AI Virtual Assistant Agency

Provide a defined remote administration service to a small number of busy owners or teams. Typical work includes inbox triage and labelling, calendar administration, meeting preparation packs, task tracking, CRM record updates, document organisation, and written standard operating procedures. AI assists with drafting, summarising and structuring, while you verify every fact and send nothing without client approval. The service is sold as agreed hours or a fixed task scope with clear boundaries, never as unlimited access to a client's accounts.

• A clearly defined customer, problem, and deliverable.
• A sample or portfolio item that demonstrates the exact service offered.
• A written scope covering price, delivery, revisions, and responsibilities.
• At least one real market conversation or structured user-feedback session.
• A repeatable delivery process that another person could understand.

Milestone status is estimated from your delivery-checklist progress. Complete the checklist below to advance the tracker.

1. 1
   Step 1

   Choose two or three service areas you can genuinely deliver, such as inbox organisation, calendar administration and meeting preparation. Write down what is included and what is excluded.

2. 2
   Step 2

   Pick one client type you understand, for example coaches, trades businesses, recruiters, letting agents or independent consultants, and describe the admin problems they face in their own language.

3. 3
   Step 3

   Write your service boundaries in plain English: you draft and organise, the client approves and sends; you never impersonate the client, never access an account without written permission, and never send external communications without sign-off.

4. 4
   Step 4

   Build a secure working setup before taking clients: unique strong passwords, multi-factor authentication, a password manager for any shared access, an encrypted device, and a private folder structure per client.

5. 5
   Step 5

   Create a written confidentiality and data-handling note covering what information you hold, where it is stored, how long you keep it, who can see it, and how it is deleted at the end of an engagement.

6. 6
   Step 6

   Build reusable systems: an inbox labelling scheme, a calendar booking rulebook, a meeting-prep pack layout, a task tracker board, and a CRM update checklist. Templates are the product.

7. 7
   Step 7

   Create a one-page service menu with three packages, hours or task limits, response times, working hours, and the approval steps required before anything is sent externally.

8. 8
   Step 8

   Run one paid trial week with a single client at a reduced scope. Record every task, how long it took, and where instructions were unclear.

9. 9
   Step 9

   Write standard operating procedures from that trial so each recurring task has numbered steps, an owner, an approval point and a definition of done.

10. 10
    Step 10

    Agree access properly: request delegated or role-based access issued by the client, in writing, with the minimum permissions needed, and confirm how access will be revoked when work ends.

11. 11
    Step 11

    Deliver a weekly summary covering completed tasks, items awaiting client decision, blockers, hours used against the agreed limit, and next week's priorities.

12. 12
    Step 12

    Review each month: which tasks consume the most time, which are worth templating, which sit outside scope, and whether the package price still reflects the work.