You don't hire another VA
You step into a system with a team already behind it.
A 30-day async build that turns the chaos behind your business into structured operations, for service-based founders buried in admin.
Inbox, calendar and client workflows rebuilt into structured systems. Automation and AI handling the repetitive work.
No calls. No Hires. Fixed price.
Built from real founder operations.
Adminova's methodology was built from working inside the operations of service founders across coaching, consulting and agency businesses - Not from a textbook.
Every system in the Reset has been pressure tested in real workflows.
Currently activating partnerships with bookkeepers, accountants and agencies across Melbourne.
Onboarding our first cohort of Reset clients in May 2026
what's actually happening behind your business
You're keeping everything moving, but it's costing you.
Inbox sitting at hundreds of unread.
Follow-ups slipping.
Client questions coming through everywhere.
Calendar clashes.
No clear system behind anything.
Everything still runs through you.
What the 30-day reset actually does
Day 1-7: Inbox triage and response system
- Clear, controlled, nothing missed
- Repeat responses structured, with AI assisted drafting where needed
Day 8-14: Calendar and scheduling structure
- No more back and forth
- Automated confirmations and reminders
Day 15-21: Client workflow stabilised
- Onboarding, follow up and delivery tracked in one place
- Tasks routed automatically, not manually chased
Day 22-30: Notion Ops Hub and handover
- Everything documented, structured and supported with automation
- Ready to scale or continue running without everything relying on you
WHAT YOU WILL HAVE ON DAY 31
- An inbox that triages itself before you open it
- A calendar with built-in-buffer time, batched calls and no scheduling back-and-forth
- A client onboarding workflow that runs without you initiating each step
- Follow-ups going out on Day 3, Day 7, Day 14 - automatically
- A documented Notion Ops Hub anyone on your team can read and execute from
- 8-10 hours per week back
What happens after the 30-day reset
Once your operations are structured, you can continue with ongoing support to keep everything running.
Execution is handled through Adminova's VA team, working within systems already built - not starting from scratch.
Just consistent execution, inside a system that already works.
No retraining. No rebuilding processes. No reliance on one person.
Just consistent execution, inside a system that already works.
no calls. no meetings. no wasted time.
Everything happens in writing.
Loom walkthroughs, shared docs, structured updates.
Behind the scenes, automation and AI support the system, so routine responses, task routing and follow-ups don't rely on you remembering or manually doing them.
THIS MEANS:- Faster turnaround
- Clear decisions
- No time lost in meetings
This isn't a limitation. It's why it works.
HOW ASYNC ACTUALLY WORKS
Daily: You send updates and questions through your dedicated channel (Slack, email or your tool of choice). We respond within agreed turnaround windows.Weekly: A structured update lands in your inbox every Friday. What was done, what's next, anything that needs your decision. Read time: 3 minutes.Monthly: A short Loom walkthrough of progress, plus a written report archived in your Notion Ops Hub.When something needs you: A clear "Action Required" tag with a recommended response. You reply yes or no. We move.No calls means no rescheduling, no pre-call prep, no post-call follow-up. Just decisions, in writing, when you're ready.
ongoing support after the reset
Once your systems are built, execution continues through Adminova's VA team.
Work is handled inside structured systems already in place, not rebuilt each time.
THIS INCLUDES:
- Client communication management
- Inbox & workflow coordination
- CRM progression and follow-ups
- Backend task execution
- Ongoing process refinement
Support is delivered on a priority and turnaround basis.
No hourly tracking. No internal hires. No micromanagement.
If your operations aren't structured yet, start with the 30-Day Founder Operations Reset.
Where are you?
Ready to start the Reset?
Want to see the full Reset overview first?
Email [email protected] with subject "Reset overview" and we'll send the 1-pager within 4 hours.
Not sure yet - want a free audit?
Email [email protected] with subject "Audit" and we'll send the intake form. 48-hour turnaround. Diagnosis only, no obligation.
