Operations & Administrative VA
by Rose May

Make your operations run quietly in the background.

Your behind-the-scenes partner for streamlined operations and reliable admin support.

Meet rose may

Organized, structured, and systems-focused.

I work with business owners who are growing but feeling the weight of disorganized workflows, missed follow-ups, and processes that rely too much on memory. I build practical systems like trackers, SOPs, and task structures that help teams stay aligned and operate efficiently without constant follow-ups or micromanaging. With a background in operations, I bring the structure your business needs to scale confidently.

View Service Packages

PROBLEMS I HELP SOLVE

If any of these sound like your business, you're in the right place.

Scattered Systems & Unclear Processes

No centralized system, making it hard to manage tasks, data, and workflows efficiently.

Inconsistent Follow-Ups & Missed Opportunities

Without proper tracking, important timelines like payments and client touchpoints are overlooked.

Inefficient Manual Workflows

Time-consuming processes that increase errors and reduce overall productivity.

Limited Operational Visibility

No clear insight into tasks, deadlines, and performance making it hard to stay on top of everything.

services i offer

You stay in your zone of genius. I'll handle the rest.

✔️ EXECUTIVE ADMINISTRATION

Inbox and calendar management, travel coordination, meeting preparation, and executive follow-ups to ensure smooth day-to-day operations.

✔️ OPERATIONS SUPPORT

Task organization, workflow structuring, and basic project coordination to improve visibility, efficiency, and accountability across processes.

✔️ CLIENT OPERATIONS

Onboarding and offboarding support,

client check-ins, reminders, and light account management to maintain a seamless client experience.

✔️ SYSTEMS & TOOLS MANAGEMENT

CRM maintenance, file and document organization, and process documentation to keep systems clean, structured, and scalable.

SERVICE PACKAGES

Choose the right package for your business.

Foundational Support

For business owners who need structure, clarity, and consistent admin support.

Inbox and calendar coordination

Task tracking and follow-up management

File and document organization

Basic SOP documentation

$500

Operations Support

For growing businesses that need smoother workflows and dependable execution,

Workflow and task management

Client and internal coordination

SOP creation for recurring processes

Weekly reporting and progress tracking

$800

Strategic Operations Support

For business owners ready to hand off operations with confidence.

Systems organization and workflow improvement

SOP library management and optimization

Operations tracking and reporting insights

Priority communication and coordination support

$1,200

HOW WE'LL WORK TOGETHER

A simple, structured onboarding—tailored to your business.

A simple, structured onboarding focused on clarity and results. I keep the process straightforward while making sure I fully understand your operations so I can support you effectively.

01 · Discovery call

We’ll go through your current workflows, tools, and day-to-day operations. I’ll identify where things feel disorganized, time-consuming, or unclear so we can prioritize what needs to be improved.

02 · Tailored proposal

You’ll receive a clear summary of responsibilities, hours, tools, and pricing—mapped to one of the core packages or a custom retainer if needed.

03 · Onboarding & systems

We’ll set up access, communication norms, priorities, and simple SOPs. Within the first 2–4 weeks, you’ll start to feel the relief of having a trusted partner in place.

CASE STUDIES

Case Study 01: Master Guest Tracker Optimization

PROBLEM:

The business was managing guest bookings and follow-ups using Google Sheets, but the system lacked structure and visibility. Follow-ups were manually tracked, increasing the risk of missed touchpoints, especially during busy periods. Guest data was also inconsistent, making it difficult to rely on the system for accurate tracking.

DIAGNOSIS:

The core issue was the absence of a structured tracking system with clear follow-up logic. Without standardized data and automated status indicators, the team relied heavily on manual monitoring, which reduced efficiency and increased the likelihood of delays.

SYSTEM BUILT:

I optimized the existing Master Guest Tracker by transforming it into a more structured and logic-based tracking system. The goal was to improve visibility, ensure data consistency, and create a more reliable follow-up process.

EXECUTION:

• Structured & organized the spreadsheet structure for better data flow and usability
• Implemented a logic-based Follow-Up Status system (e.g., Pending, Due Now, Overdue, Upcoming) using formulas
• Created automated status updates based on timelines and last contact dates
• Cleaned and standardized guest data to resolve inconsistencies
• Ensured alignment across multiple tracking sheets (2025 & 2026)
• Identified and fixed formula errors to improve system reliability

RESULTS:

• Improved visibility of guest follow-up timelines and status
• Reduced risk of missed or delayed follow-ups
• Enabled faster identification of priority guests
• Created a more organized and reliable tracking system

BUSINESS IMPACT:

The optimized tracker allowed the business to manage guest follow-ups more efficiently and consistently. By reducing manual monitoring and improving data clarity, the system supports smoother day-to-day operations and provides a more scalable foundation for handling increasing bookings.

BEFORE OPTIMIZATION:

Manual, cluttered tracker with inconsistent data, unclear follow-ups, and limited visibility across guest timelines.

AFTER OPTIMIZATION:

Structured and automated tracking system with clear workflows, improved data visibility, and efficient follow-up management.

The guests' data presented has been anonymized and replaced with sample information to protect client confidentiality.

Case Study 02: SOP Knowledge Base System

Note: This is a simulated case study

PROBLEM:

The team relied heavily on memory and chat messages to complete recurring tasks. This led to repeated questions, inconsistent outputs, and delays whenever clarification was needed.

DIAGNOSIS:

The root issue was the lack of a centralized system for documenting processes. There was no single source of truth, making it difficult for team members to work independently.

SYSTEM BUILT:

Built a centralized system that eliminated repeated questions and improved team efficiency.

EXECUTION:

• Documented step-by-step workflows for common tasks
• Organized SOPs into structured sections for easy navigation
• Ensured each process included clear instructions and formatting
• Designed the system to be searchable and easy to maintain

RESULTS:

• Reduced repeated questions from team members
• Improved consistency in how tasks were completed
• Enabled team members to work more independently

BUSINESS IMPACT:

This created a more structured and scalable operation, where processes are no longer dependent on memory or constant supervision. It also supports faster onboarding for future team members.