Carolyn M.

Operations & Systems VA | AI, Project Management & Execution

You don't just need more help. You need someone who understands what it takes to keep the backend of your business together as it grows. I work with coaches and consultants who are already generating revenue and are starting to feel the strain of everything happening behind the scenes. The business is working. You have clients. The challenge is everything that comes with delivering the work. If you often need help with: • creating and documenting processes • managing teams and contractors • tracking KPIs • improving client delivery • launch planning • capacity management • technology implementation • business operations …and things are starting to feel messy, reactive, or dependent on you. that's where I step in. WHAT I ACTUALLY DO OPERATIONS & SYSTEMS SUPPORT • Keeping daily operations moving and nothing slipping through • Organising workflows, tasks, and SOPs so things are clearer • Cleaning up processes that have become messy or inconsistent • Making sure work actually gets followed through PROGRAMS, LAUNCHES & DELIVERY • Supporting coaching programs and group offers • Coordinating launches, webinars, and campaigns • Client onboarding and communication support • Keeping delivery structured from start to finish CLIENT & CRM MANAGEMENT • Client tracking and updates • CRM setup and organisation • Keeping client data and workflows maintained • Supporting a consistent client journey MARKETING EXECUTION • Email campaigns and launch coordination • Content scheduling across platforms • Making sure marketing tasks are executed on time FINANCIAL & ADMIN SUPPORT • Invoicing and basic billing support • QuickBooks / Xero updates • Keeping financial records organised and up to date WHO I WORK BEST WITH • Coaches and consultants with active clients • Small teams delivering coaching, consulting, or online programs • Founders still handling most of the backend • Businesses that need stronger structure and follow-through TOOLS & PLATFORMS ClickUp • Notion • Asana • GoHighLevel • HubSpot • Kajabi ActiveCampaign • ConvertKit • Make • Zapier • ChatGPT Claude • Gemini • Perplexity • NotebookLM QuickBooks • Xero • Canva WHAT CLIENTS SAY “Carolyn doesn’t just execute - she understands the business. She helps things run better, not just faster.” - Shauna Moran “I needed someone who could step in, see what needed to be done, and handle it. That’s exactly what she did.” - Cindy Hatcher 🤝 HOW I WORK You won’t need to chase updates or repeat instructions. I work with: → clear communication → proactive problem-solving → consistent follow-through → ownership and accountability If I see something that needs attention, I'll tell you. If something could be done better, I'll tell you that too. 👇 NOT THE RIGHT FIT IF • You're looking for a general Virtual Assistant. • You're not a coach or consultant. • You don't yet have an established offer or paying clients. If this sounds like where your business is today, I'd love to hear more about what you're building.