Executive Operations & Bookkeeping

Your operations and your books, in one pair of hands.

Honey runs the executive side — inbox, calendar, travel, systems. Esteban runs the financial side — full-cycle bookkeeping, payroll, reporting. One team, one point of contact, no more chasing two suppliers who never speak to each other.

Book a Strategy Call View Services

4+ years in executive operations  ·  6+ years in full-cycle bookkeeping

Today's operations

Running

  • Inbox triaged Cleared
  • Travel itinerary — Q3 summit Confirmed
  • August reconciliation Balanced
  • Payroll run — 6 staff Submitted

5

Channels managed

0

Unreconciled

1

Weekly report

Bookkeeping

Books that are current, accurate, and ready when someone asks.

Most small businesses don't have a bookkeeping problem. They have a last-quarter problem — records three months behind, receipts in a shoebox, and a scramble every time the bank, the auditor, or the accountant needs something.

  • Full-cycle bookkeeping Transactions categorised and recorded as they happen, not reconstructed at year-end.
  • Monthly reconciliation Bank, credit card, and merchant accounts reconciled monthly, so the balance you see is the balance you have.
  • Accounts payable & receivable Bills scheduled and paid on time, invoices out promptly, and follow-up on what's outstanding.
  • Payroll Processed accurately and on schedule, with remittances and records kept in order.
  • Financial statements & reporting Monthly or quarterly statements prepared for you, your bank, your accountant, or your auditor — in a format they'll accept without questions.
  • Year-end preparation Clean, reconciled books handed to your accountant, which usually means a smaller bill from them.
  • Software setup & cleanup Expert in QuickBooks and Zoho Books — whether you need a system built from scratch or a neglected one brought back to order.

Handled by

Esteban Fortin
Accounting Technician & Bookkeeper

Over six years of full-cycle bookkeeping, accounts payable, and payroll. Diploma in Accounting & Business Management. Financial statements prepared for clients, banks, and auditors.

Service businesses Retail & pharmacy Restaurants Online shops Not-for-profits

Bookkeeping from

$299 CAD/month

Depending on transaction volume, number of accounts, and whether payroll is in scope. We'll quote properly once we've seen what you're working with.

Available in English and French · Serving Alberta

Book a Free Books Review

Fifteen minutes. We'll tell you honestly what shape your books are in — and if you're already in good hands, we'll say so.

The Problem

You shouldn't be trapped in day-to-day operational chaos.

Calendar & Inbox Overload

Double-booked meetings, travel friction, and unread client requests.

Production Bottlenecks

Chasing raw video files, editor Trello cards, and deliverable trackers.

Manual Lead Sourcing

Hours wasted searching LinkedIn and Hunter for sponsorship or sales prospects.

The Solution: A single, trusted operational partner who manages your administrative logistics, content systems, and growth pipeline.

Core Services

Four pillars that keep the business moving.

01

Executive & Administrative Support

  • Calendar Management Strategic scheduling, buffer times, and meeting prep.
  • Travel & Itineraries Booking flights, hotels, ground transport, and detailed travel schedules.
  • Inbox Triage & Communication Managing WhatsApp, Slack, and Gmail requests, filtering priority messages, and drafting responses.

02

Content Operations & Systems

  • Multi-Channel Scheduling Formatting and deploying regular and recirculated posts via Buffer (LinkedIn, X, Facebook).
  • Editor Pipeline Tracking Assigning raw video assets, Trello card oversight, and deliverable tracker updates.
  • Systems & File Architecture Google Drive file cleanup, asset archiving, and custom Google Doc onboarding templates.

03

Lead Intelligence & Growth

  • Deep Target Prospecting AI-driven research (Claude) to identify high-fit sponsors, agency leads, or enterprise clients.
  • Verified Contact Discovery Email extraction via Hunter.io and manual LinkedIn sourcing.
  • Profile Optimization LinkedIn profile redesigns and Shield analytics formatting.

04

Bookkeeping & Financial Admin

  • Full-Cycle Bookkeeping Transactions recorded as they happen, monthly bank and credit card reconciliation, books kept current rather than reconstructed at year-end.
  • Payables, Receivables & Payroll Bills scheduled and paid on time, invoices out promptly, payroll processed accurately with remittances and records in order.
  • Statements & Year-End Monthly or quarterly financial statements prepared for you, your bank, your accountant, or your auditor — and clean books handed over at year-end.

Tech Stack & Tooling

Modern tools, zero learning curve.

You don't need to teach us your stack. We plug seamlessly into the software and workflows your business already runs on.

