Hand over the admin that eats your week and get your time back for the work only you can do.
Executive assistants, data entry, orders, records and research, with AI triaging your inbox and a named team owning the result.
AI triages your inbox, proposes meeting times and reads the data out of documents, so routine volume moves quickly and nothing sits unopened. A named assistant or small team does the admin, research, data entry and order processing, reviews what the AI has produced and owns the result. Anything sensitive, or with consequences outside your business, is checked by a second person before it leaves.
What an engagement covers
A typical scope for this service. Exact scope is agreed in writing before work starts.
Executive assistants: a named assistant who works your hours, runs your day-to-day admin, books travel and meetings, coordinates vendors and prepares briefing notes
Inbox and calendar management: mail sorted and prioritised, routine replies drafted, follow-ups chased, meetings scheduled across time zones, and only the items that need you flagged
Research: suppliers, markets, prospects and options, summarised into short briefs that say where each piece of information came from
Data entry and processing: records created, cleaned and updated in your spreadsheets, CRM and internal systems, to the standards you set
Document and records management: files named, sorted and stored in your shared drives under your own folder rules, with version control, so any document can be found quickly
Document data extraction: AI reads forms, PDFs, scans and email attachments, the team samples the extracted fields, and anything that feeds an order, a payment or a message to a client is checked by a person before it is used
Order processing: orders entered, checked and updated, status messages sent to customers, and exceptions raised to you instead of left to pile up
Reporting: weekly and monthly packs compiled from your spreadsheets and systems, so you are not building them by hand
AI does the routine. People own the outcome.
Where AI tooling helps, it takes the repetitive volume; a named team handles everything that needs judgment.
AI does
Triages your inbox, schedules, extracts data from documents
Our team does
Admin, research, data entry, order processing
You track
Tasks done on time
AI-handled routine work is sampled and reviewed by our team. Anything sensitive, or with external consequences, goes to a person and is second-checked. How we use AI
What you receive
A named assistant or small team working your hours, with a trained backup
A written task guide and approval rules covering what is handled alone, what is checked and what comes to you
AI set up on your inbox, calendar and document flow, running under your access policy
Orders, data, documents and records processed and filed in your own systems
A weekly report of tasks completed, tasks on time and items waiting on you
A monthly review of workload and scope, with suggestions for what to hand to AI next
How the service is measured
Service levels are agreed per engagement. These are the measures we typically commit to.
Tasks completed on time against the deadlines agreed with you
Turnaround on urgent requests and on replies to your inbox
Accuracy of data entry and document extraction, checked on sampled work
Orders processed within the agreed time, with exceptions raised and cleared promptly
Availability across your agreed hours, including cover for leave and absence
The software we work in
We work inside the platforms you already use, under your access policy. Support for a specific tool is confirmed when we scope your engagement.
- Your email and calendar (Google Workspace, Microsoft 365)
- Slack
- WhatsApp Business
- Google Sheets and Excel
- Your CRM (HubSpot, Zoho CRM, Pipedrive)
- Your order or e-commerce platform
- Shared drives and document stores
Product names belong to their owners; no endorsement is implied.
Setting up back office & virtual assistants
- Day 1
Discovery call
We walk through what is eating your week: the inboxes, calendars, spreadsheets, document stores and order flow, who does what today, and which tasks to hand over first.
- Within days
Tailored proposal
A written proposal sets out the tasks, hours and team, which steps the AI will take on and which are reviewed by a person, and a clear monthly figure.
- Week 1
Set-up in your tools
Access is set up under your policy in your email, calendar, messaging, spreadsheets, CRM and shared drives. We agree what is handled alone, what is checked and what comes to you, and write the rules into a task guide.
- Week 2
Onboarding and parallel run
The team works alongside you or your current helper, every output is reviewed, and the task guide is corrected on real cases. Nothing goes live until you have signed it off.
- From month 1
Go-live and review
The team takes ownership of the agreed tasks. You get a weekly report of what was done, what was on time and what is waiting on you, and a monthly review to adjust scope and decide what to hand to AI next.
Common questions about back office & virtual assistants
AI handles routine, low-risk volume inside rules agreed with you: sorting the inbox, proposing meeting times and reading data from forms and documents. Its output is sampled and reviewed by the team. Anything sensitive, or with consequences outside your business, such as a new or unusual message to a client, a change to an order or anything involving money, goes to a person, and a second person checks it before it leaves. A named team lead is accountable for the result.