What does administrative support cover?

    Inbox and calendar management, executive and meeting support, documents and file organization, spreadsheets, records and reporting, client and vendor communication, onboarding administration, and research and programme administration. I take ownership of the administrative work we agree on, keep records current and communicate what needs your input, remotely from Canada.

    Hand over the work that keeps demanding your attention.

    Meeting arrangements, document requests, reporting deadlines and unanswered emails all need attention. When those responsibilities are spread across busy people, it becomes difficult to know what is complete and what still needs a follow-up. I take ownership of the administrative work we agree on, keep records current and communicate what needs your input. You have one consistent person keeping track of the details.

    • Executives who need meetings prepared, papers ready and follow-ups tracked to completion.
    • Founders and business owners handing over inboxes, calendars and client communication.
    • Large teams with multiple stakeholders, where nobody can say what is complete and what is waiting.
    • Boards and committees that need meeting packages, decision records and approval tracking.
    • Programmes and grants with documents to organize and reporting deadlines to meet.

    What I can help with.

    Inbox and calendar management

    Keep communication organized and your schedule manageable. I sort and prioritize incoming emails, draft replies, track outstanding responses and coordinate appointments. I manage meeting arrangements across time zones, check for scheduling conflicts and account for preparation time.

    Executive and meeting support

    Get the preparation and follow-through your meetings need. I coordinate attendees, prepare agendas and meeting materials, organize background information, and prepare notes or minutes from meetings, recordings and transcripts. Afterwards, I maintain action lists and follow up on agreed next steps.

    Board and governance administration

    Keep the board's work organized and on record. I manage the logistics, calendars, agendas, meeting packages and slide decks for the board of directors, governance committees and the annual general meeting. I coordinate the onboarding of new directors and committee members, including administrative setup, briefing packages and orientation, and act as the routine point of contact for director communications. I track annual compliance for board and committee charters, and keep the operating registries current each month: non-disclosure agreements, master contracts, intellectual property and memoranda of understanding.

    Proposals, decks and pipeline records

    Give your business development leads finished material and accurate records. I format, assemble and polish pitch decks, slide presentations, scopes of work and formal consulting proposals for agencies, municipalities and industry stakeholders. I organize agendas and meeting frameworks, log client calls and prepare pre-meeting briefing packages. In HubSpot I handle the day-to-day data entry, lead tracking, meeting logging and stage updates, and I compile market data and analytics for quarterly forecasts, retention reports and pipeline KPI tracking.

    Documents and file organization

    Keep business information consistent and easy to find. I prepare and format documents, presentations, reports and templates. I organize shared folders, maintain naming conventions and help track document versions, signatures and outstanding paperwork.

    Spreadsheets, records and reporting

    Keep the information your team relies on up to date. I maintain spreadsheets, contact records, task trackers and recurring reports. I check entries for consistency, organize source information and prepare updates in a format your team can use.

    Client and vendor communication

    Keep routine communication moving. I handle agreed inquiries, draft correspondence, send reminders, request documents and follow up on outstanding items. Matters that need your judgement are brought to your attention with the relevant context.

    Onboarding administration

    Give new clients and team members an organized start. I coordinate paperwork, welcome emails, meeting invitations and onboarding checklists. I track missing information and arrange approved account or access requests with the appropriate people.

    Research and programme administration

    Get useful information organized for the next step. I carry out research, summarize findings and maintain supporting records. For grant-funded programmes, I set up funder calls, organize the meeting schedule and act as the administrative liaison with funding partners. I maintain the project documentation, including SIPOC registries, work breakdown structures, schedules and milestone registries. I collate expenditure receipts, track project spend, reconcile the project accounts and help the finance team prepare and submit funding claims to government bodies and external partners.

    Administrative support with technical confidence.

    My career began in telecommunications technical support and expanded into customer success, administration and operations in Canada. That background helps me work comfortably with both the task and the system behind it. A client follow-up may also require a CRM update, a shared document and a calendar invitation. I can handle those connected steps within our agreed scope, reducing the need to coordinate several people for closely related work.

    Documents and data

    • Google Workspace
    • Microsoft 365
    • Excel
    • Google Sheets

    Coordination

    • Slack
    • Microsoft Teams
    • Asana
    • ClickUp
    • Airtable

    CRM

    • Keap
    • HubSpot

    What you can expect when we work together

    • Clear responsibilities. We agree on what I own, what requires approval and when work needs to be completed.
    • Attention to deadlines. I plan around agreed priorities, track outstanding items and raise potential delays early.
    • Consistent follow-through. I keep recurring tasks moving, follow up on missing information and document the processes I manage.
    • Useful updates. You receive a clear account of what is complete, what is in progress and what needs your attention.
    • Care with your information. I follow your agreed confidentiality requirements and access procedures when handling business records, communications and documents.

    What it does not cover

    So the scope is clear before we start.

    • Bookkeeping entries, payroll processing and tax filing. Invoice checks, receivables follow-up and funding-claim preparation with your finance team are in scope; the accounting entries and sign-off stay with them.
    • Regulated legal, accounting or financial advice
    • Cold calling and outbound sales quotas
    • Custom software engineering
    • Full-time availability: this is scheduled support during agreed working hours, not an always-on seat

    What recent administrative work has looked like.

    Client onboarding that runs the same way every time

    Turned a scattered welcome process into one checklist with templated emails, document requests and calendar invites, so every new client received the same first two weeks.

    A shared drive people could search again

    Rebuilt the folder structure and naming convention for a team drive that had grown past ten thousand files, then kept new documents landing in the right place.

