The Real Journey: Rebecca’s Transformation with the Right Virtual Assistant

Posted on November 28, 2025December 3, 2025 by EVS Admin

The Real Journey: Rebecca's Transformation with the Right Virtual Assistant

The Turning Point: What Happened After Rebecca Chose to Hire a VA

Running multiple businesses is no easy feat. There are late nights, tight deadlines, and moments when you wonder if the stress is even worth it. Rebecca Kartel, founder of The Kartel Solution and co-owner of Jalisco Tequila Bar, knows this all too well. Her story isn’t about flawless execution or smooth sailing; it’s a story of growth, of learning from missteps, and of discovering how to balance it all with a little (okay, a lot) of help from a skilled VA.

It wasn’t always clear how Rebecca would manage three businesses, a growing personal brand, and a team of clients demanding her attention. But she took the leap, found the right virtual assistant (VA), and the journey began.

Who Is Rebecca Kartel?

Rebecca Kartel is an entrepreneur, strategist, and disruptor in every sense of the word.

At the core of her empire is The Kartel Solution, a Melbourne-based Xero bookkeeping and business advisory firm that supports established companies with revenues ranging from $1 million to $15 million. The firm’s focus is clear: helping businesses gain clarity, structure, and control through streamlined financial systems, process improvement, and operational efficiency.

Then there’s Jalisco Tequila Bar, Rebecca’s second venture, a premium tequila bar in Windsor known for its moody atmosphere, elevated Margaritas, and unapologetic energy. It’s a place where detail meets experience and every pour tells a story.

And now, Rebecca is building her personal consulting brand, a new chapter dedicated to helping business owners and leaders operate with strategy, structure, and scalability. This brand reflects her next evolution, stepping further into the space of business transformation, operational leadership, vCFOO services, supporting clients with the clarity, control, and confidence they need to scale sustainably.

Managing these three powerful brands is no small task. But with ambition comes the need for strong systems, and as Rebecca discovered, the right support behind the scenes, someone she could trust and build a genuine working relationship with.

A Bumpy Start

When Rebecca first hired a Virtual Assistant (VA) in March 2025, she wasn’t expecting it to be a smooth ride. After all, she had worked with VAs before, and not all of those experiences had been positive. The right skills were important, but so was the ability to connect, communicate, and evolve together.

Enter Kate, a Filipino VA matched by Empowering Virtual Solution (EVS). Rebecca needed someone organised, proactive, and detail-oriented. Kate checked all those boxes. She was self-driven, knew her way around digital tools, and was comfortable navigating the worlds of social media, content creation, and marketing.

But, like any new working relationship, the beginning wasn’t perfect.

The Early Days: Missteps and Communication Struggles

In the first few weeks, it was clear that while Kate had the right skills, there were growing pains. For one, the communication wasn’t always seamless. Rebecca, used to running a tight ship, expected quick responses and immediate results. Kate, on the other hand, was still learning the ropes of Rebecca’s fast-paced businesses, and occasionally, things slipped through the cracks.

Rebecca wasn’t afraid to speak up, and neither was Kate. They had frank discussions about expectations, timing, and communication. There were times when deadlines were missed or tasks weren’t as polished as Rebecca envisioned. But instead of letting these bumps derail them, they adjusted, learned, and kept moving forward.

One of the biggest challenges came when Rebecca wanted to incorporate her personal brand into the mix. She was juggling content creation for her financial services business, her restaurant, and now, trying to carve out space for herself as a thought leader. Kate dove in, but it wasn’t all smooth sailing. The messaging for Jalisco needed to be fun and playful, while The Kartel Solution had to be polished and professional. How would they balance both, and then, somehow, fit in Rebecca’s personal brand?

Growing Pains Turn Into Wins

By the time they hit April, things began to click. Sure, there were still some late nights, some back-and-forth on feedback, and moments where they both questioned if they were taking on too much. But there were also small wins that built momentum:

Kate got the hang of social media scheduling, creating more engaging posts that resonated with Jalisco’s playful vibe.
Rebecca noticed more leads coming in from Instagram, and the personal brand was starting to gain traction, people were messaging her directly about financial advice.
The Kartel Solution was producing higher-quality content that resonated with the target audience, and Rebecca felt the marketing finally reflected her values.