Get in touch
Structured backend execution for growing service-based businesses.📍Melbourne, VIC
📧 [email protected]ABN: 74 430 510 864
About
Adminova was built for founders who are growing but still holding everything together behind the scenes.
Inbox, follow-ups, client work, internal coordination. It all ends up sitting with you.
Not because you lack support but because there is no structure behind it.
Most founders do not need more tools or more people. They need their operations designed properly once and built to run without them.
This is what Adminova does.
We rebuild your backend operations into structured systems that manage communication, workflows and execution clearly.
Everything is documented as it is built, so the work continues without relying on you to hold it together.
founded by Kaycee swain
I built Adminova after seeing how many growing businesses were being held together manually behind the scenes.
Not because they lacked demand or skill but because there was no structure behind the work.
Everything relied on the founder to keep it moving.Adminova exists to fix that properly.We don't just support tasks. We build the system that runs them, then continue executing inside it.
Pricing
Simple. Structured. Ongoing
You don't pay for hours.
You secure structured execution capacity.
Monthly retainers are based on support level and operational complexity.
Not ready for ongoing support?
Start with the 30 Day Founder Operations Reset
FOUNDER OPERATIONS RESET
$2,000 AUD upfront
30 days
Fixed scope
Delivered inside structured systems
Includes:- Inbox & calendar optimisation
- Priority admin execution during reset
- 2-3 system or automation improvements
- Clear handover and next step roadmapOutcome:
Your backend is structured, documented and ready for ongoing execution.
With Adminova or internally.
WHY $2,000 AUD?
A VA hire averages 30+ hours of founder time across recruiting, interviewing, training and rebuilding when they leave. At a conservative $100/hour of founder time, that's $3,000+ before any work gets done.
The Reset is fixed-priced, fully delivered and produces a documented system you own - whether or not you continue with us.
CURRENTLY PILOTING
2 founders this month at half rate ($1,000 AUD instead of $2,000) in exchange for a written case study at Day 30 and permission to use your name in marketing.Same Reset. Same scope. Same async delivery. Same Notion handover.Bonus 50% off your first month of any retainer tier if you continue.If interested, please email [email protected] with subject "Pilot" and we'll send the scope.Limited to 2 founders. When both spots are filled, this offer closes permanently
ONGOING ADMIN & SYSTEMS SUPPORT
All plans include:- Ongoing backend execution
- Priority based task management
- Workflow & systems refinement
- Weekly progress updates
No hourly tracking
No staff management
No micromanagement
SUPPORT TIERS
ESSENTIAL SUPPORT
$1,500 AUD / month
Best for:- Solo business owners
- Early-stage businesses
- Light to moderate admin demand
Includes:- Day to day admin execution
- Inbox & email management
- Calendar coordination
- CRM updates and follow-ups
- Recurring task handling
- Light systems improvements
GROWTH SUPPORT
$2,500 AUD / month
Best for:- Growing businesses
- Founders managing multiple priorities
- Businesses needing stronger operational structure
Includes everything in Essential, plus:- Increased task volume
- More complex workflow handling
- Proactive systems improvement
- Greater operational involvement
- Faster priority turnaround times
ADVANCED SUPPORT
$4,000 AUD / month
Best for:- Scaling businesses
- High-volume admin environments
- Founders seeking reduced day-to-day involvement
Includes everything in Growth, plus:- High touch operational support
- Greater backend responsibility
- Full priority handling across tasks
- Support aligned to growth expansion
WHAT'S NOT INCLUDED
(unless scoped separately)
- Large-scale system builds
- Advanced automation projects
- Full website builds
- Bookkeeping or financial advice
GETTING STARTED
All clients begin with a short onboarding process to ensure fit and clarity.
WE REVIEW:- Current admin workload
- Existing systems
- Business prioritiesThen recommend the most suitable support level.
FAQ
What if I already have a VA?
