Inbound Back Office plugs into your existing team to expand your capabilities and stretch your resources at a fraction of the cost of hiring new people. We handle the work that keeps your business running so you can focus your time on sales, strategy, and client relationships.
You've probably already got coverage for the big marketing tasks like content, digital ads, SEO. But what about everything else? The scheduling, the meeting prep, the inbox that never empties, the filing system that needs an overhaul? That's where our Administrative Assistance team comes in. We jump in on the day-to-day work that piles up so you get your time back.
What Our Administrative Assistance Team Handles
Calendar & Scheduling
- Booking meetings and managing conflicts/rescheduling
- Meeting confirmations and follow-ups
- Zoom setup and management for meetings and webinars
- Travel arrangements and booking
- Inbox management — ongoing or while you're out
Meetings & Communications
- Preparing documents and materials ahead of meetings
- Meeting minutes and transcription
- Acting as a point of contact for external partners and clients
- Oral and written communication on your behalf
- Contact follow-ups
- Event planning assistance
Documents & Data
- Microsoft Word, PowerPoint, and Excel support
- Spreadsheet data manipulation
- Research, as needed
- Setting up and maintaining filing systems
- Organizing and cleaning up accounts and platforms
- Google Drive support
Process & Operations
- Automating repetitive operational tasks
- Processing email
- Identifying and building better administrative processes
- Problem-solving on the fly
- Any other time-consuming task you'd rather hand off
If it's eating into your week and someone else could be doing it, chances are we can help.
Frequently Asked Questions
What does onboarding look like?
Once you've signed on, you'll be connected with the best-fit Administrative Assistant via email. You'll have a quick onboarding call with your Admin to go over the tasks you'd like to delegate, access, communication preferences, etc. After that, you can hit the ground running!
How do we communicate with you / assign you work?
We work within your established communication tools and processes. You can add us to your project management tool if you have one and/or Slack (or similar tool) if you use it. Or if email is your preferred communication method, you can simply email us.
Can you be client-facing at all?
Yes! You can give your Admin an email address at your domain and your Admin can handle email responses, follow-ups, etc. from that email.
Can I get time estimates ahead of time for tasks/projects?
Absolutely! Just give the details of your task/project to your Administrative Assistant and they will let you know what you can expect in terms of time/cost.
How does this work day-to-day? Do I get a dedicated person?
You'll work with a consistent team member who gets to know how you operate, rather than starting from scratch with a new contact every time. They plug into your existing workflow instead of asking you to adapt to theirs.
How quickly can someone start helping?
Most clients are up and running within a couple of days. We recommend an initial call with your Admin to go over process, access to tools, etc.
Is this cheaper than hiring an in-house admin or EA?
Yes, you get the support without the cost of a full-time salary, benefits, payroll taxes, or training time. You only pay for the support you actually use.
Will I have to manage someone else's workload on top of my own?
No, that's the point. Our team takes direction from you, but you're not responsible for day-to-day management, performance reviews, or HR. We handle that.
Can your team represent us when communicating with our clients or partners?
Yes. Our team can serve as a point of contact for external communications and represent your business professionally and consistently. You can give them an email at your domain so it's fully white-label.
What if my needs change month to month?
We are perfect for clients who's needs change often. Our billing structure allows you to use us as much or as little as you need and only pay for the time that is actually worked.
Is our data and account access secure?
Absolutely. We take your security as seriously as you do. Our team members are all US-based and W-2 employees of IBO that have been highly vetted. We are also happy to sign an NDA.
What if I only need help with one or two things on this list, not all of them?
That's the norm, not the exception. Most clients start with a specific pain point, like inbox management or meeting prep, and add on from there as it makes sense.
Why Choose IBO for Administrative Assistance?
We only work with Marketing Agencies and Fractional CMOs.
Our Administrative Assistants are extremely well-versed in the pain points of marketing agency owners and Fractional CMOs, so we can jump in with little to no training.
Flat-rate pricing that protects your margins.
Our straightforward pricing makes it easy to free up your time by delegating administrative tasks without any surprises. You know what you're paying, and you know what you're getting.
A U.S.-based team that's easy to work with.
Our Administrative Assistants are based in the United States, which means fast communication, cultural fluency, and higher-level thinking, which means we don't just mindlessly do tasks; we use critical thinking and attention to detail when executing, so you don't have to worry about the details.