busy calendars
Available this month
What you get
- Email inbox management
- Calendar and scheduling
- Document preparation
- Data entry and CRM updates
- SOP writing and upkeep
Engagement
Part-time or full-time
Core tools
Google Workspace, Slack, ClickUp
The short answer
Admin Assistant, explained simply
A virtual admin assistant is a remote professional who handles the routine administrative work of a business, such as email and calendar management, data entry, document formatting, CRM updates, research and bookkeeping preparation. They work part-time or full-time from processes you approve, using tools like Google Workspace, Slack, ClickUp and Asana.
- Engagement
- Part-time or full-time
- Core tools
- Google Workspace, Slack, ClickUp
- Trial period
- First 2 weeks
- Starting price
- $20/hr or $899/mo
Sound familiar?
These are the problems that usually bring people to us. If two or more apply, this service is worth a closer look.
Scheduling takes too many back-and-forth messages
Finding times for calls, rescheduling and sending reminders adds up to hours each week that could go to paying work.
Information is scattered across too many places
Contacts, invoices and notes live in spreadsheets, email threads and different apps, so finding what you need takes longer than it should.
A local hire is hard to justify for part-time work
Recruiting, payroll, equipment and office space are a large commitment when you only need 20 hours of admin help a week.
What is included
Everything below is part of the work, written into your quote, and handed over with notes so you are never locked in.
Email inbox management
Sorts, labels and archives email, drafts replies for your approval and flags urgent messages using rules you agree on together.
Calendar and scheduling
Books meetings, handles reschedules, sends reminders and protects focus time on your calendar.
Document preparation
Formats proposals, reports, slide decks and contracts from your templates in Google Docs, Sheets and Slides or Microsoft Office.
Data entry and CRM updates
Enters new leads, updates contact records and keeps spreadsheets and CRM data consistent and free of duplicates.
SOP writing and upkeep
Documents recurring tasks as step-by-step SOPs (standard operating procedures) so work is done the same way every time and is easy to hand over.
Bookkeeping preparation
Collects receipts, matches invoices to payments and prepares records for your bookkeeper. The assistant does not give tax or accounting advice.
Research and travel booking
Researches suppliers and tools, builds comparison sheets and books travel within the budget and preferences you set.
Daily task reporting
Sends an end-of-day summary and a weekly report covering completed work, pending items and anything waiting on you.
How the work runs
A clear path from first call to handover. You always know what is happening, what we need from you, and what comes next.
- 1 Day 1
Discovery call
We list the tasks you want to hand off, the tools you use, your working hours and how you prefer to communicate.
- 2 Day 2-5
Assistant matching
We shortlist a vetted admin assistant with relevant experience and suitable hours. You can interview them before confirming.
- 3 Week 1
Access and handover
You grant limited access to the tools involved, share logins through a password manager and walk the assistant through each task. We turn your explanations into written SOPs.
- 4 Weeks 1-2
Trial and review
The assistant takes on real work while our account manager checks in with both of you. If the match is wrong, we replace the assistant.
Before and after
What changes in your day-to-day once this is done properly.
Area
Before
With Getcustomerservices
Email
Before: Owner sorts the inbox every morning
With Getcustomerservices: Assistant triages and flags what needs you
Scheduling
Before: Long email threads to find a time
With Getcustomerservices: Assistant books, confirms and reschedules
Records
Before: Data spread across apps and spreadsheets
With Getcustomerservices: One updated source kept consistent
Know-how
Before: Processes live in the owner's head
With Getcustomerservices: Written SOPs for each recurring task
What you can expect
Fewer hours on admin each week
Routine email, scheduling and data work moves to someone whose job is to do it, freeing your time for clients and growth.
Less risk of missed messages and deadlines
A daily triage routine and a shared task list make it less likely that an important email or due date goes unnoticed.
Processes that are written down
As the assistant documents each task, you build a library of SOPs that makes future hiring and delegation easier.
Who this is for
- Small business owners still doing their own admin
- Agency owners who need operations support
- Consultants and coaches with busy calendars
- Real estate, mortgage and insurance professionals
- Founders preparing for their first hire
- Professional service firms with document-heavy work
Simple, fixed pricing
Clear prices, agreed before work starts. If your project needs something different, we will quote it in writing first.
Hourly
For light or irregular admin needs. Minimum of 40 hours per month.
$20/hr billed monthly
- Vetted and trained assistant
- Tasks managed in ClickUp, Asana or Slack
- Time tracked and itemized
- End-of-day task summary
Part-time
20 hours per week of dedicated admin support.
$899 per month
- Dedicated admin assistant
- Inbox and calendar management
- Data entry and document preparation
- Daily summary and weekly report
- Two-week trial period
Full-time
40 hours per week for owners or teams with a steady admin workload.
$1,599 per month
- Everything in Part-time
- Support for several team members
- SOP library built and maintained
- Monthly review with an account manager
- Replacement if the assistant is not a fit
Prices in USD. GoHighLevel subscription, phone, SMS and email usage are billed by HighLevel directly and are not included.
