Give the role a reliable starting point.
Provide the planning horizon, team roles, approved deadlines, and the source for availability. Agree whether estimates are supplied by managers or preparers and how uncertain work should be labeled.
Make the upcoming workload visible
Capacity and deadline tracking
Bring engagement dates, staff availability, and unresolved dependencies into one practical planning view for your practice leaders.
Book a free consultationScope, access, and coverage are agreed with your team.
The day-to-day work
A clear queue. A useful handoff.
Define the recurring work and the evidence your team needs to review it. These building blocks become a role-specific operating plan.
- Maintain dates supplied by authorized engagement owners
- Collect workload and availability updates on an agreed cadence
- Highlight conflicting assignments and missing prerequisites
- Prepare the upcoming-work summary for planning meetings
What comes back to your team
Work you can see and review.
Engagement deadline calendar
A working record with source references, current status, and the person responsible for the next step.
Capacity review board
A focused view of missing inputs, unanswered questions, and items that need your decision.
Dependency and exception list
A dated handoff that distinguishes completed work from pending review and unresolved exceptions.
Put the role into practice
From the first brief to the final check.
A practical handoff
Two engagements need the same reviewer during a short week. The assistant highlights the overlap and links the outstanding preparation tasks. The practice manager decides whether to change staffing, scope, or client expectations.
Illustrative workflow, not a client case study.Check the work before closing the loop.
Confirm dates with their owners and label estimates rather than presenting them as commitments. Review changes against the prior plan so a moved date or increased workload remains visible.
Your systems, your permissions
Fit the role to your environment.
Tool familiarity is considered when defining the role. Your team approves every platform, access level, and source of truth.
KarbonFinancial CentsAirtableMicrosoft Teams
Platform names describe possible working environments, not endorsements or a promise of certification.
Before you start
A few useful questions.
What should we prepare for capacity and deadline tracking?
Provide the planning horizon, team roles, approved deadlines, and the source for availability. Agree whether estimates are supplied by managers or preparers and how uncertain work should be labeled.
How will we know what is complete?
Confirm dates with their owners and label estimates rather than presenting them as commitments. Review changes against the prior plan so a moved date or increased workload remains visible.
Which decisions remain with us?
Practice leaders assign staff, determine capacity, approve deadlines, and communicate professional commitments. The assistant provides an organized planning record without making staffing or performance decisions.
Can the role work in our existing tools?
We scope the role around your approved systems, including environments such as Karbon, Financial Cents, Airtable. Access, training, and the final tool requirements are confirmed before the role begins.
Related support
Connect the work around this role.
Records ready for review
Client document coordination
Organize client requests and source files against an engagement-specific checklist.
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Visible work queues
Engagement workflow support
Maintain engagement tasks, review stages, and dependencies across your practice.
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An orderly start
Client onboarding support
Coordinate approved intake steps and keep the new-client file complete for your practice team.
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Room for client work
Practice administration
Coordinate the inbox, appointments, and recurring administrative follow-through behind your firm.
Explore the service ↗A role shaped around your operationStart with the work
Start with the work
you want to hand over.
Tell us where the queue slows down. We’ll discuss the scope, tools, coverage, and review points that belong in your support role.
Book a free consultation
Define the role before making a commitment.