Rebecca started to see the value Kate was bringing. She could now focus on high-level strategy while Kate took charge of the marketing and content side of things. The pieces were starting to fall into place.

The Breakthrough Moment

By May, things were moving faster. Rebecca trusted Kate to take on more responsibility, things like website updates, competitor research, and even handling client communications. But it wasn’t always easy.

Kate found herself stretched thin, handling three businesses while trying to make sure the content was still fresh and relevant. Some weeks, it felt like the work just kept piling up. They had a few tense conversations, especially when the timeline for Jalisco’s new menus got delayed, but they worked through it, always making sure to reset expectations.

And then, in June, the real breakthrough came. Rebecca had been wanting to refine her personal brand for months, but it had always been pushed aside for more pressing tasks. When they sat down and mapped out a content strategy together, things finally clicked into place. The personal brand wasn’t just about Rebecca; it was about showing up with authenticity, and Kate helped her craft that story.

“Kate has been amazing,” Rebecca said during catch up with the supervisor. “She’s been the one who finally helped me get my vision down on paper. It’s not perfect, but it’s real, and that’s what matters.”

The Challenges That Never Go Away

Even now, in July, there are challenges. Rebecca had to cut down Kate’s hours to ensure the work didn’t become too overwhelming. They had to make decisions about which projects needed immediate attention and which could wait. There was constant pressure to balance quality with speed.

Kate continued to work on social media, content creation, and newsletters, but Rebecca also asked for more simplicity. The branding needed to be cleaner, and the messaging needed to be consistent across the board. They reduced the number of posts per week, simplified their approach, and focused on engaging with their audience in a meaningful way.

One of the ongoing challenges? Time management. Kate found herself struggling to keep up with everything on her plate, and Rebecca felt the stress of being too involved in the day-to-day. They agreed that the solution wasn’t just more hours; it was better task management.

Celebrating the Wins

Despite the bumps in the road, the results are starting to speak for themselves. By the end of July, Rebecca was seeing more than just a shift in her business. She was seeing a transformation.

More leads were flowing into The Kartel Solution.
Jalisco had built a stronger presence on social media, thanks to Kate’s work.
Rebecca’s personal brand was finally gaining the attention it deserved.

“It’s a journey, and I don’t think it will ever be perfect, but I’m seeing the impact. Having Kate by my side has made all the difference.” – Rebecca Kartel

Rebecca attended the 2025 Level Up Business Conference, where she deepened her understanding of scaling her businesses without losing her mind. At the conference, she realised how much progress she had made in streamlining her operations, and she credited a lot of that success to the partnership she had with Kate. The conference was also an eye-opener for Rebecca, showing her the bigger picture of what her business could become if she continued to embrace the right support and strategy.

Why Rebecca’s Story Matters

Rebecca’s story isn’t about perfection. It’s about the ups and downs, the challenges that almost broke her, and the breakthroughs that made it all worthwhile. It’s about finding the right fit, even when things don’t go according to plan.

For 7-figure CEOs, this is a familiar journey. You don’t suddenly wake up with everything perfectly aligned; it’s about building systems, learning from missteps, and growing together. As Rebecca shows, a VA isn’t just a task-doer, they’re a partner who helps you realise your full potential, even when the road gets bumpy.

Could a VA Help You Scale Like Rebecca?

If you’re a business owner feeling like you’re carrying the weight of your business on your shoulders, Rebecca’s journey is proof that a virtual assistant can help you offload some of that pressure.

It might not always be perfect, but with the right VA, you can focus on what truly matters: growth, strategy, and your vision for the future.

Ready to take the first step? Book a call with Empowering Virtual Solution today, and let’s see how a skilled VA could change the way you work.

