The Administrative VA – The Key To Office Support

If you had a genie in a bottle, what three wishes would you make? How would you use your genie to help your business? There are so many hats that an entrepreneur wears, that it can be overwhelming and even cause extreme fatigue. Fatigue is by far the worst possible growth strategy for your business. The good news is, it can be prevented.

what virtual assistants doCompetent, reliable office support is vital to the successful running of a business. But many small businesses forego a full time administrative assistant or office manager due to lack of time to train and hire, and the lack of resources to staff a full time assistant. So many of the tasks that are usually delegated to an office administrator are handled by the current staff. This means time taken away from large scale projects or strategic business work and spent on time intensive, administrative items such as email management, scheduling and call handling.

When companies skimp on administrative support, the results can often be problematic. Do you want your team member with no phone skills talking to customers? Your spaced out writer planning travel arrangements?

All businesses embrace cost cutting to control overhead. But cost cutting on administrative support isn’t just inefficient, it’s unnecessary.

Virtual assistants specialize in numerous fields, including administrative support and office management. Many virtual assistants have honed their skills in traditional office environments for years before moving to the virtual workforce. What this means is you have access to an office professional who has the discipline and work ethic to be present at your company when you need them to be, and competent at… pretty much anything you want to delegate to them.

Let’s propose a staffing issue and see how virtual assistants can provide solutions. A small company plans a company retreat twice a year. This project involves coordinating travel, lodging and transportation company wide. It also involves research into an offsite facility, price comparisons and catering. Some employees are international so travel will include research into international flights and visas.

While many office workers groan at the thought of organizing travel and events, virtual admins are trained, skilled and highly effective at working on projects such as this. And, since a virtual assistant will bill for the time worked on the project, you’re only paying for administrative support for the conference, twice a year.

Generally, companies start out delegating project work to virtual admins and then find that they can continue to utilize an assistant for more tasks. Since many virtual assistants have left traditional work environments, there’s also the flexibility of accessing administrative support outside of a strict 9-5, Monday-Friday schedule.

Below is a comprehensive list of tasks that can be delegated to a virtual assistant. Whether you need assistance with one or all the items listed below, the convenience of having administrative support when you need it, is money well spent for the small business.

General Administration

  • Manage/Filter Emails
  • Edit/Proofread Emails
  • Edit Follow-up Emails and Autoresponders
  • Respond to Emails/Chat Support/Tickets
  • Call Management
  • Manage Spam
  • Build Database – Update CRM
  • Receptionist Duties
  • Calendar Management
  • Schedule Appointments
  • Travel Arrangements (Hotel/Flight)
  • Event Planning
  • Organize Dropbox/Google Drive
  • Launch and Maintain Cloud Computing Accounts
  • Data Entry in Word, or Google Docs
  • Create and Manage Spreadsheets
  • Prepare Powerpoint Presentations
  • PDF Conversion, Splitting and Merging
  • Transcribe Voicemail, Video, Audio Files and Podcasts
  • Prepare Meeting Minutes
  • Create Reports
  • Create Forms
  • Create Templates
  • Online Research
  • Check Voicemail
  • Project Management & Training Tasks
  • Project Management Between You and Team members
  • Preparation of Training Materials
  • Training of New Virtual Staff
  • Book appointments with clients
  • Content Research
  • Liaison between you and other team members
  • Recruitment help
  • Prepare training manuals for new staff members or remote workers.
  • Compose documents from handwritten drafts, faxes and dictations.
  • Purchase office supplies online
  • Place ads career websites, reviewing resumes and contact the right candidates.
  • Interview job applicants and speak with references.
  • Resolve issues by contacting customer support
  • Conduct background, credit and criminal checks.
  • Put together onboarding/offboarding packages for both clients and staff.
  • Search for and contacting industry experts or guests to participate in podcasts and webinars.
  • Provide suggestions and recommendations when company is not meeting monthly, quarterly and annual goals.
  • Send Greetings, eCards, Event Invitations, etc.
  • Personal Errands (Purchasing Gifts Online, etc.)
  • Send Gifts to Clients on Holidays and/or Anniversaries
  • Project Management & Training Tasks
  • Project Management Between You and Team members
  • Preparation of Training Materials
  • Training of New Virtual Staff
  • Book appointments with clients
  • Content Research
  • Liaison between you and other team members
  • Recruitment help
  • Prepare training manuals for new staff members or remote workers.
  • Compose documents from handwritten drafts, faxes and dictations.
  • Purchase office supplies online
  • Place ads career websites, reviewing resumes and contact the right candidates.
  • Interview job applicants and speak with references.
  • Resolve issues by contacting customer support
  • Conduct background, credit and criminal checks.
  • Put together onboarding/offboarding packages for both clients and staff.
  • Search for and contacting industry experts or guests to participate in podcasts and webinars.
  • Provide suggestions and recommendations when company is not meeting monthly, quarterly and annual goals.
  • Send Greetings, eCards, Event Invitations, etc.
  • Personal Errands (Purchasing Gifts Online, etc.)
  • Send Gifts to Clients on Holidays and/or Anniversaries

Join The Conversation!

What does your business need help with? What are some ways your business uses virtual assistants? Share your comments below!

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