Kate Ware

Two Years of Operations Support That Grows With the Business

Two Years of Operations Support That Grows With the Business

Two Years of Operations Support That Grows With the Business

Kate Ware runs Made Great, a marketing agency. She came to Pink Ocean not for a one-off build, but for ongoing operational support, and two years later, that relationship has evolved from virtual assistance into full operations management.

Kate Ware runs Made Great, a marketing agency. She came to Pink Ocean not for a one-off build, but for ongoing operational support, and two years later, that relationship has evolved from virtual assistance into full operations management.

Kate Ware
Kate Ware

I can throw any and many balls at her, and she’ll not just get the job done, but do it well and manage my expectations along the way.

Kate Ware
Kate Ware

I can throw any and many balls at her, and she’ll not just get the job done, but do it well and manage my expectations along the way.

Tools used:

Ongoing retainer

The client

Kate Ware runs Made Great, a marketing agency. She came to Pink Ocean not for a one-off build, but for ongoing operational support, and two years later, that relationship has evolved from virtual assistance into full operations management.

The challenge

When Kate first engaged Pink Ocean, she needed reliable operational support to keep her agency running smoothly. Over time, as the business grew and her needs evolved, the scope expanded significantly, from day-to-day VA tasks to strategic operations work including platform migration and AI integration. The ongoing challenge for any growing agency is keeping systems, processes, and tools aligned with where the business is heading, not where it was six months ago.

The system

What started as VA support has evolved into a comprehensive operations retainer. Over two years, the work has included: Platform migration: Moved Made Great’s entire project management from Monday.com to Notion, building a workspace tailored to how the agency actually operates. AI integrations: Implementing AI-powered workflows and tools to streamline operations, automate repetitive tasks, and give Kate and her team more capacity for client-facing work. Ongoing operations management: Day-to-day operational support that keeps the agency running smoothly, with the flexibility to tackle whatever comes up — from process improvements to system fixes to new tool implementations.

The results

Evolved from VA to operations partner.

he relationship has grown from task-based support into strategic operations management over two years.

Evolved from VA to operations partner.

he relationship has grown from task-based support into strategic operations management over two years.

Successful platform migration.

The move from Monday.com to Notion gave Made Great a more flexible, tailored workspace without disrupting active projects.

Successful platform migration.

The move from Monday.com to Notion gave Made Great a more flexible, tailored workspace without disrupting active projects.

AI-forward operations.

Made Great now has AI integrations built into their workflows, keeping them ahead of the curve as a marketing agency.

AI-forward operations.

Made Great now has AI integrations built into their workflows, keeping them ahead of the curve as a marketing agency.

Consistent, reliable support.

Two years of unbroken retainer engagement speaks to the value of ongoing operational support that scales with the business.

Consistent, reliable support.

Two years of unbroken retainer engagement speaks to the value of ongoing operational support that scales with the business.

Kate Ware

“Mariana’s a value and essential member of our scalable agency team, and I will sing her praises to anyone who will listen!!”

I engaged Mariana way back when because, as the owner of my business, I needed someone to look after ‘me’. Mariana’s approach to client service has been consistent all along; I can throw any and many balls at her, and she’ll not just get the job done, but do it well and manage my expectations along the way. What initially started as a VA/PA role, has evolved very much into Operations and Administration. Mariana’s key strengths are identifying solutions to the sticky problems that slow down our internal delivery at Made Great. Her knowledge of tech and interest in various platforms have enabled us to upskill in AI and automation, quickly improving how Made Great flows.

Kate Ware, Made Great

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