Just like Deborah Schurmann from The Butterfly Agency, fashion wholesalers can scale efficiently and optimise their business processes by hiring a virtual assistant. The right VA can provide the flexibility, specialisation, and efficiency your fashion business needs to stay ahead in the competitive market.

Ready to scale your fashion business with confidence?
Click here to learn how EVS can help you hire the perfect VA for your fashion business.

Scaling Smarter, Not Harder: How Systems and Support Can Help You Step Out of the Daily Grind

Posted on November 14, 2025November 14, 2025 by EVS Admin

Scaling Smarter, Not Harder: How Systems and Support Can Help You Step Out of the Daily Grind

Scaling smarter is the key to building a business that doesn’t fall apart the moment you step away. If your business cannot run for a week without you, let’s be honest, you don’t have a business. You have a job, and probably a stressful one…

How Scaling Smarter Helps You Build a Self-Sufficient Business

When you begin scaling smarter, systems become the foundation that supports your growth without adding more stress. If your business cannot run for a week without you, let’s be honest, you don’t have a business. You have a job, and probably a stressful one. Because if you can’t take a week off without worrying, everything will fall apart, then you are not leading your business, you are stuck inside it.

Scaling a business does not mean working more hours or adding more stress to your plate. It is about creating systems that do the heavy lifting for you. It is about refining what already works so your business can function and grow without you constantly holding it up.

At our Virtual Assistant Agency in Australia, we have worked with hundreds of entrepreneurs who once felt like they were chained to their desks. They thought growth meant sacrificing their time and freedom. But once they learned how to scale smarter, everything changed.

Let me walk you through the three S’s that made the biggest difference in my business and the lives of my clients: Systems, Support, and Self-Leadership

1. Systems: Let Your Business Work For You

For a long time, I resisted creating systems. I thought they would slow me down or make things too structured. I was wrong. Systems are not boring or restrictive. They are the foundation that gives you freedom.

A system is simply a documented, repeatable process that ensures tasks are done consistently and efficiently. It is how your business continues to deliver quality results even when you are not around. Without systems, your business relies entirely on you, and that is a dangerous place to be.

Here is the truth: you don’t even have to build the systems yourself. Your team can help you. Get them involved in documenting what they do best. This creates ownership, accountability, and clarity for everyone.

Think of systems as the silent workers in your business. They never take breaks, never call in sick, and never forget what needs to be done. Once your systems are in place, you will wonder how you ever survived without them.

For example, we worked with a finance company that was struggling to manage reports, data entry, and client updates. The CEO was buried in repetitive tasks and had no time to focus on strategy. After implementing clear systems, his virtual assistant handled the admin work while the leadership team focused on client relationships. Within two months, the company’s productivity increased by forty percent. His weekends were finally free, his wife stopped complaining about late nights, and he was present with his kids again.

That is the power of systems. They don’t just transform your business, they give you your life back.

2. Support: Build a Team That Moves With You

The second S is Support. Having systems means nothing if you don’t have skilled people to follow them. Support is about finding and training the right team who understand your vision and take ownership of their roles.

In our Virtual Assistant Agency in Australia, we see it all the time. Business owners hire a virtual assistant and expect miracles without providing structure or clarity. That almost always ends in frustration for both sides.

Hiring a virtual assistant is not just about having extra hands. It is about building an operational structure that keeps your business running smoothly while you focus on strategy and growth.

Your team should not depend on you for every decision. If they are constantly asking questions, it means your systems are incomplete or unclear. When that happens, take a step back and ask yourself: “Why are they asking this? What information or authority are they missing?”

A well-trained team knows exactly what to do. They make decisions confidently because they understand the vision, the system, and the expected outcome.

In my own business, I reached a point where my Slack channel went quiet. At first, it felt strange. I wondered if anyone was even working. But the truth was, everything was running smoothly because the systems were so clear that my team didn’t need to ask constant questions. They knew what to do, and they did it brilliantly.

