frequently asked questions
strategy session · virtual assistant · online business manager
Your Questions Answered
FAQ's
Choosing Virtual Solutions
How can Kate Woods Executive Solutions help my business?
I am an expert dedicated to providing exceptional support and guidance to empower your small business to achieve success and thrive. I provide your business support remotely by leveraging technology to provide exceptional customer service.
By delegating tasks and projects, you receive customized support that saves you time, reduces operating costs, and helps you achieve your next target sooner. My goal is to give you the time to work on your business and not be stuck in your business.
What qualifications do you have?
I own and operate a Women- and Indigenous-Owned company helping business owners have more time to work on their business by providing customized freelance solutions. I’m here to support you in the day to day or in achieving your next target. I have been in customer service, sales, front and back office management, and executive support since 2002.
Are you my employee?
No. I am a Freelancer. For those not familiar with freelancers, it’s a great option to hire support you need without having to commit to a full-time employee. You are not responsible for running payroll, payroll tax, workman’s comp, insurance, or any other benefits. This helps reduce operating and overhead costs by choosing Kate Woods Executive Solutions.
faQ'S
Working Together
What time zone do you work in?
I am located in Corvallis, Oregon (PST) but with being virtual, I am able to assist clients in nearly any time zone.
How do I get started?
It’s as easy as 1-2-3:
1. Discovery Call
2. Proposal
3. Start Work
Discovery Call
This is a meeting for us to get to know each other to make sure we’re a good fit. We will discuss your needs, goals, and outline what a successful partnership would look like to you.
Proposal
Within 48 hours of a Discovery Call, you will receive a customized proposal detailing my solutions to your needs and how I can help you reach your goals. After you have time to review, simply e-sign the contract and satisfy the invoice. I will counter sign the contract and you’ll receive a copy in your Client Portal.
Start Work
Once the contract is signed, you will receive access to your Client Portal, private shared Drive and access to schedule your Kick-Off Meeting. Then I get to work.
What if I need a specialized skill?
This is why a Discovery Meeting is so important. You want the best person for your job and I want to deliver high quality service to my clients. During our meeting, we’ll discuss in more detail what you are looking for and how I can help.
With my diverse experience in Customer Service, Sales, Marketing, Office Management and Training, and Executive Support, many skills are easily transferable. Not only have I helped with developing client facing soft skills, I have also designed and rolled out new technology and implemented tech stacks across a variety of platforms.
But sometimes during the Discovery Call we don’t match and that is okay. In those instances, the best service I can provide is to give you a referral. While I would love to help everyone, I am best when I stay in my lane of expertise. Therefore, I have developed a network of trustworthy referrals so that each client finds the right person for the right seat.
FAQ's
Retainer vs. Projects
What if I only need short-term support?
No problem! With Kate Woods Executive Solutions, I tailor each solution to fit your needs. I offer packages of monthly hours or fixed-term contracts. We’ll review your needs during the Discovery Call and I’ll help you find the best solution.
When do my hours restart?
If you have a Virtual Assistant or monthly retainer package, your hours will restart each month on your contract anniversary date.
Example: Your contract started on January 5th, your hours will restart on the 5th of each month.
What if I need additional hours?
No problem. With any retainer package, you receive a buffer in case we need additional hours one month - with your prior approval of course!
If we find that we're continuously going over hours each month, we will review options to change your solutions to meet your growing needs.
Do my hours roll over?
Hours do not roll over.
However, I do understand that sometimes life happens outside our control. If this is the case, please reach out to me so we can discuss options that may be available.
faQ'S
Payments
Do I need to sign a contract?
Yes. Along with your proposal you will receive a contract for your selected packages. This outlines the scope of services, expectations, package details, and any milestones or timelines. The contract allows us to have clear expectations to set us up for success from the start.
When is my payment due?
Payments are due in advance. To get started, you will receive an invoice with your proposal. Once the invoice has been paid and the contract has been signed, we can schedule our Onboarding Meeting.
If you have a monthly retainer package, your invoice will be sent a few days before your monthly due date. Payment is due every month on the same day. For your convenience, you may also set up automatic payments.
Example: Your contract starts on January 5th, your payments will be due on the 5th of each month.
How can I make my payment?
You can pay with a card (American Express, Discover, MasterCard, Visa or Debit) or through an ACH Bank Transfer. ACH Transfers are not available for Canadian accounts currently. Payments are processed through Stripe on a secured server.
When does my contract end?
Monthly Retainer Solutions
This is a month to month contract. If for any reason you do not want to continue service, you can submit notice 30-days in advance to [email protected].
Project Support Solutions
This is a set contract. There is a clear contract end (due date) when the scope of service will be complete.
Where does my payment go?
Your payment supports those behind Kate Woods Executive Solutions but that's not all! Living true to our core values, we believe that we are stronger together. We are involved through volunteering and donations to many causes that we care deeply about.
KWES is part of the 25,000+ businesses in over 39 countries that donate 1% as part of the Stripe Climate coalition and is a monthly donor to The Nature Conservancy.
When not at work, you will often find our founder, Kate Woods, serving or volunteering for one of the many causes that is near to her heart. You can learn more on our Community Involvement page.
Training & Accreditations
Policies & Processes
Policies, Processes and Standard Operating Procedures (SOPs): Creating unified documentation as to the whys and hows of an organization.
Client Experience Mapping
Client Experience Mapping: Standardizing each client and customer interaction to best achieve satisfaction and reach target goals.
Training & Development
Training and Development: Facilitating roll out for new policies and procedures, refresh knowledge through workshops, and develop talent into leaders and innovators.
Automation & Data Analysis
Automation and Data Analysis: Hit key performance indicators (KPIs) by focusing on the most important things, automating repetitive tasks, and empowering growth.
Dashboard Design
You can't scale what you don't know. With a customized dashboard you will always "Know Your Numbers" at a glance. Whether you're tracking financial metrics or your team's key performance indicators (KPIs), you'll see your business in a new light.
Technical Writing
Technical Writing Certificate from Oregon State University focusing in single-source documentation and methodology, technical editing, UX design and accessibility, and manuals.
Business Management
Online Business Management: Simplifying the daily, weekly and monthly load for Owners and Managers.
Executive Assistant
Virtual Executive Assistant: The left hand to your right brain. Coordinating meetings, researching tech solutions, and all the tasks that bogg you down.
Solutions Tailored To Meet Your Needs
Are you not sure where to start, don't worry! Everyone starts with a Discovery Meeting to discuss your biggest pain points, what's upcoming that excites you, and to see if we're a good fit.
CLIENT CARE
EXECUTIVE SOLUTIONS
COMPANY
MEETINGS
© Copyright 2025. Kate Woods Executive Solutions. All Rights Reserved.