Dedicated Support
Virtual Assistant (Admin)
For founders and managers whose highest-value hours are being spent on their lowest-value work.
Admin virtual assistance
Streamline Your Operations So You Can Focus on Growth
Trovanix provides dedicated Virtual Assistants to support leadership and management teams across growing businesses.
Our Virtual Assistants handle essential operational work such as calendar management, inbox coordination, CRM updates, proposal preparation, document organization, reporting, meeting support, and communication follow-ups, giving your team more time to focus on strategy, clients, and growth.
From coordinating meetings and maintaining trackers to preparing reports and summaries, our Virtual Assistants streamline workflows, improve communication, and keep daily operations running smoothly.
With reliable, professional support, your team can focus on what matters most: clients, business development, and results.
Scope of support
What Is Included
Executive Calendar & Meeting Management
- Coordinating internal and external meetings with clients, partners, and teams
- Proactively blocking focused work time and travel time
- Preparing meeting briefs, including attendees, agenda, and key talking points
- Taking high-level meeting notes and tracking action items
- Avoiding overlaps and managing multiple calendars
Email Triage & Inbox Management
- Filtering emails, flagging priorities, and responding to routine messages
- Organizing inboxes with labels, folders, and follow-up tags
- Drafting responses or forwarding requests to the appropriate team member
- Taking high-level meeting notes and tracking action items
- Preparing a daily summary of priority messages and required responses
Travel & Event Logistics
- Booking flights, hotels, and ground transport
- Coordinating with internal teams and external stakeholders
- Preparing travel itineraries and calendars
- Registering for conferences, trade shows, and webinars
- Booking tables or rooms for business lunches and client meetings
Document & Information Management
- Organizing contracts, NDAs, proposals, and project files
- Creating naming conventions and digital filing systems
- Keeping CVs, bios, company profiles, and case studies updated
- Formatting executive presentations and business documents
Strategic Task Reminders & Delegation Tracking
- Reminding executives and managers of key deadlines and deliverables
- Following up with team members on delegated tasks
- Tracking pending approvals, signatures, and responses
- Maintaining visibility over task ownership and completion
Virtual Assistant (Admin) Onboarding Process
A Simple Program Launch
Orientation & Introduction
- Welcome Call
- Business Overview
- Documentation Access
- Communication Guidelines
Initial Setup
- Dedicated Email Access
- Platform Access
- Content and Documentation Standards
- Workflow Setup
Task Training
- CRM, Calendar, and Inbox Management
- Document Handling
- Meeting Support
- Task Delivery Standards
Task Implementation
- Assigning Real Tasks
- Setting Clear Expectations
- Feedback Loop
- Reporting
Ongoing Development
- Advanced Tasks
- Performance Reviews
- SOP Access and Training
- Process Updates
Our process
What working together looks like
Understand
We audit where your time actually goes and identify what can leave your plate first.
Shape
We define the assistant's ownership list, your preferences, and the rules for acting in your name.
Deliver
Your assistant runs the daily load with a communication rhythm that suits you.
Improve
The ownership list grows as trust builds. Most clients delegate far more by month three.
Frequently asked questions
The things people ask before starting
Ready to talk about Virtual Assistant (Admin)?
A 30-minute call with no obligations, just a clear picture of how this would work for your business.