We focus on results, not on hours. I don’t care how many hours someone works as long as they deliver the outcome. That is what leadership looks like: empowering your team to own their roles and trusting them to deliver.

Support is not about hiring more people. It is about having the right people in the right roles, working together towards the same goal.

3. Self-Leadership: Let Go and Trust the Process

The third S is Self-Leadership. This one is often the hardest. Most business owners are control freaks. I used to be one too. I believed no one could do things as well as I could. But that mindset only kept me stuck.

True self-leadership is about trusting your team, your systems, and yourself enough to let go. You must allow others to take responsibility and make decisions. When you step back, your team steps up.

At first, it feels uncomfortable. You will be tempted to jump in and fix things. But the moment you stop micromanaging and start empowering, everything changes.

I remind my clients constantly: scaling is not about doing more. It is about doing less of what keeps you busy and more of what moves you forward.

As a CEO, your focus should be on vision, innovation, and relationships, not on day-to-day operations. When you are free from constant firefighting, you can finally see the bigger picture and make smarter decisions.

This is how I was able to completely step out of my daily operations. Now, my managers and systems handle ninety percent of what used to come directly to me. My role is to lead, strategise, and innovate, not to answer every message or approve every small decision.

When you lead yourself first, you set the standard for how your team leads too.

Why Most Business Owners Burn Out

Many CEOs skip straight to the third S. They want to lead without having strong systems or proper support in place. That is where burnout begins.

Scaling without structure is like trying to drive a car with no wheels. You can press the accelerator all you want, but you won’t move forward. You’ll just get exhausted trying.

When your business depends entirely on your personal energy, it becomes fragile. The moment you get tired or distracted, everything slows down. That is why systems and support come first. They create a stable foundation so your leadership can thrive.

Remember, growth should feel freeing, not draining.

A Story That Proves It Works

Let me share a story about one of our clients, Tim. He runs a finance business and had tried every productivity hack imaginable. New software, new schedulers, new planners, you name it. But he still felt stuck.

We helped him set up a virtual assistant to handle data entry, follow-ups, and admin tasks. His leadership team could then focus fully on clients and strategy. Within just two months, his productivity jumped by forty percent.

But the real win wasn’t just in the numbers. It was in his lifestyle. His weekends became family time again. His stress levels dropped. His business became enjoyable.

That is what happens when you stop trying to do everything yourself and start trusting systems and people.

Want to know how we’ve helped other CEOs scale smarter? Check out our Google Reviews.

Scaling Is About Freedom, Not More Work

Many business owners think scaling means adding more to their plate. But it is the opposite. Scaling means refining what already works so it can continue to work without you.

Ask yourself this: if you stepped away from your business for thirty days, what would break first? That is the system you need to build next.

Building systems, support, and self-leadership gives you the freedom to grow without fear. It allows you to create a business that serves you, not the other way around.

You didn’t start your business to become a slave to it. You started it for freedom, flexibility, and impact. Scaling smarter is how you get all of that back.

Final Reflection

If you are feeling stuck, overwhelmed, or unsure how to move forward, you are not alone. Many entrepreneurs reach a point where their passion turns into pressure. But it doesn’t have to stay that way.

When you master the three S’s of scaling smarter, your entire business shifts. You stop running after tasks and start leading with clarity. You finally have time to think, create, and grow.

At our Virtual Assistant Agency in Australia, we help business owners like you systemise their operations, build confident teams, and step into true leadership. You can create a business that runs smoothly without burning out.

So here is my question to you: if you stepped away from your business for thirty days, what would break first? That is where your focus needs to be next.

Join the Online CEO Masterclass

If you want to learn how to stop bottlenecks, strengthen your systems, and scale with confidence, join my CEO Masterclass. It is a free online session where I teach business owners exactly how to let their systems work harder than they do.

Scaling smarter, not harder, is not just a strategy. It is a lifestyle. And it starts with your next decision.

See you inside the Masterclass. Let’s build a business that runs beautifully without burning you out.

Book a call today to learn more!

Tag: Virtual Assistant Agency in Australia