Services

General Administration

I carry out all aspects of administration including email and calendar management, document creation and editing and newsletter communications.

Detailed task list


Database Management

From Excel spreadsheets to CRM cloud based applications, I can streamline your data entry and keep your client, volunteer and donor records up-to-date.

Detailed task list

Employee Management

Helping to manage your hiring and evaluation processes. Pre-screening of potential employees, preparing interview and evaluation questions and forms, and recording and filing of intake paperwork.

Detailed task list

Financial Management

Need help keeping track of your finances and reporting and filing all the correct paperwork with your bookkeeper? I will help you with processes, forms and filing, including expense reports, paying invoices and tracking income.

Detailed task list

Social Media & Website Management

From updating details and finding and fixing broken links on your website, to managing and answering blog comments, responding to social media inquiries and uploading videos and courses, I can help keep your Social presence up-to-date and accurate.

Detailed task list

Event Management

I can help you organize all the logistics for your event from start to finish. Venue choices and selection, speakers, accommodations, registrations, vendors and all other details.

Detailed task list

Project Management

I will take a big-picture project and help you break it down into manageable bite-sized steps.

Detailed task list

Not-For-Profit Board Support

From minute taking, to agenda setting, to preparation of reports and presentations, to Bylaws and Policies, I can help you organize your not-for-profit documents and keep your Board information in a clear and concise manner.

Detailed task list

Grant Writing, Management & Reporting

I will help you develop your project proposal, then write and submit appropriate grant applications, monitor progress on deliverables and prepare and submit final reports to Grantors.

Detailed task list

Something missing from this list? I can help!

Hello, I’m Gwen and I’m excited to work with you to help you streamline your business and give you time to focus on what matters most to you.

Contact me:

To Schedule a Discovery Call or book an Intake Appointment.

General Administrative Tasks

Sort through email inboxes each morning, organize according to Urgent & Priority

Maintain inbox zero

Create email filters

Send newsletters and emails to a list

Set up email autoresponders

Fix errors in bounced emails

Answer service/support emails (refunds, trouble logging in, etc.)

Write and/or schedule newsletters and general emails

Research a topic and submit a summary briefing and/or blog post

Format Word documents

Create a daily to-do list

Schedule clients, set up calendars and handle cancellations

Schedule calls, interviews, meetings and/or consultations

Set up and send out client contracts

Follow up with clients when they don’t complete tasks or contracts

Proofread slide decks, emails, landing pages and all other copy

Look up and email directions to meetings/events, etc.

Update/monitor software subscriptions

Research new apps and software when a change is needed

Organize dropbox and/or google drive

Organize digital filing system (in Cloud)

Create slides for presentations

Create PDFs, workbooks, transcripts for classes, workshops or podcasts

Order copies of handouts

Order gifts for employees, clients and customers as requested

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.
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Database Management

Manage and maintain client contact lists

Enter data into Customer Relationship Management system

Maintain up-to-date contact information for each customer, volunteer and supplier

I have worked with the following database (CRM) programs:

Microsoft Access

LaserFiche

Little Green Light

CampBrain

Wild Apricot

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.

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Employee Management

Sort through employee applications and select most promising for interviews

Prepare interview questions and set up interview times

Respond to applicants as they submit applications

Schedule and set up ZOOM interview calls

Assist with interview process and final selection – if requested

Record and file intake paperwork

Send birthday cards and flowers to employees on appropriate dates

Prepare employee evaluation forms

Design and print employee recognition certificates

Plan employee recognition events

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.

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Fill in and submit completed expense reports to bookkeeper

Organize and file digital invoices, receipts and paperwork for financial filing

Tracking business expenses for filing with bookkeeper/auditor

Tracking income and customer payments and reporting to bookkeeper

Ensure that bills are paid on time

Shopping for online products and getting them delivered

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.

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Social Media & Website Management

Manage social media scheduling and content re-purposing

Upload videos and workshops into courses/membership sites and format the text under each video/photo

Create landing pages

Review website pages and look for broken links and outdated information

Find and fix broken links

Create FAQ video and/or pages

Manage, update and make changes to websites

Manage and answer blog comments

Schedule FB updates and posts

Answer inquiries on business Facebook pages or website contact forms

Manage Messenger inboxes

Write scheduled FB posts

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.

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Event Management

Research venues – selecting and booking best venue for event

Contracts for speakers and/or presenters

Manage all accommodation requests and reservations

Arrange catering and select menu plans for all meals, snacks and occasions

Logistics and coordination of vendor areas

Travel logistics for key staff/speakers and presenters

Identify and book extra-curricular (or off-site) tours and activities during event

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of management.

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Project Management

Work with the Board of Directors / Executive Director to complete a detailed Project proposal including:

Purpose
Objectives – individual ‘goals’ within the main project
Deliverables – what will be the desired outcomes at the end of the project
Timelines for implementation
Person hours (and who will implement)
Proposed costs – including personnel and materials

Break down the project into detailed, step-by-step work plan defining who will accomplish each individual step and by when

Monitor the progress of the project and keep communication lines flowing to all participating members

Regular reports to the ED/BoD regarding progress on the project

Assemble data received from the project and prepare a final DRAFT report for approval by the BoD/ED

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Not-for-Profit Board Support

Develop and manage the annual Board and Committee meeting calendar, ensuring that Board and Committee Chairs are well prepared and supported ahead of meetings and that Directors are aware and reminded of meeting dates

Ensure timely preparation of Board and Committee packages, including drafting, editing, formatting, and timely delivery, while also proactively drafting meeting agendas based on approved priorities and CEO guidance

Track board decisions and action items, communicate relevant information to staff, and maintain organized storage and archiving of Board documents for easy reference

Manage all aspects of Board logistics, including ensuring convenient access to online materials, overseeing the meeting platform, taking minutes, and disseminating relevant information

Coordinate logistics for any in-person Board Meetings: handle venue bookings, make travel and accommodation arrangements, and process expense claims

If there are tasks you need done that you do not see on this list, please ask. There are many other skills that I have picked up in my years of office administration.

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Grant Writing, Management & Reporting

Work with the Board of Directors / Executive Director to complete a detailed Project proposal including:

Purpose
Objectives – individual ‘goals’ within the main project
Deliverables – what will be the desired outcomes at the end of the project
Timelines for implementation
Person hours (and who will implement)
Proposed costs – including personnel and materials

Identify potential grants that are matches with timelines for submission and reporting

Utilize the Project proposal document to draft and submit grant applications to Grantors approved by the BoD/ED

Monitor acceptance of grant $

Manage the implementation of the project keeping the Objectives and Deliverables in mind

Utilize the data collected to draft and submit a final report to the Grantors as required by the contract

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