Project & Task Management

  • Asana
  • Basecamp
  • Monday.com
  • Notion
  • ClickUp
  • Trello

Database, CRM & Operations

  • Airtable
  • Google Workspace
  • Slack

Content, Decks & Growth

  • LetterdropContent operations & distribution
  • GammaAI decks, summaries & presentations

Accounting & Bookkeeping

  • QuickBooks
  • Zoho Books
  • Wave
  • Dext

Scheduling, Travel & Security

  • NeetoCal
  • Calendly
  • Cal.com
  • 1Password
  • LastPass

Don't see your favorite tool? If it has a clean interface and an API or login, I'll be up to speed on day one.

Ways to Work Together

Two simple ways to work together.

Executive operations runs on a fixed monthly retainer or pay-as-you-go hourly; bookkeeping is quoted monthly on volume. Either way, billing is every two weeks, always in advance. Not sure which fits? The free call sorts it in fifteen minutes.

Tier I

Focus Starter

Core Admin & Inbox Triage

For early-stage founders needing dependable, part-time operational relief.

$499 USD/mo

15 hrs/month included

  • Inbox triage & decluttering
  • Calendar buffers & focus-time scheduling
  • Baseline systems & data audit
  • Weekly sync to keep priorities clear
Get started
Most popular

Tier II

Scaling System

Dedicated Operations & Workflow Partner

For busy leaders needing proactive coordination and workflow ownership.

$1,499 USD/mo

50 hrs/month included · best value per hour

  • Everything in Starter, plus:
  • End-to-end travel booking & itineraries
  • CRM management & pipeline hygiene
  • Meeting prep, notes & follow-ups
  • Same-day priority response on weekdays
Get started

Tier III

Full Partner

Strategic Operations & Growth Right Hand

For CEOs and multi-venture owners needing high-autonomy execution and strategic leverage.

$2,499 USD/mo

70 hrs/month included

  • Everything in Scaling, plus:
  • Cross-functional project management
  • Executive research & briefing
  • Thought leadership & LinkedIn support
  • SOP architecture & documentation
  • Weekly KPI reporting
Get started

Bookkeeping from $299 CAD/mo Depending on transaction volume. See what's included →

Prefer hourly? $45 USD/hr Bought in prepaid blocks. Any hours you don't use stay yours.

Not ready to commit to ongoing hours?

The Test Drive

Try working together first. Five hours of support on one focus area of your choice — your inbox, your calendar, or a systems cleanup — so you can feel what it's like to finally hand it off. No ongoing commitment. If you decide to continue, it goes toward your first invoice.

$149 USD

5-hour trial block

Start with a Test Drive

  1. 01

    Scope & choose your plan

    On our free call we agree on your tier and whether a fixed monthly retainer or pay-as-you-go hourly fits you best.

  2. 02

    A clear shared work log

    I keep a running log of every task and the time it took, in a shared document you can open anytime — full visibility, agreed up front.

  3. 03

    Paid biweekly, in advance

    You're billed every two weeks, always up front, before the work period begins — predictable and secure for both of us.

  4. 04

    Flexible & transparent

    Continue, pause, or switch between monthly and hourly anytime. On hourly, any unused prepaid hours stay yours. If a month runs over, I absorb the first 10% and tell you before you get there — no surprise invoices.

Built on Discretion & Secure Systems

Strict Confidentiality

Mutual NDA signed prior to kickoff. Your business data and private communications stay strictly confidential — see the Privacy Policy.

Secure Credential Handling

Zero plaintext passwords. Full integration with 1Password, Bitwarden, or LastPass for encrypted, revocable access.

Zero Lock-In

Transparent, running time logs with biweekly advance billing. Continue, pause, or switch whenever you need to.

How It Works

From scattered to systematized in three moves.

  1. 01

    Audit & Onboarding

    We align on your calendar preferences, communication channels, file structures, and — where bookkeeping is in scope — your chart of accounts and reporting cycle.

  2. 02

    Daily Execution

    We handle incoming requests, travel logistics, file organisation, transaction recording, and everything else that would otherwise land on your desk.

  3. 03

    Growth & Reporting

    Regular reporting on both sides — what moved operationally, and where the numbers actually stand.

Experience

Ten years of books and operations, between us.

One of us has spent six years keeping books accurate enough for banks and auditors. The other has spent four years running the day-to-day behind founders and CEOs. You get both.

10+

Years combined

2

Specialists

6

Sectors

Esteban Fortin Bookkeeping & Accounting · 6+ years

Accounting Technician and Bookkeeper. College Diploma in Accounting & Business Management. Six years of full-cycle bookkeeping across corporate and agency settings, preparing financial statements for clients, banks, and auditors. Works in both English and French.

  • Full-cycle bookkeeping

    Transaction recording, monthly bank and credit card reconciliation, and books kept current rather than rebuilt at year-end.