Most clients keep them. Adminova builds the system; your existing VA executes inside it. We can also onboard them to the Notion Ops Hub during the Reset.What tools do I need?
None upfront. We work with whatever you already use. Some include Gmail/Outlook, Google Calendar, Slack, ClickUp, Asana, Notion. If you don't have a system in place, we'll recommend one during Week 1.What if I'm not ready for ongoing support after Day 30?
That's by design. The Reset gives you a fully documented system you can run internally, hand to a VA or pause and resume with us later. No automatic continuation.How is this different from a VA service?
A VA service hands you a person. Adminova hands you a system, then provides execution inside of it.
The difference: when a person leaves, your operations don't reset. When a system is built, anyone can run it.Is the $2,000 AUD a deposit or the full Reset cost?
Full cost. Fixed price. No additional fees, no scope creep. Paid upfront via Stripe to lock in your start date.How do retainers actually work?
After your Reset is complete, you choose a tier (Essential, Growth or Advanced) and we activate ongoing support the next business day.
You're billed monthly via Stripe on the same date each month. Your Adminova VA executes inside the Notion Ops Hub we built during the Reset - handling inbox, workflows, follow-ups and admin tasks based on agreed priorities and turnaround times. You receive a structured weekly update every Friday so you always know what's been done, what's next and what (if anything) needs your input. No timesheets. No hourly tracking. No status meetings. Everything runs async.Is there a minimum commitment on retainers?
No lock in. Retainers run month-to-month with 30 days written notice to cancel or pause.
We don't believe in trapping clients into contracts. If the support isn't delivering value, you should be able to walk away cleanly. The system we build during the Reset is yours either way.What happens if my needs change between tiers?
Tiers are designed to flex with your business. You can upgrade at any time (effective the next billing cycle) and downgrade with 30 day's notice. If your workload spikes temporarily - a launch, a busy season, a team transition - we can also scope a short-term uplift without changing your tier permanently. We'd rather adjust than have you outgrow or underuse the support.Do you offer hourly work?
No. Adminova operates on structured monthly retainers only.Do I get a dedicated VA?
You are supported by an Adminova VA operating within our structured system.How quickly are tasks completed?
Tasks are prioritised based on urgency and agreed turnaround expectations.Can I upgrade later?
Yes. Support scales as your business grows.
Partner with Adminova
BEFORE YOU APPLYIf you're interested in partnering with Adminova, the first step is to request and review our Adminova Partnership Overview, which outlines how we work, the type of operational support we provide and how partnerships are structured.If the overview feels aligned, we'll then share our Referral Activation Outline, which walks through:
1. Referral mechanics
2. Activation steps
3. Partner rewards and commission structure
4. How partnerships operate in practiceOnce both documents have been reviewed and confirmed, you can complete the Partnership Activation Form below to formally activate the partnership on our end.This form is used for partnership activation only and is not intended for initial or exploratory enquiries.To request the Partnership Overview, please contact us at:
[email protected]
Adminova partners with accountants, bookkeepers, consultants and agencies to support their clients when admin and operational demands increase.We also work alongside SaaS platforms, marketplaces and technology providers where post-implementation execution, internal workflows and operational follow-through are critical to long-term customer success and retention.Adminova acts as the next operational layer once a project, engagement or growth phase is complete, providing ongoing admin and operational support without adding delivery or management load to our partners.By removing post-engagement operational friction, Adminova helps ensure initiatives are fully adopted, execution is sustained and outcomes translate into measurable results, improving client retention, satisfaction and long-term partner value.HOW IT WORKS:1. Simple referral via introduction email or written handover2. Adminova manages onboarding, scope, delivery and ongoing communication3. Referral commissions are paid for successful introductions, with Adminova owning delivery and the client experience4. Partners retain the client relationship while Adminova provides continuous, scalable operational support
👉 Request The Partnership Overview
For partners who have reviewed and confirmed alignment with the Partnership Overview and Referral Activation Outline.