Keep your CRM clean & your projects moving — without doing it yourself

CRM hygiene and project coordination are the kind of work that's easy to deprioritize and expensive to ignore — missed follow-ups, stalled deals, and projects that slip because no one is tracking the details. Trusty Oak EAs have logged 141 time entries in this category, working inside tools like HubSpot, Salesforce, Asana, and Monday.com on behalf of clients across 16+ industries. Delegating this work means your pipeline stays accurate, your team stays unblocked, and you stay focused on the work only you can do.

100+ tasks completed in this service category across our client base.

What your executive assistant handles

Concrete tasks our team takes on — not vague promises.

CRM Data Entry and Record Maintenance

Your EA keeps contact records, company profiles, and deal stages current in HubSpot, Salesforce, or your CRM of choice — so your data is actually usable when you need it.

Pipeline Monitoring and Follow-Up Sequencing

Your EA flags stalled deals, updates pipeline stages after calls or emails, and ensures follow-up tasks are created and assigned before anything falls through the cracks.

Project Task Creation and Deadline Tracking

Your EA builds out task lists in Asana, Monday.com, or ClickUp, assigns owners, sets due dates, and sends reminders so project milestones don't get missed.

Meeting Notes to Action Items

After calls or team meetings, your EA converts raw notes into structured action items, updates the relevant project board, and notifies responsible parties — closing the loop without you chasing anyone.

CRM Reporting and Dashboard Updates

Your EA pulls weekly or monthly pipeline reports, updates deal summaries, and maintains dashboards so leadership has a current view of sales activity without digging through raw data.

Onboarding and Project Template Setup

Your EA builds repeatable project templates, client onboarding workflows, or intake forms inside your project management tool so new work starts consistently every time.

$Trusty Oak fractional talent services$

How the handoff works

After you sign up, your dedicated Client Success Manager schedules a Strategic Delegation Plan session to map out exactly which CRM and project management tasks you're handing off, what tools you're using, and what access your EA will need. In the first week, your EA typically starts with a defined, bounded task — auditing stale CRM records, cleaning up an existing project board, or documenting a current workflow — so you can evaluate the work quality before expanding scope. From there, you establish a regular cadence: daily task updates, weekly pipeline reviews, or whatever rhythm fits your business. Communication happens through your preferred channel, whether that's Slack, email, or a shared project board.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Notion

Monday.com

Salesforce

HubSpot

ClickUp

Asana

...and many more!

What crm & project management support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

15 hours $525

Specialists

~$50/hour

10 hours $500

Fractional Executives

~$95/hour

5 hours $475

Your monthly budget

$1,500

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

How do I give an EA access to my CRM without compromising security?

Most CRMs like HubSpot and Salesforce support role-based permissions, so you can grant your EA access to only the records and features they need without giving admin-level control. Your Client Success Manager can walk you through the recommended permission setup for your specific platform during onboarding.

What if my CRM or project management tool isn't on your list?

Trusty Oak EAs are experienced across a wide range of platforms, and most can get up to speed on a new tool quickly if you use something less common. During the Strategic Delegation Plan session, your CSM will assess whether your specific tool is a good fit and match you with an EA who has relevant experience.

How many hours per month does this type of work typically require?

It depends on the volume of deals, contacts, and active projects you're managing, but most clients handling CRM maintenance and project coordination delegate between 10 and 30 hours per month for this work. Monthly Talent Budgets start at $1,000, and unused hours roll over, so you're not locked into a fixed weekly commitment.

Can an EA help us set up a CRM or project management system from scratch, not just maintain an existing one?

Yes — setup and configuration work falls within scope for Trusty Oak Specialists, who bill at $50/hour and have experience building out CRM pipelines, project templates, and workflow automations. If you need more strategic guidance on which tools to adopt or how to architect your systems, that's work for a Fractional Executive at $95/hour.

Stop being your own project coordinator

Get matched with a US-based EA who can take CRM and project management off your plate starting this month. Plans begin at $1,000/month with a one-time $300 onboarding fee.