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Administrative Support
Outsource Your Administrative Office Assistant needs!
I offer each client access to a private communications and collaboration portal via a password-protected SharePoint Services site, for document and picture libraries, shared calendar, contacts, and tasks, Project tracking, workflow, blog, wiki, GroupBoard Workspace, Document and Meeting workspaces, and so much more. We use the site for our communications between us and your company members. Free for all active clients.
Send your files directly to us using the SendThisFile form on our site! Perfect for large files not appropriate for email.
How May We Help You?
Secretarial and Telephone Services
-You need to confirm weekly sales appointments. You fax your list to the VA, who calls the appointments, notes who is confirmed and who must be rescheduled, and faxes the list back to you.
-You need directions to a prospect's office. The VA calls, gets directions, and emails them to you.
-You have routine paperwork to be filled out on a daily basis (e.g., sales call re-caps). You call the VA with the information, who fills out the form and faxes it to you.
-You have stacks of random paper documents on your desk that you can't figure out how to organize. You mail them in a big envelope to the VA, who breaks them down into labeled manila folders, creates a master list, and sends them back for you to place in your file cabinet, category list in front.
-You want to make sure you have a backup of your computer or a special file. You mail or e-mail it to the VA for safekeeping. In the event of a disaster, your files are located off premises.
-You travel frequently. The VA coordinates your air travel, car rental and hotel reservations.
-You're going on vacation, or are frequently out of the office, but need to stay in touch with important business calls and not leave the phone unattended. When you're unable to check your voice mail on a regular basis, you use call forwarding feature to transfer calls to the VA, or record on your voice mail that callers with urgent messages may contact your assistant. The VA answers calls, responds to routine requests, and contacts you with urgent messages. Or you check your voice mail yourself and answer some calls personally while assigning others to the VA. Or you obtain a separate phone line in the VA's office so that a live human voice will answer with your company's name.
-You're preparing a seminar and need a PowerPoint presentation. You fax sketches of diagrams and charts to the VA, who prepares the PowerPoint slides and sends the document to back via email attachment.
Database Management & Data Processing
-You fax the VA copies of business cards you've gathered at a presentation or during the course of the month. The VA enters the information into a contact database, uses mail merge to produce a follow-up letter and either scans your signature, uses a signature font to sign your name, or mails them to you to sign, and sends out the letters.
-You email new prospect leads to the VA, who enters them into a contact database and uses a personalized mail merge to send an introductory letter. The VA monitors the marketing follow-up program, sending a pre-determined marketing piece every two weeks. Each week the data is sent to you via email so you have a record of the transactions. The prospect responds directly to you.
-You fax your clients' new policy information to the VA, who enters the information into a database and sends it to you via an email attachment. The VA then prepares and mails a standard confirmation letter to the policy owner, tracking the annual expiration date of the policy and, on the due date, sends a reminder email to you.
-You want to send a direct mailing or fax broadcast and need to verify your prospects, some of which have missing fax numbers. You send your prospect list to the VA via email attachment. The VA telephones each name, verifies spelling, title and address, obtains missing fax numbers, makes corrections, and returns the list to you via email attachment.
-You need certificates for participants completing a seminar, getting an award, or becoming a member of your organization. You fax a list to the VA, who designs and prints certificates, including seals and ribbons. The VA sends the completed certificates to you to issue or mails them directly to each participant.
-You want to publish a quarterly newsletter. You provide the content and the mailing list to the VA, or the VA helps with articles. The VA typesets and prepares the newsletter, prepares labels, and mails.
-You need a hotel conference room for a seminar. The VA contacts several hotels in the area to find availability of the date, size, and specifics of the seminar, obtaining written quotes from the hotels that can accommodate the request, compiling a comparison and reporting the findings to you.
-You need CDs duplicated. The VA calls several vendors and obtains written quotes. Upon approval, the VA sends the original CD to the vendor, designs and prints labels, receives the completed order, attaches the labels and sends the package you.
-You're interested who your competition are and what they're doing. The VA does a search online and compiles a list of the appropriate websites for you to look at.
