Do Your Best Creative Work, without the Admin Drain
I build lean systems and execute the to-dos for you, turning chaos into calm without adding more meetings.
I hit a wall when my inbox, proposals, and file chaos started swallowing whole days. I tried working later, batching tasks on Mondays, even “just one more coffee” productivity sprints—nothing stuck, and I felt guilty for avoiding the creative work I loved. The more I pushed, the more scattered I felt. That’s when I realised it wasn’t a time problem; it was a systems-and-support problem.
You’re not alone if your best creative work keeps taking a back seat to admin.
You’re closer to clarity than you think.
I believed checklists would cage my flow, so I kept everything in my head. Projects bled into each other and I missed tiny details. Once I mapped a simple 5-step workflow (brief → draft → review → revise → deliver), I spent less time switching and more time creating. The system didn’t kill creativity; it protected it.
The wake-up call came when I sent a “final” file with an outdated logo because I was keeping the steps in my head. Within an hour I was digging through folders, re-exporting assets, and replying to confused emails—flustered and embarrassed. I mapped a simple 5-step workflow (brief → draft → review → revise → deliver) and ran every project through it. Context-switching dropped, creative time grew. The system didn’t kill creativity; it protected it.
Tracking mistakes showed most were skipped steps, not lack of talent.
My new belief: simple systems protect creativity. I started using a five-step checklist and a single project board for every client. Within a week, I was switching less, delivering faster, and actually enjoying the work again. If you can tick boxes, you can do this.
From Busywork to Breakthroughs
From Busywork to Breakthroughs
BEFORE:
You lose hours to inbox triage, proposals, contracts, and chasing approvals—before you even touch the creative work.
You’re stuck in revision loops and file chaos (duplicate versions, wrong exports, missing assets), which makes delivery slower and stressful.
You keep delaying portfolio/blog updates and social content because client work and admin always come first.
You juggle onboarding and offboarding manually—forms, invoices, galleries/files—which leads to missed steps and late nights.
You can’t plan or scale because everything lives in your head; projects bleed into each other, and your creativity feels squeezed.
AFTER:
You win back 5–10 hours a week by offloading inbox, proposals, formatting, and file delivery.
You ship work faster with a simple 5-step workflow—fewer revision loops, correct exports, and on-time galleries/pages.
You feel calm and in control: one client portal, clear deadlines, no more late-night scrambles.
You show up consistently—blog posts, social assets, and newsletters queued without you touching every step.
You grow capacity (and revenue) by freeing space for extra shoots/clients while your backend runs itself.
I kept seeing the same friction: proposal ping-pong, missed follow-ups, version chaos—and no bandwidth for yet another meeting. What was missing was an easy, asynchronous way to delegate with clear checklists, a client portal, and done-for-you delivery. So I packaged exactly that: creative-savvy support that gets you results in week one.
That insight became the blueprint for my Virtual Assistant packages, an async, done-for-you support system that handles the admin, installs simple workflows, and gives you back your creative time.
What You'll Get
What You'll Get
Admin & Client Workflow — Hand off enquiries, proposals, contracts, invoices, and offboarding so clients move from hello to handover without you touching the admin.
Creative Asset & Content Prep — Get files organised, resized, exported, and mocked up—plus blogs/case studies formatted and social assets prepped, ready to publish.
Design/Creative Support — Request template edits, layout updates, decks/lookbooks, and light copy polish so your ideas ship faster and on-brand.
Systems & Automation Setup — Access a clean Notion/ClickUp dashboard with reusable templates, naming conventions, and automations that cut clicks and prevent mistakes.
Async Collaboration & Client Portal — Work call-free via a shared portal with Loom updates, task intake forms, and weekly recaps so delegation stays easy, clear, and on schedule.
Hey, I’m
Stefanie Madison
A virtual assistant for photographers, designers, and coaches. After years inside creative businesses, I’ve specialised in turning messy backends into simple, repeatable workflows that protect your time and amplify your best work.
I built this offer because most creatives don’t need another course, they need hands-on help and clean systems that actually ship work. My approach is async, done-for-you, and fast to implement: lightweight checklists, a shared portal, and week-one wins.
Imagine what you could create with hours back each week. If that sounds right, you’re in the right place. Let’s get your time (and creativity) back.
This is just some of what’s included…
✅ Admin & Workflow (Done-For-You)
So you can move clients from enquiry to offboarding without touching the admin.
✅ Approvals & Feedback System
Finally end revision loops with clear checkpoints and due dates.
✅ Client Offboarding + Testimonial Flow
So you can wrap projects cleanly and collect reviews automatically.
✅ Creative Asset & Content Prep
So you can publish faster with ready-to-use exports, resizes, and mockups.
