I run the things that don’t pay the bills — so you can spend your time with the clients who do.
Calendars, inboxes, bookkeeping, and the recurring admin work that quietly runs a business — plus the CRM builds and automations to back it up — for founders who’d rather spend their hours with clients than with spreadsheets.
Patricia Gordon
Fractional Operations & Admin Partner
The person you call before you make your first ops hire.
For the past six years I’ve been the person business owners call when the day-to-day admin starts outgrowing their bandwidth. I run Total Virtual Assistant, a support practice built around calendars, inboxes, bookkeeping, and the unglamorous back-office work that quietly keeps a business running — with CRM systems and automation layered in wherever they help most.
Along the way I’ve managed admin and operations for insurance agencies, real estate brokers, plumbing companies, and industrial laundry distributors — turning scattered inboxes, spreadsheets, and data into a clear, dependable system.
I’ve also handled the work that never makes it onto a highlight reel: bookkeeping, payroll, expense reports, inbox management, and the client onboarding systems that make everything else possible.
If your business has outgrown the spreadsheet-and-sticky-note phase but isn’t ready for a full-time ops hire, that’s exactly the gap I work in.
The support that runs quietly behind the scenes
Executive & Admin Support
Calendar, inbox, and CRM management across time zones — the recurring admin work that quietly keeps you moving so you can stay with your clients.
CRM Systems & Automation
Ongoing support for the pipelines, custom fields, and automations in Pipedrive, AgencyZoom, HomeWorks, and House Call Pro — kept running the way your team actually sells and delivers.
Bookkeeping & Financial Ops
Invoicing, payroll, reconciliation, and reporting in QuickBooks and SurePayroll — handled in the background, so your books stay audit-ready without eating your week.
Dashboards & KPI Reporting
Monthly dashboards and weekly scorecards, maintained for you, that map your CRM data to the metrics that actually explain business health.
Social Media & Content
Ongoing content calendars, scheduling, and platform management for service-based and creative brands who need steady support, not another to-do.
A little of the support I’ve provided lately
Event Attendee Directory
Built a secure, login-only attendee directory for a women’s entrepreneur gathering — searchable profiles, headshots, and a branded landing page that let business owners keep networking with each other well after the event ended, replacing spreadsheets and PDFs entirely.
Business Suites & Marina Rentals
Partnered with the team to build a personalized Asana system for a property management portfolio spanning business suites and marina rentals — handling the backend tracking of insurance certificates, occupancy permit renewals, and lease compliance deadlines, so in-person staff could stay present for face-to-face client relationships instead of chasing paperwork.
Media Sales Support
Built and maintain the Pipedrive CRM behind an advertising placement sales team operating across the Bahamas — tracking airport placements and other strategic locations across the islands, with structured pipelines and reporting that keep placement tracking and revenue visibility clear across the region.
Pick your hour
Every tier includes the same menu of support — the only thing that changes is how much time your business needs each month.
The Half Hour
For a lighter touch — a CRM tune-up, a system documented, admin cleared in steady bursts.
- Bi-weekly check-in to review priorities
- A shared task list to submit and track requests
- A dedicated Google Voice number for direct text access
- A monthly recap of what got done
The Daily Hour
A standing block of support, dedicated to moving your business forward.
- Weekly strategy meetings to review priorities and progress
- A shared task list to submit and track requests
- A dedicated Google Voice number for direct text access
- Regular progress updates on what’s done and what’s next
- Proactive recommendations on systems and processes
- Ongoing prioritization based on deadlines and impact
The Double Hour
For growing teams juggling multiple systems or a workload that’s outpacing one hour a day.
- Everything in The Daily Hour, plus:
- Twice-weekly strategy meetings
- Priority, same-day turnaround on requests
- Expanded platform and reporting coverage
- Dedicated backup coverage when you’re out
CRM cleanup, pipeline builds, SOPs, inbox and calendar management, onboarding systems, reporting, invoicing, vendor research, and the recurring admin work that always seems to pile up.
Strategy meetings count toward your monthly hours, but they’re working sessions, not status calls — we use them to decide what gets delegated and build a real plan to clear your plate.
Core hours: 9:00 a.m.–3:00 p.m. Pacific. I regularly work East and West Coast hours around deadlines, and messages sent in-window are acknowledged the same day — even when the full request takes longer.
Not exactly your fit? Every business is different — let’s build a package around what yours actually needs.
Book a Discovery CallA few things I’ve built for other VAs and founders
OrganizeMyCRM
A done-for-you CRM cleanup service — duplicates merged, dead leads cleared, and every record made usable in days, plus an ongoing Care Plan so it stays that way. Works inside GoHighLevel, HubSpot, Pipedrive, Housecall Pro, and HomeWorks.
Learn More →
VA Networking Navigator
A tool built for VAs who are done cold-pitching — it maps your niche to the right groups, hands you scripts for every stage of a relationship, and generates a fresh set of networking tasks every day.
Learn More →My promise to you
Timely Responses
I understand that time is money and will respond within 24 hours or less to all texts, emails, and phone calls.
Deadlines
You will never have to worry about a looming deadline again.
Relentless Effort
I will always put 100% of myself into my work for you.
Positivity
You will be met with enthusiasm and a glass-half-full attitude. Always.
Ready to hand off
the back office?
Less time explaining what needs to happen. More time making it happen. Let’s talk about what’s currently eating your week.