Operations Virtual Assistants for Founders and COOs
The process lives in your head. That is the problem.
Every workflow you have not written down is a task only you can do. A dedicated Filipino operations VA turns your habits into SOPs, runs them daily, and keeps the back office moving without you.
Representative day for an operations lead in a 10 to 50 person company. Mapped from your real workload on the discovery call.
The quiet tax of unowned operations
Everything routes through you
Approvals, logins, exceptions. You are the API between your own systems.
SOPs do not exist
The process is whatever the last person remembered. Training a hire takes months of your time.
The back office backlog grows
Data entry, reconciliations and updates pile up until someone loses a weekend to them.
Vendors manage you
Orders, renewals and follow-ups happen when a vendor chases you, not the other way around.
Reporting is archaeology
The numbers live in five tools. Assembling one weekly picture takes half a day.
An ops manager feels premature
You need the work run reliably, not another strategy layer on payroll.
Where the ops week goes now, and after
A representative week for the person currently holding operations together.
Illustrative split. Not a measured client result.
What moves off your plate, and what never does
| Workstream | Cadence | Owner |
|---|---|---|
| SOP writing from recordingsYou record a Loom once. The VA turns it into a living document. | Weekly | Your VA |
| Onboarding and offboarding runsAccounts, access, checklists and welcome sequences, executed per hire. | Per hire | Your VA |
| Data entry and system hygieneCRM, ERP and spreadsheets kept current daily, not quarterly. | Daily | Your VA |
| Vendor follow-ups and order trackingRenewals calendared, orders chased, exceptions escalated to you. | Daily | Your VA |
| Report assemblyOne weekly picture pulled from all your tools into your template. | Weekly | Your VA |
| Calendar and inbox supportThe EA layer, included where you want it. | Twice daily | Your VA |
| Process design and exceptionsThe VA runs the system. Changing the system stays with you. | Always | Stays with you |
| Hiring and vendor decisionsPrepared with options and a recommendation, decided by you. | Always | Stays with you |
Process debt compounds like the financial kind
In Deloitte's global outsourcing survey, the functions companies hand off first are the repeatable ones: administration, back office, support. Not because they matter less, but because they are documentable, and documented work does not need a founder attached to it.
Harvard Business Review's classic case for executive support applies doubly to operations: the leader who spends afternoons inside spreadsheets is the most expensive data entry clerk the company will ever employ.
Documentation is the product
The deliverable is not just completed tasks. It is a growing operations manual: every workflow your VA runs gets written down, so the next hire, or the next VA, inherits a system instead of a mystery.
From call to a running back office
Map the workflows
A 15 minute call. We list what runs weekly in your business, mark what is documentable, and pick the first three workflows to move.
Meet your matches
Two or three vetted candidates matched to your tools and hours. You interview, you choose.
Hand off in stages
Week one is shadowing. Week two they run the work with your sign-off. By week four it is theirs.
What this looks like when it is real
Horizon Business Solutions
A real, named engagement with the full story published: what the team took over, how the handoff ran, and the working rhythm that made it stick.
This is what working with us actually looks like.
Liz ran a solo counselling practice in Australia. Karen was her dedicated Armasourcing assistant: inbox, bookings and client follow-ups, handled across the timezone gap. Every engagement gets reviewed the same honest way.
The right page for a different job
An ops VA runs recurring workflows. If the work is shaped differently, start here instead.
Before you book the call
What tools do ops VAs work in?
Asana, ClickUp, Monday, Notion, Airtable, QuickBooks and the usual CRMs. Matching is stack-first, so you interview people who already know your tools.
Can they really write SOPs from a video?
Yes. You record a Loom doing the task once, talking as you go. The VA drafts the SOP, you correct it once, and from then on the document, not your memory, is the source of truth.
Is this a bookkeeping service?
No. Your VA can run bookkeeping workflows inside your process, but if you need owned bookkeeping or accounting, our dedicated bookkeeping VAs are the right page.
What stays with me?
Decisions, exceptions and anything sensitive you have not delegated in writing. The scope table above is literal: it becomes the working agreement.
The 110-Day Perfect Hire Guarantee
If the match is not right inside the first 110 days, we re-match and rerun onboarding at no cost. The guarantee is part of every engagement, in writing, before you pay anything.
Backed personally, on every engagement. Eli Gutilban, Founder · Read the full guarantee
Get the back office off your desk
Bring your messiest workflow. In 15 minutes we will map what is documentable and introduce your first matches within the week.
Book a FREE Discovery Call No retainer to start. If an ops VA is not the right fix yet, you will hear that on the call.The Private Desk
One point of contact from first call through onboarding. You talk to a principal who knows your engagement, not a rotating sales queue.