What tasks can I delegate to a virtual admin assistant?
A good rule is to delegate any task that is repeated, follows a pattern and does not require your personal judgment. Email triage, calendar management, data entry, CRM updates, document formatting, file organization, online research and preparing records for your bookkeeper all fit this description. Start by tracking your work for a week and highlighting the tasks you could explain to someone else in a few minutes.
Keep decisions that depend on your expertise or authority, such as pricing, hiring or approving payments, with you or a trusted manager. The assistant can still prepare the information for those decisions, such as gathering quotes or summarizing options, so your part takes less time. Over the first month, most clients find more tasks to hand over once they see how the routine work is being handled.
- Inbox triage and drafted replies
- Scheduling, reminders and rescheduling
- Data entry and CRM upkeep
- Document and slide formatting
- Research and comparison sheets
- Receipt collection for your bookkeeper
How do I hand over admin work to a remote assistant?
Handover works best when each task has a short written process. If you do not have SOPs, record your screen while you do the task once and explain what you are doing. The assistant turns that recording into a step-by-step document, then does the task while you review the result. After a few rounds, the task is theirs and the SOP is saved for the future.
During the first week, hand over three to five tasks rather than everything at once. Agree on how you will communicate, for example Slack for quick questions and a ClickUp or Asana board for assigned work, and when the daily summary will arrive. Our account manager checks in during the trial period so small issues are fixed before they become habits.
Is it safe to give a virtual assistant access to my email?
It can be, provided access is set up carefully. Google Workspace and Microsoft 365 both support delegated mailbox access, which lets the assistant read and draft email without knowing your password. You can limit them to specific labels or a shared inbox, and remove that access in just a few clicks. Every assistant signs a non-disclosure agreement before they begin work.
For other tools, we follow a least-privilege approach: the assistant gets the lowest level of access that lets them complete their tasks. Passwords are shared through a password manager such as 1Password or Bitwarden, never sent by email or chat. We recommend two-factor authentication on every account, and when an engagement ends we work through an offboarding checklist with you to remove all access.
Frequently asked questions
Straight answers to the questions people ask us most. If yours is not here, ask us directly.
How many hours of admin support do I need?
Most small business owners start with 20 hours a week. To estimate your needs, list the admin tasks you do in a typical week and note how long each one takes. If the total is under 10 hours, the hourly plan is usually enough. If it is 15 hours or more, or you expect it to grow, a part-time or full-time plan gives you a dedicated assistant with consistent availability.
Can my admin assistant reply to emails on my behalf?
Yes, within limits you set. Many clients start with the assistant drafting replies for approval, then allow them to send routine responses directly once they are comfortable, such as confirming meetings or answering common questions. Anything involving pricing, contracts, complaints or sensitive topics is flagged for you. We document these rules in an email SOP so the assistant knows exactly what they can and cannot send.
Can a virtual admin assistant do bookkeeping?
An admin assistant can handle bookkeeping preparation, such as collecting receipts, matching invoices to payments, categorizing expenses from your rules and keeping records organized for your accountant. They do not provide tax, accounting or financial advice, and we recommend that a qualified bookkeeper or accountant reviews and reconciles your books. This split usually lowers the time and cost of your accountant's work.
Do I need SOPs before I hire an admin assistant?
No. Many clients do not have written processes when they start. During handover, you show the assistant each task once, either live or by recording your screen, and the assistant writes it up as a step-by-step SOP for you to review. By the end of the first month, you usually have a documented version of your most common admin tasks.
Can I share one admin assistant across my team?
Yes. A part-time or full-time assistant can support several people, such as an owner and two account managers. We recommend naming one person who sets priorities when requests conflict and using a shared task board so the assistant's workload is visible to everyone. Without that, requests compete in different channels and the most urgent work can get delayed.
Is there a minimum contract length for a virtual assistant?
Part-time and full-time plans run month to month after the first two weeks, which act as a trial period. We ask for 30 days' notice to end or change a plan, so the assistant can complete open work and hand everything back in an orderly way. The hourly plan has a monthly minimum of 40 hours but no long-term commitment.
What happens when my assistant is sick or on leave?
Planned leave is agreed with you in advance, and we arrange cover for longer absences where the role needs it. For unplanned absences, we let you know as early as possible. Because your tasks are documented as SOPs, a backup assistant from our team can handle time-sensitive work, such as inbox triage or scheduling, until your regular assistant returns.
How do you vet and train your virtual assistants?
Candidates go through a written English assessment, a skills test for the role, a video interview and reference checks. Those who pass complete our internal training on communication standards, data security, reporting and the tools they will use, such as Google Workspace, Slack, ClickUp, Asana and GoHighLevel. We then match them to clients based on skills, experience and working hours.
Talk to us about Admin Assistant
Book a free 30-minute call. We will look at what you have, tell you what we would change, and give you a fixed quote. No pressure, no jargon.