✅ BONUS: Async Collaboration & Client Portal
So you can work call-free with Loom updates and weekly recaps.
✅ Blog & SEO Pack (Photo/Design)
So you can rank shoots/projects without writing from scratch.
✅ BONUS: Rush Onboarding (48h)
So you can get started within two business days.
✅ Systems & Automation Setup (ClickUp)
Finally end revision loops with clear checkpoints and due dates.
✅ BONUS: Extra 2 Hours in Week-1
Finally clear a nagging task right away.
What it looks like
1. Clarify & Prioritise
I capture your goals and identify the top tasks to delegate - so you get a clear, 7-day plan and instant focus.
2. Systemise & Set Up
I install a simple client portal and workflows (ClickUp, templates, light automations), so everything lives in one place and runs repeatably.
3. Delegate & Kick Off
You drop tasks via a quick intake form; we start with fast wins, so momentum begins this week, no calls required.
4. Create & Deliver
I handle admin and creative support (from proposals to file packaging)—so you stay in your creative zone while work ships on time.
5. Showcase & Scale
I tidy portfolios, publish case studies/blogs, and gather testimonials, so your best work attracts better clients and frees capacity to grow.
What People Are Saying
“Stef was someone I could count on to get things done - without the need for constant oversight - and her support allowed both my business and my clients’ businesses to run more smoothly.”
— Hannah
“Stef brings a phenomenal creative eye, paired with strong communication and technical design skills, always delivering work that is both visually compelling and aligned with our brand vision. Stef not only meets deadlines, she elevates projects through her unique creative insights and attention to detail.”
— Jess
“Stef is a pleasure to collaborate with — open, responsive, and always willing to listen and take feedback on board. Her work is fast, professional, and consistently of the highest standard. Stef is an excellent communicator who truly understands the nuances of social media and current marketing trends. The website she created for us is beautiful, user-friendly, and perfectly aligned with our brand identity.”
— Leanne
FAQs
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Nope! Onboarding and delivery are async by default (email/portal + Loom updates). If you prefer a call, we can book one—totally optional.
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You’ll get a Week-1 Plan within one business day of onboarding, and we start executing immediately. Most clients feel relief in the first 3–5 days.
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Admin (enquiries, proposals, invoices), asset/content prep (exports, resizes, mockups, blogs), light design updates (template edits, decks), and systems setup (ClickUp, templates, automations).
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ClickUp for the portal, Google Drive for files, Loom for updates, plus Dubsado/Studio Ninja, Canva/Adobe CC, and Mailchimp/Flodesk
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Start with inbox triage, client onboarding/offboarding, and file hygiene. We’ll map quick wins in your Week-1 Plan so you see immediate progress.
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Standard tasks: 1–3 business days. Larger items (e.g., full portfolios) get a mini-timeline. Need it sooner? Add the Rush option (for an additional fee) for <24h where feasible.
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Yes - light copy and design (captions, blogs, decks, social assets, template edits). For full brand identity or long-form copy, we can coordinate a scoped add-on or refer a specialist.
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I’m in AEST (Australia/Brisbane). Replies within 24–48 business hours; production Monday–Friday. Weekend work and after-hours are available via Rush (fees apply) or by arrangement.
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Yes - 14 days’ notice before your next billing cycle. We’ll wrap work in progress and provide a simple handover.
Here’s a fast, 5-step start for working with Stefanie Madison:
Submit an enquiry here
Check your inbox for your welcome email with client portal access and your quick-start checklist.
Complete the 3–5 minute kickoff questionnaire and drop your brand assets in the shared folder.
Submit your first three tasks via the Task Intake form right inside the portal.
Receive your Week-1 Plan within one business day and watch us start executing immediately.
This is for you if…
You’re a photographer, designer, or coach who wants to delegate admin and production so you can create more.
You’re open to simple systems (ClickUp, templates, checklists) and async updates (email/Loom).
You value consistency over chaos and want clear timelines, deliverables, and a Week-1 plan.
You’re ready to hand over recurring tasks (onboarding, formatting, packaging, publishing) and stick to a process.
You want measurable time back each week without hiring in-house.
This is NOT for you if…
You want daily calls, real-time Slack ping-pong, or on-demand availability.
You’re not willing to use a shared portal, forms, or checklists to brief tasks.
You prefer to keep everything in your head and make it up as you go.
You need a one-off miracle without committing to a repeatable workflow.
You’re looking for a full-time employee rather than a productised, done-for-you service.
Your best work deserves your best energy. Hand off the busywork and watch your creativity (and results) grow.
Let’s work together.
Interested in working together? Fill out some info, and I will be in touch shortly! I can't wait to hear from you!