01
Inbox management
Triage, labels, drafting support, follow-up tracking, and scheduling coordination.
Inbox · Admin · Coordination · Documentation
Mara Reyes
Virtual assistant support for founders and small teams who need a calmer inbox, clearer priorities, and dependable systems behind the scenes.
Core support
Calm systems for busy days.
I focus on the work that reduces friction: sorting what matters, documenting repeatable steps, keeping follow-ups visible, and making sure nothing important disappears into the background.
02
Task coordination
Clear priorities, due dates, status updates, recurring tasks, and handoff notes.
03
SOP documentation
Simple procedures that make recurring work easier to follow, review, and delegate.
04
Administrative support
Meeting preparation, file organization, light research, records, and routine follow-through.
OPS / 001–003
Inside my workspace.
A closer look at how I organize everyday admin work: triaging messages, keeping tasks visible, and turning recurring work into a repeatable process.
Fictional demo
Portfolio concept notice: the workspace below uses fictional sample data.
No real client accounts, messages, results, testimonials, or confidential information are shown.
Needs reply
Normal
SAMPLE DATA
Can I move our call to Thursday?
Avery Chen · Sample customer
Hi! Something came up during our original time. Would Thursday afternoon work instead? I’m flexible after 2:00 PM.
VA handling note
Suggested VA action: check calendar availability, propose two open times, update the meeting once confirmed.
Weekly operations board
Sample task board showing weekly admin priorities and follow-through.
To do02
Confirm next week’s client-call availability
Archive completed meeting notes
In progress02
Clean and merge duplicate contact records
Prepare Friday meeting agenda
Waiting02
Vendor invoice reference confirmation
Approve updated folder naming convention
Complete02
Send Monday priority summary
Update recurring-task checklist
Processing new customer inquiries
A sample procedure for keeping new inquiries organized, acknowledged, and routed consistently.
Purpose
Keep incoming inquiries organized, acknowledged, and routed to the correct next step without losing context.
Trigger
A new inquiry arrives through the shared business inbox.
Procedure
- Review the sender, subject, requested action, and any deadline.
- Apply the appropriate inbox label: Needs Reply, Waiting, Scheduling, Billing, or Reference.
- Check internal information before drafting a response. Do not invent missing details.
- Prepare the response or route the message to the person responsible for the decision.
- Record any follow-up task with a date and status.
Quality check
- The sender’s request has been understood correctly.
- No confidential or unverified information is included.
- A clear owner and next action are assigned.
- A follow-up date exists when a reply is still pending.
Escalation
Escalate messages involving payment disputes, legal concerns, sensitive personal information, unusual account access, or decisions outside the VA’s authority.
Tool familiarity
Tools I work comfortably around.
My workflow is tool-flexible. I use familiar admin platforms to keep communication, scheduling, documentation, and task visibility in one dependable rhythm.
Email: Gmail / Outlook
Tasks: Asana / Trello / ClickUp
Docs: Google Workspace / Microsoft 365
Meetings: Zoom / Google Meet
Scheduling: Google Calendar / Calendly
Visuals: Canva
Working approach
Useful support should feel lighter, not louder.
I keep communication concise, surface blockers early, document recurring work, and leave a clear trail of what is done, what is waiting, and what needs a decision next.