  • Accounts payable & payroll

    Supplier bills, payment scheduling, and payroll run accurately and on time, with remittances and records in order.

  • Statements & audit support

    Financial statements prepared to the standard clients, banks, and auditors expect — and the working papers behind them.

  • Systems

    Expert in QuickBooks and Zoho Books, whether building a system from scratch or bringing a neglected one back to order.

  • Service businesses
  • Retail & pharmacy
  • Not-for-profits
  • Agency & corporate
Honey Fortin Executive Operations · 4+ years

Executive Assistant and Operations Specialist. Four years as the dependable second set of hands for founders, CEOs, and program leads across SaaS, AI, real estate, and professional education. References available from every engagement below.

  1. Nov 2023 — Mar 2026 · 2 yrs 4 mos

    Executive Assistant

    Soleo

    Right hand to the Founder/CEO — internal comms, metric reporting, LinkedIn across the client portfolio, and CRM hygiene.

  2. Aug 2024 — Oct 2024 · 3 mos

    Personal Assistant

    Bonsai Labs · Part-time

    Market research on AI products and the competitive landscape, lead generation, and CEO-direct work on tight reporting cycles.

  3. Apr 2023 — Oct 2023 · 7 mos

    Program Coordinator

    Prospology

    The operational backbone of a coaching program — student progress, deadlines, technical support, and community moderation.

  4. Jul 2023 — Oct 2023 · 4 mos

    Lead Generation Specialist

    Soleo

    Built prequalified pipelines by industry, geography, and contact title, and compiled structured CRM databases.

  5. Jan 2023 — Jun 2023 · 6 mos

    Real Estate Virtual Assistant

    Think Acquisition Ltd

    UK real estate operations, property sourcing across Openrent, OnTheMarket, and Zoopla, and lead inquiry management.

  6. Dec 2021 — Mar 2023 · 1 yr 4 mos

    Campaign Manager

    HMG Digital · Full-time

    Managed accounts and marketing materials across the full client roster, building plans spanning LinkedIn, Instagram, email, and web.

  7. Aug 2021 — Mar 2023 · 1 yr 8 mos

    Administrative Assistant

    Prospology

    Content scheduling, email management, broad admin support, CRM optimization, and lead generation.

In Their Words

What it's like to work with us.

References for Honey's executive operations work — each from someone she reported to directly. See the full case studies →

The best assistant I've ever worked with. Incredibly hardworking, but most importantly creative, excellent at solving any problem I've handed her.
Sam
Founder · Soleo
An exceptional virtual assistant. She has a remarkable set of skills that make her an invaluable asset. I wholeheartedly recommend her.
Adam
CEO · HMG Digital
A positive attitude and unwavering commitment to delivering exceptional results. Her proactive approach was invaluable to our growth.
Libby
Director · Think Acquisition
A strong work ethic and a commitment to high-quality work, on time. Thoughtful, experience-based recommendations to optimize results.
Gina
Founder · TopAIsJobs
EXECUTIVE OPERATIONS EST. CALGARY HF VIRTUAL Fortin & FortinCalgary, Alberta

About

Two specialists. | One desk to clear.

HF Virtual is Honey and Esteban Fortin.

Honey Fortin

Executive Assistance & Systems Operations

Four years supporting founders, CEOs, and program leads across SaaS, real estate, and professional education — running calendars, inboxes, travel, and the systems underneath. Her work is making sure nothing sits: that requests get answered, deadlines get met, and the person in charge isn't the bottleneck in their own business.

Esteban Fortin

Accounting Technician & Bookkeeper

Over six years of full-cycle bookkeeping, accounts payable, and payroll. Diploma in Accounting & Business Management, working in both English and French. He has kept the books for service companies, retail pharmacies, and not-for-profits, and prepared financial statements for clients, banks, and auditors — the kind of work where "close enough" isn't a standard.

Why the two halves belong together. Most owners end up with an assistant who doesn't know the numbers and a bookkeeper who doesn't know the business. Information falls into the gap between them, and the owner becomes the translator. We removed the gap — the person handling your invoices and the person handling your inbox talk to each other daily, because we share a desk.

Both of us do work where mistakes are expensive and invisible until they aren't. That breeds a particular kind of carefulness: we check things twice, we write down how something was done so it can be done the same way next time, and we tell you when something's wrong rather than hoping you don't notice.

Let's talk about your operations

Contact

Ready to hand over the part of the week you dread?

A free, no-pressure thirty-minute call. We'll talk through where your time is going, what shape your books are in, and whether we can help.

Schedule Your Call

Prefer email? Reach out directly at honey@hfvirtual.com. All inquiries answered within 1 business day.

Replies within one business day.