The client

Baltimore Real Producers is a relationship-driven real estate publication and community that connects featured agents with trusted preferred partners, a vision spearheaded by CEO Colleen Rippey, who leads the organization’s overarching growth and strategic direction. As COO, Hannah Benson manages the organization’s ongoing communications, publications, events, partner relationships, and growth activities.

Prior to collaborating with 20four7VA, Baltimore Real Producers already understood the value of working with a virtual assistant (VA). A previous VA had successfully supported database management, event coordination, email communications, sponsorship packages, and monthly publication uploads.

The VA model was working. But as the organization grew, they recognized that the next stage required more than additional administrative capacity. Baltimore Real Producers needed someone who could manage detailed work consistently, improve existing processes, and gradually take ownership of important operational responsibilities.

That search led them to Josh through 20four7VA.

The challenge

Baltimore Real Producers wasn’t looking for someone to simply complete a checklist of repetitive tasks. The team needed a dependable operational partner who could contribute to the way the business worked.

Baltimore Real Producers needed someone who could:

• Maintain accurate CRM and database information
• Manage recurring client and partner follow-ups
• Support events, publications, and communications
• Keep onboarding processes organized
• Help reduce manual work through automation
• Work independently without constant supervision
• Grow into additional responsibilities as trust developed

The decision to continue using a virtual assistant was practical. Compared with hiring a traditional local employee, remote staffing offered Baltimore Real Producers greater cost and operational efficiency. The team already knew that a remote professional could handle important administrative responsibilities effectively.

However, the selection process was not based on cost alone. Hannah interviewed multiple candidates and conducted working sessions with the strongest applicants so they could evaluate how the VAs performed in practice.

According to Hannah, the 20four7VA matching and onboarding process was smooth and transparent. It gave her the opportunity to assess candidates directly and identify the person whose capabilities best aligned with the organization’s needs.

Josh stood out because he brought more than administrative experience. He also understood automation, CRM workflows, and AI—technical capabilities that matched Baltimore Real Producers’ need to improve its systems as it grew.

The solution

Josh initially joined Baltimore Real Producers to support its recurring administrative and operational functions. As he demonstrated reliability, attention to detail, and technical ability, his role expanded.

Today, Josh supports a wide range of activities across the organization, including:

What began as administrative support became a broader operational role. Josh wasn’t just completing individual tasks. He was helping Baltimore Real Producers create more consistent workflows and reduce the amount of manual coordination required from Hannah.

One example is the process for sending closing gifts to featured agents. Josh tracks the necessary addresses and coordinates with the vendor, helping ensure that an important relationship-building activity moves forward without requiring another team member to manage every detail themselves.

His work with CRM workflows and automated drip sequences has also helped beyond simply keeping up with current tasks. These systems create a foundation for more efficient pipeline management and recurring communication in the future.

The person behind the support

For the Baltimore Real Producers team, Josh’s value comes from the combination of capability and trust.

As a seasoned executive operations assistant, Josh is comfortable working with administrative details, but he also explores how processes can be improved. His knowledge of automation, CRM systems, and AI allows him to contribute ideas rather than only follow instructions.

Just as importantly, the BRP team trusts him to take ownership. According to both Hannah and Colleen, they don’t need to micromanage Josh’s every assignment or repeatedly check whether work has been completed. That independence turns delegation into genuine relief: when Hannah assigns a responsibility to Josh, she can redirect her attention elsewhere with confidence.

Hannah was also surprised by how integrated Josh became with the team. Although he works across a time difference, she described him as highly energetic and engaged. Despite the distance, his location has not prevented him from becoming a meaningful part of the Baltimore Real Producers operation. In practice, his ownership, reliability, and communication have mattered more than his physical location.

“He’s already taken things off Hannah’s plate that she genuinely didn’t think she’d be able to delegate.” – Colleen Rippey, Baltimore Real Producers

The impact

Since joining the Baltimore Real Producers team this year, Josh has given them countless hours back to focus on high-impact tasks. Hannah can spend more of her time on lead generation and getting prospects onto Colleen’s calendar for sales calls. Instead of being pulled back into database updates, follow-ups, website information, event administration, and other recurring tasks, she can focus on activities that require her judgment, relationships, and direct involvement.

The business has also gained greater operational consistency:

The most important change, however, is the confidence that comes from knowing the work is in capable hands.

For Hannah, having a virtual assistant has created both efficiency and mental freedom. Josh’s role removes administrative responsibility from her workload instead of creating another layer of supervision. That makes it easier for her to delegate, plan, and concentrate on growth.

Hannah also recognized the broader potential virtual assistants offer beyond organizations like Baltimore Real Producers, noting that Josh’s skills in CRM management, marketing support, and communications could benefit any business.

Baltimore Real Producers had already proven that a virtual assistant could support its day-to-day operations. With Josh, the model evolved further. They gained a trusted team member who could manage details, improve workflows, and take on increasingly valuable responsibilities.

For businesses considering remote staffing with virtual assistants, Hannah’s advice is straightforward: move forward and test the arrangement for a few months. The benefits become clearer when a capable VA is given the opportunity to understand the business, earn trust, and take ownership.

“The hard part, you might be thinking, is finding the right person. And that’s what 20four7VA makes really easy, and that’s what they made easy for us.” – Colleen Rippey, Baltimore Real Producers

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