    Recurring reporting off the founder's desk

    Took a monthly report that was rebuilt by hand every cycle and turned it into a maintained sheet with a fixed schedule and a consistent format.

    Organizations I have supported.

    Five years of this work, much of it for boards, programs and executives. Some of these came through Virtual Gurus, where I was the assistant placed on the account, and some are direct Rellatech clients.

    Associations and nonprofits

    • CUTRIC
    • The Undivide Project
    • HRAI
    • John Howard Society of Ontario
    • 2030 Districts
    • Level Justice

    Institutions and professional services

    • University of Calgary
    • The Co-operators
    • Justice Capital
    • Alcantara Law
    • Austin Bryant Consulting

    Founder-led businesses

    • IPFINITY
    • Tensory Technologies
    • Namataste Nutrition
    • Floww Digital
    • Invictus Company Acquisitions
    • Streamline Pet Solutions

    Work directly with Valentina.

    I'm Valentina Akpan, founder of Rellatech. My experience includes supporting executives, business owners and large teams across administrative, customer-facing and operational responsibilities.

    I hold a BA from the University of Uyo in Nigeria, an MBA from University Canada West in Canada, and a web development certificate from Aptech.

    I bring that combination of education and practical experience to work that requires organization, sound judgement and confidence with technology.

    More about my background See examples of my work

    Choose the support you need.

    Ongoing administrative support

    For responsibilities that need regular attention, such as inboxes, calendars, client communication, records and reporting. We agree on scheduled support, priorities and the expected workload.

    A defined administrative project

    For a specific backlog or deliverable, such as organizing a shared drive, preparing document templates, consolidating records or documenting an onboarding process.

    Explore pricing and support options

    How to get started.

    1. 01

      Describe the work

      Tell me what you need help with, which tools you use and any upcoming deadlines.

    2. 02

      Agree on the arrangement

      We confirm responsibilities, working hours, pricing and communication expectations.

    3. 03

      Hand over the priorities

      I get familiar with your processes and access requirements, then begin the agreed work.

    4. 04

      Stay informed

      I provide updates and flag decisions or information needed from you.

    Related work from the practice.

    Preparing Consistent Board and Committee Meeting Records

    I prepared meeting materials, structured minutes and updated a governance registry for a sensitive task-force meeting.

    Read case study

    Organizing Operational Documents in a Shared Drive

    I reorganized a telecommunications company's shared-drive environment around active work, templates, historical records and technical resources.

    Read case study

    Organizing Coaching Transcripts into a Searchable Reference

    I consolidated coaching-call transcripts into a searchable Word document, giving the business one place to find and reuse its existing material.

    Read case study

    Administrative support guides

    Inbox management for businesses

    A practical system for triage, ownership and follow-up when email is taking over the working day.

    Read the guide

    What 100 hours inside founder inboxes revealed

    Patterns from hands-on inbox work and what they show about delegation, decisions and recurring admin.

    Read the guide

    The first tasks to outsource

    A decision framework for choosing work that is repeatable, transferable and worth taking off the founder's desk.

    Read the guide

    Common questions

    Administrative Support FAQ

    Yes. My experience includes working with executives and large teams. We establish who I support, how requests are prioritized and who approves work so responsibilities remain clear.

    Yes. I begin by learning your current setup and working within it. If I identify an improvement, I explain the recommendation and agree on any changes with you.

    We establish your preferences and requirements during onboarding. As I learn recurring responsibilities, I document the steps and manage the agreed work. I ask when a decision or unfamiliar situation needs your input.

    That depends on the volume, frequency and deadlines of the work. We review those together to define an appropriate starting scope and schedule.

    Support is provided during agreed working hours. We confirm availability, response expectations and how urgent requests will be handled before starting.

    Yes. I manage board, committee and AGM logistics, prepare agendas, meeting packages and decks, onboard new directors, track charter compliance and keep the governance registries current. Decisions, conflicts and approvals are recorded as the board and its officers direct.

    Yes. I coordinate funder calls and meeting schedules, maintain the project documentation and registries, collate receipts, track spend and reconcile the project accounts. I prepare the funding claim with your finance team; the accounting entries and the submission sign-off stay with them.

    Yes. If you also need project coordination, process documentation or follow-through across teams and vendors, we can include those responsibilities in an agreed operations scope.

    This administrative service does not include bookkeeping, payroll processing, tax filing or regulated legal, accounting or financial advice. We clarify the boundaries of the work before starting.

    Other ways I support businesses

    Operations Support

    Process documentation, project coordination and ownership across your team and vendors.

    Explore Operations Support

    Support for Consultants

    Administrative and operations support shaped around client delivery, proposals, follow-up and a consultant's schedule.

    Explore Support for Consultants

    Support for Nonprofits

    Administrative support for programs, stakeholders, records and recurring nonprofit operations.

    Explore Support for Nonprofits

    CRM & Workflow Support

    CRM cleanup, pipelines, automations and follow-up workflows across Keap, HubSpot and more.

    Explore CRM & Workflow Support

    Website Support

    Page updates, landing pages, forms and ongoing maintenance for the site you already have.

    Explore Website Support

    What would you like taken off your plate?

    Tell me which responsibilities need consistent attention and what you would like to hand over. I review inquiries personally and normally reply within one business day. If the work is a good fit, we can arrange a free consultation.

    Book a free call

    Everything starts with the form. I read each inquiry myself and send scheduling details once it looks like a genuine fit.

    Tell me what you need help with, and I will suggest where to start.

    Book a free call