Virtual assistant for projects, operations and systems

I work mainly with small and medium-sized organisations, particularly charities and purpose-led businesses, providing flexible help with ongoing work, defined projects and practical systems improvements.

That might mean adding capacity to a busy team, taking a piece of work from brief to delivery, or improving a process that has become difficult to manage.

See how I can help

Ask Alexia – Virtual assistant for projects, operations and systems

How I can help

You might need someone to take a defined piece of work from brief to delivery, provide extra capacity for ongoing tasks, or help improve a process that is no longer working well. I can adapt how I work depending on what you need.

Project support and delivery

For work with a clear outcome, whether you need help with one part of the project or someone to take it through from start to finish.

This could include:

coordinating a campaign or event

researching options and comparing suppliers

supporting a system rollout or other organisational change

planning, organising and following up actions

providing temporary project cover during staff absence

A good fit when you know what needs to be achieved but do not have the capacity to keep everything moving.

Ongoing operational support

Reliable help with the regular work that keeps your organisation running, following an established process or fitting into the way your team works.

This could include:

managing inboxes and responding to enquiries

updating websites, systems and records

organising documents, data and shared information

following up actions and keeping routine work on track

providing extra capacity during busy periods

A good fit when the work needs doing consistently, but your team does not have enough time to manage it all.

Systems and process improvement

Help understanding how a process currently works, identifying where it has become difficult to manage and finding a clearer way forward.

This could include:

mapping and reviewing an existing process

identifying gaps, duplication or unnecessary steps and recommending a clearer workflow

building or improving an Airtable base or similar system

setting up forms, interfaces and simple automations

documenting the new process so that it is easy to use

A good fit when a process feels clunky, information is difficult to manage, or your current system no longer suits the way you work.

What Clients Say

“Alexia has been working on maintaining our internal project and capacity data, including helping build out and organise over a year’s worth of historical information so our team didn’t need to recreate it manually. She has also supported the delivery of a collaborative marketing process, helping keep activity moving and making it easier for the wider team to engage.”

Becca Martin
COO
The Developer Society

Read the full testimonial

Alexia has been supporting us over a particularly busy season at The Developer Society. With a busy portfolio of partners and a desire to review some operational processes, having Alexia on hand has been extremely helpful.

Alexia has been working on maintaining our internal project and capacity data, including helping build out and organise over a year’s worth of historical information so our team didn’t need to recreate it manually. Alexia has also supported the delivery of a collaborative marketing process, helping keep activity moving and making it easier for the wider team to engage.

Throughout her time supporting us, Alexia has been picking up work quickly and working confidently across multiple systems. We would recommend her services for any teams that are busy and juggling competing priorities.

“Alexia has provided hands-on operational support for Rowcroft Hospice’s lottery during a period of change and reduced capacity. She can be trusted to get on with things without close supervision, allowing the team to focus on leadership and strategy, knowing the operational detail is being handled carefully behind the scenes.”

Rebecca Cogger
Individual Giving, Legacies & Lottery Manager
Rowcroft Hospice

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Alexia has provided hands-on operational support for Rowcroft Hospice’s lottery during a period of change and reduced capacity. She provides hands-on support for the day-to-day administration, including processing lottery entries and Direct Debits, updating supporter records, and handling follow-up queries in a way that feels clear, human, and reassuring.

She also supports our supporter communications, helping ensure messages are warm, appreciative, and easy to understand, even when explaining delays or changes. This has been particularly important for protecting supporter relationships and maintaining trust at a sensitive time.

Beyond day-to-day delivery, Alexia has played a key role in our wider review of the lottery, supporting research, supplier comparisons, and board-level papers. Her strength is in understanding both the detail and the bigger picture, and translating complex operational work into clear, decision-ready information.

Alexia works flexibly, slots into existing systems quickly, and can be trusted to get on with things without close supervision. Her support has allowed the team to focus on leadership and strategy, knowing the operational detail is being handled carefully behind the scenes.

“She has supported us with improving how we use Microsoft Teams and SharePoint, helping bring structure to folders and documents that had grown messy over time. Her approach is always practical and focused on how people actually work, rather than how systems work in theory.”

Katie Endacott
Chief Executive Officer
Action Duchenne

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Alexia provides operational support across our governance and day-to-day systems. She prepares and maintains trustee meeting minutes and action logs, helps keep actions clear and up to date, and acts as a second pair of eyes to make sure nothing important is missed.

