Zero missed deadlines across 40 live client projects.
A 12-person boutique creative agency was drowning in status emails and deadline slippage. We placed a dedicated VA who owned the entire project coordination layer so their PMs could focus on the work.
Creative Agency
A boutique creative studio with twelve full-time staff and a roster of 40+ concurrent client engagements, ranging from brand identities to campaign rollouts. The founders were creatives first, operators second, and it showed.
What was broken
Project status lived in scattered email threads and underpowered spreadsheets. PMs spent the majority of their week chasing deliverables, writing status updates, and following up on approvals, leaving almost no time for the creative direction they were hired to provide. Deadlines were slipping. Clients were noticing.
How we helped
The VA took ownership across three distinct workstreams from day one.
Project Tracking
Set up and maintained a centralised tracking system across all 40 active projects: statuses, owners, deadlines, and blockers updated daily. PMs finally had a single source of truth.
Client Communication
Drafted and sent weekly client status emails, fielded non-creative client questions, and only escalated to the PM when genuine judgment was required.
Internal Coordination
Ran a weekly internal standup, maintained the shared delivery calendar, chased deliverable owners on a daily cadence, and surfaced risks before they became missed deadlines.
The numbers that matter.
The agency went six consecutive months without a single missed client deadline, a first in their four-year history. Each PM reclaimed roughly eight hours per week, which they reinvested into creative direction and client relationships rather than inbox management.
“We stopped losing sleep over what might be slipping through the cracks. Our VA just handles it, and now we can actually focus on the work we love.”
Creative Director, Boutique Studio
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