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Project & Task Management – Basecamp
Set up and maintain client projects and project documentation
Restart documentation and assign to-dos for repeat clients
Maintain team project workflows and ensure information is current
Identify missing information or outstanding tasks and proactively follow up
CRM & Client Administration – Dubsado
Maintain accurate client and lead information
Prepare and send templated proposals and client communications
Update dates, pricing, project descriptions, and other information provided by the owner
Track leads, proposals, and outstanding follow-ups
Help ensure clients move through established workflows appropriately
Client Communication
Send pre-templated/canned emails, consultation reminders, proposals, and other routine communications
Flag communications that require the owner's personal response
Track outstanding client responses and follow up when appropriate
Calendar & Scheduling
Maintain Allison's personal calendar
Schedule and coordinate appointments and other commitments
Help identify scheduling conflicts and upcoming items requiring attention
Team Scheduling – When I Work
Assist with administrative updates to employee schedules
Help manage schedule changes and timekeeping information
Flag scheduling issues requiring the owner's decision
Reporting & Data
Create and maintain Google Sheets reports
Perform accurate data entry and maintain information across company platforms
Help keep company records consistent and current
Client Photo Management – CompanyCam & Lightroom
Properly tag and organize client photos and videos in CompanyCam
Pull appropriate images for social media, marketing, and portfolio use
Email Marketing – MailerLite
Upload and format completed email/newsletter copy
Create polished, professional layouts
Manage links, images, formatting, and other newsletter details
Writing marketing content is not required
Marketing Materials – Canva
Organize existing marketing materials
Maintain brand consistency using existing templates and guidelines
Link & Affiliate Management
Maintain Linktree/Instagram bio links
Update ShopMy affiliate links and product information as needed
Check links periodically to ensure they remain accurate and functional
Product Inventory – Sortly
Maintain product inventory records
Update quantities and product information
Assist with tracking organizing products purchased and sold to clients
Identify discrepancies or missing information
Business Phone Management – FreedomVoice
Monitor incoming messages daily
Filter spam and identify legitimate client inquiries
Flag important messages and ensure inquiries receive timely attention
Vendor & Product Research
Research products, vendors, and service providers as requested
Compare pricing, availability, reviews, and other relevant information
Present findings in an organized format that makes decisions easy
Follow up with vendors when appropriate
Research & Special Projects
Complete general business and personal research projects
Research solutions independently before asking for assistance
Provide concise recommendations rather than simply presenting large amounts of information
Executive & Personal Assistance
Assist the owner with personal administrative tasks as needed
Schedule personal and household appointments
Research and coordinate household service providers and vendors
Assist with travel research, itineraries, reservations, and planning
Research purchases and compare options
Assist with online orders, delivery tracking, returns, and refunds when authorized
Help manage family scheduling and personal administrative projects
Maintain confidentiality when handling personal information
Follow-Up & Task Tracking
Proactively track outstanding client, vendor, business, and personal action items
Follow up when appropriate rather than waiting to be reminded
Maintain a system for items awaiting responses or decisions
Bring unresolved or time-sensitive matters to the owner's attention
Help ensure important details do not fall through the cracks
Bookkeeping Support – Nice to Have
Approximately 5 hours per month of QuickBooks data entry
Assist with basic bookkeeping-related administrative tasks
Prior QuickBooks or bookkeeping experience is preferred but not required
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