Celestina Ibekwe

VIRTUAL ASSISTANT Portfolio CELESTINA IBEKWE Professional Support For Busy Entrepreneurs About Me Hi, I’m Celestina Ibekwe, a Virtual Assistant who understands how overwhelming it can feel to juggle everything in your business alone. Maybe your inbox is overflowing. Your calendar keeps getting messy. The little admin tasks are taking up big chunks of your time, and you barely have space to focus on the real work that moves your business forward. That’s where I step in. I help business owners get their time and peace of mind back. From managing emails and scheduling appointments to organizing documents and tracking tasks, I work behind the scenes to keep everything running smoothly. I’ve supported small teams remotely, structured daily operations for a growing bakery, and completed training using tools like Google Workspace, Canva, HubSpot, and more. I may not have decades of corporate experience, but I’ve built real systems that make a difference—and I bring consistency, care, and clarity to every task I take on. My goal is simple: to make your day-to-day lighter so you can focus on the bigger picture. Portfolio Overview Here’s a collection of tools, templates, and systems I’ve created to support business operations, streamline admin work, and improve client experience. Client Onboarding Checklist Client Onboarding Form Appointment Tracker Email Management Dashboard Inventory Tracker Supplier Contact List Expense Tracker CRM Tracker (Client Pipeline) Standard Operating Procedure Hubspot Help Desk – Ticket Resolution Practice Client Email Reply Client Onboarding Checklist A step-by-step checklist to streamline the onboarding process for new clients. This onboarding checklist is designed to ensure a smooth and organized start to every client relationship. It outlines the key steps I take to gather essential information, set clear expectations, and build a strong working foundation from day one. Having this checklist in place ensures clarity, trust, and a stress-free onboarding experience for both myself and the client. It helps us hit the ground running with confidence and alignment. CLIENT ONBOARDING FORM A structured form designed to collect key details from new clients before starting work. This onboarding form is designed to gather important client details before any project begins. It saves time, avoids back-and-forth emails, and helps build a smooth working relationship from day one. The form includes: Business name and contact details Project or task description Communication preferences File sharing or platform access Goals and expectations Preferred schedule or availability Emergency contact or escalation method This form was created using Google Forms, making it easy to share, update, and collect responses digitally. Appointment Tracker – Bakery Operations Managing client and production schedules for a bakery business This appointment tracker was created to help a growing bakery stay organized with daily pickups, deliveries, and team schedules. I designed it using Google Sheets for easy access and real-time updates. It includes: Daily appointment log Customer name and contact Pickup/delivery status Assigned staff Notes and follow-up column The goal was to make scheduling simple and visible, helping the team reduce confusion, avoid missed appointments, and improve customer satisfaction. Email Management Dashboard & Communication Support A system for organizing inbox tasks and staying on top of daily follow-ups This dashboard was designed to help manage client emails and track daily communication efficiently. As part of my role, I organized incoming messages by priority, filtered out promotional clutter, and focused on emails that needed quick action or responses. To keep operations running smoothly, I also sent out daily task reminders to the client, helping them stay on track with business activities. This support helped improve response time, reduce missed follow-ups, and maintain strong client relationships. Created using Google Sheets, the dashboard includes: Email subject Priority level Action required Response deadline Follow-up reminders Notes or task comments BEFORE LABELLING/FILTERING AFTER LABELLING /FILTERING DAILY TASK REMINDER EMAIL – SUPPORTING CLIENT ACCOUNTABILITY Daily Production & Supply Log This sheet was created to track daily bread production, quantities distributed, and returned stock. It helped the bakery owner monitor daily operations and make better decisions about supply and demand. Built using Google Sheets, the log includes: Date of production Total quantity produced Quantity supplied for delivery Quantity sold Quantity returned (unsold) Delivery location or channel Daily Workflow This record helped reduce waste, track unsold inventory, and improve communication between production and delivery teams. Inventory Tracker – Bakery Operations This tracker was designed to help the bakery monitor raw materials and supplies, ensuring nothing runs out unexpectedly and restocking is done on time. Created using Google Sheets, this tool allowed the team to view stock levels at a glance and make better purchasing decisions. What it includes: Item name (e.g., flour, yeast, nylon, sugar) Quantity in stock Reorder level (minimum stock before restocking) Inventory Quantity used Remaining balance Supplier Notes Tracker Supplier Contact Sheet – Bakery Operations This sheet helps keep all vendor and supplier details in one place for easy access and follow-up. It was created to simplify ordering and reduce delays by ensuring the right contact information is always available when needed. What it includes: Supplier name Item(s) they supply Phone number Email address Contact person Last delivery date Notes (e.g., reliable, delayed once, price update) Supplier Contact Sheet Daily Expense Tracker – Bakery Operations This tracker was developed to monitor daily operating expenses for the bakery. It helped ensure that spending was clearly documented, organized by category, and easy to review at any time. Created using Google Sheets, this tool made it easy to manage costs related to production, logistics, packaging, and supplies. Tracker Includes: Date Expense description (e.g., yeast purchase, transport fee) Category (Raw materials, Delivery, Packaging, etc.) Amount Expense Tracker CRM & Client Support (HubSpot) I’ve worked with HubSpot to handle customer service tasks such as responding to inquiries, tracking tickets, and organizing client conversations. I responded to client messages with professionalism and empathy, ensuring issues like delayed orders were addressed clearly and on time. I also created and updated support tickets, tracked their progress, and maintained organized records of each conversation. Managing these activities through the shared inbox helped ensure no follow-up was missed. This experience sharpened my ability to communicate clearly, stay organized, and use CRM tools confidently to support both clients and teams. Responding to Client Message Tracking Conversations in Inbox Creating a Support Ticket CRM &Client Support (Hubspot) Standard Operating Procedure (SOP) – Bakery Operations As part of supporting Bakery Operations, I developed a Standard Operating Procedure to create structure and clarity in daily operations. Since the bakery had no pre-existing workflow, I outlined step-by-step processes for key activities such as production, sales, inventory tracking, and vendor management. This SOP provided clear guidance to the team, reduced confusion, and made it easier to track responsibilities across departments. Key SOP Sections Included: Daily Production Process: Step-by-step from mixing ingredients to cooling and packaging Inventory Control: How to record incoming supplies, monitor usage, and flag low stock Sales & Distribution: Bread supply tracking, returns, and reconciliation Vendor Coordination: How to handle communication and restocking with suppliers Record Keeping: Daily documentation and file organization for accountability By creating this SOP, I helped lay the foundation for a smoother, more consistent workflow — improving accountability and reducing errors in operations. SOP Work Sample Let’s Work Together Thank you for taking the time to explore my portfolio. I’m passionate about helping businesses stay organized, supported, and stress-free. Whether it’s handling your inbox, managing appointments, streamlining operations, or building efficient systems, I’m here to lighten your workload and help you focus on what matters most. If you’re looking for a dependable, proactive, and detail-oriented Virtual Assistant, I’d love to connect. 📩 Ready to delegate? Let’s talk. I’m just one message away.