She has also supported us with improving how we use Microsoft Teams and SharePoint, helping bring structure to folders and documents that had grown messy over time. Her approach is always practical and focused on how people actually work, rather than how systems work in theory.

Alexia is flexible, reliable, and easy to work with. She picks things up quickly, communicates clearly, and quietly helps keep things moving when capacity is stretched.

Hi, I’m Alexia!

I’ve spent years working inside charities, including Rowcroft Hospice, St John Ambulance and Groundwork UK. That experience has given me a good understanding of what it is like to work in a busy team where priorities compete, resources are limited and plenty still needs to get done.

I often became the person colleagues came to when something needed organising, untangling or simply sorting out. I enjoy getting to grips with how things work, spotting where something could be made easier and finding a practical way forward. That might involve improving a process, researching possible solutions, setting up a system or making a clear plan from a rather messy starting point.

That combination of experience and curiosity eventually led me to set up Ask Alexia. I now support organisations with the work that needs careful thought as well as reliable delivery. I am comfortable learning new tools, fitting into established ways of working and taking responsibility for moving something forward.

I work in a straightforward and flexible way. I will ask questions when I need to, keep you updated and get on with the work without creating more of it for you.

Pricing and ways to work together

My standard rate is £35 per hour.

Registered charities receive a 10% discount, bringing the rate to £31.50 per hour.

The hourly rate stays the same whichever arrangement you choose. The difference is how much time I reserve for you and how much flexibility you need.

Help when you need it

For occasional tasks or one-off pieces of work, without committing to regular hours.

Work is arranged as needed and depends on my availability.

Regular reserved time

For ongoing support when you know roughly how many hours you will need.

We agree a regular weekly or monthly allocation, and I reserve that time for your work.

Ongoing help with room to flex

For regular support when the amount of work is likely to vary.

We agree a standard allocation that can move by up to 20% either way. This gives you some flexibility while allowing me to plan enough time for you.

Your agreed rate stays the same
Once we start working together, I will keep your agreed hourly rate while we continue working together. This applies if I have completed work for you within the previous three months.

Not sure which arrangement would suit you?
Tell me a little about the work and we can decide together.

Make an enquiry

Support from associates

Where a project would benefit from extra capacity or specialist knowledge, I may suggest bringing in support from a trusted associate.

I will always discuss this with you first. I will remain your main point of contact, coordinate the work and stay responsible for its delivery, so you will know who is involved and how your work is being handled.

Frequently asked questions

Do I need to know exactly what support I need?

No. You will need a rough idea of what you are trying to achieve, where you are stuck or where some extra support would help, but you do not need to arrive with a finished brief. We can work through the details together.

Do I need to commit to regular hours?

No. With Help when you need it, you can ask for support as and when something comes up, subject to my availability.

If you choose Regular reserved time or Ongoing help with room to flex, I will set aside time for your work each week or month. This gives you more certainty and means your work is prioritised in my diary.

Do I need to give you set working hours?

Usually, no. Unless we agree otherwise, I will fit your work around my other commitments and make sure it is completed by the agreed deadline.

We can arrange set times if you need me to attend regular meetings, work alongside your team or be available while particular colleagues are online.

Can you work with the systems we already use?

Yes. I am comfortable working with a wide range of online tools and usually pick up unfamiliar systems quickly.

You will normally need to provide me with appropriate access to the systems required for the work. If an additional paid account or licence is needed, I will discuss that with you before we begin, and the cost would normally be covered by your organisation.

Can I bring you in for a one-off project?

Yes. I can support one part of a project or take responsibility for moving it from brief to delivery. It helps if you can tell me what you are hoping to achieve, any important deadlines and where you need support.

There is no expectation that you will continue with regular support once the project is complete.

Do you only work with charities?

No. I work mainly with small and medium-sized organisations, particularly charities and purpose-led businesses, but I am open to working with other organisations where the work and values are a good fit.

What happens after I make an enquiry?

I will review the information you send and consider whether I am likely to be able to help. If it looks like a good fit, I will send you a link to book an initial call so we can discuss the work in more detail.

After the call, I will send you a proposal explaining the suggested approach, likely cost and working arrangement. If you are happy to proceed, I will send over the agreement and everything we need to get started.

Tell me what you need help with

You do not need a finished brief. Tell me what you are trying to achieve, where you are stuck or where some extra support would help, and I will come back to you with the next step.

Make an enquiry