-You're considering adding to your advertising. The VA contacts possible advertising resources from the Internet, magazines, periodicals, newspapers, etc. and acquires information on pricing, publishing dates, publishing deadlines, payment policies, etc. Information is compiled into a report for you to review.
-You want to fully utilize your email software program (e.g., filters, auto-reply, signatures). The VA walks you through how to set this up and teaches you how to use it.
-You travel frequently, usually returning to a stack of mail, sometimes missing important correspondence. You have your mail forwarded to a post office box near the VA, who retrieves and reviews the mail, faxes or overnights to your hotel urgent items, responds to routine matters, and forwards items to your office that can wait for your return. To save on postage costs, some items may be scanned and delivered via email attachment.
-You need fulfillment services for books, tapes or other materials. As orders come in, you email or fax the VA with the information, or the VA collects the information from your website, then prepares packages and mails.
-You can't keep up with your volume of email and are missing important messages. The VA sets up a general email account for you, such as info@mycompany.com, then retrieves email, sorts, responds to routine requests, and forwards items of importance to you at your personal email account (myname@mycompany.com).
-You're going on vacation and don't want to miss important messages. The VA downloads your email, or you forward your email to the VA. The VA notifies individuals that you're out of the office, contacting you with urgent messages.
-You issue a variety of sales brochures. You (or the VA) mail postcards using the VA's contact info as the return address and fax number. The VA mails the appropriate brochure upon receipt of request, updating your database with name, address, date and type of brochure requested.
-You want to monitor customer satisfaction. The VA creates a customer feedback questionnaire, mails to customers or sends via online service, receives the completed questionnaire, summarizes the responses and issues you a report.
Web Site & Related Internet Services
-You would like an intranet set up for you and your company members and/or you and your clients. We'll set you up with a SharePoint site of your own through a hosting company, customize the site to fit the needs of your organization, set up your users, and train you and your users on how to work with the site.
-You need changes on your website. The VA edits or uploads new information to your website, whether the site was created by the VA or by someone else.
-You need to promote your website. The VA performs keyword research, optimizes your web site pages for search engine traffic and submits the URL, key words and description to various online directories.
-You want to improve your website traffic with related links. The VA contacts similar websites and requests mutual link exchange.
-You don't have time to monitor your website for errors or broken links. The VA periodically reviews the website and verifies links.
-You don't have time to monitor website traffic. The VA monitors traffic reports and makes recommendations for adjustments to improve traffic.
-You send out an email mailing list/newsletter and some bounce, due to incorrect subscription requests or other email failures. You forward related messages to the VA, who correctly processes the requests to subscribe, unsubscribe or delete bounced messages. The VA manages the email database, adding subscriptions, deleting those wanting to unsubscribe, and posting announcements to the list.
-You want to increase the number of subscribers to your electronic newsletter. The VA lists the newsletter with a variety of online directories, contacts other subject-related list owners to inquire about mutual cross-promotion, and follows up to make sure the listings are accurate.
-You want to promote your company online. The VA sets up a business blog. You can post to the blog or you can send information to the VA to post on your behalf.
-You have an E-Book you've written and want to make it available from your website for free download or for purchase. The VA can help you get set up for e-commerce, get your E-Book on your site and make it available for purchase, and create an E-Book Cover image for your website/blog, etc.
Purchasing & Supply Procurement
-On a pre-specified basis, the VA faxes you a list of office supplies that you use on a regular basis. You check off what is needed and fax back to the VA, who re-orders the supplies and has them delivered directly you.
-You need to purchase new software, office equipment, or a specialized product. The VA researches makes, models and versions, using both the Internet and inquiries to business networking groups. The VA calls several vendors, obtains pricing information, ascertains that the product meets your requirements, and reports the findings to you.
The VA then purchases the item on your behalf. If the item requires on-site setup, the VA makes those arrangements as well as confirming with dates/times and travel information.
-You're looking to hire an employee. The VA writes a help-wanted advertisement, places the ad, receives and reviews the resumes, conducts the initial phone interview, narrows the selection to three individuals, and schedules an interview with you.
-You fax employment applications to the VA, who verifies past employment, calls the references, and reports the findings to you.
-When a new employee is due to arrive, the VA prepares and sends a welcome package.
-You need a reminder to provide annual performance reviews for your employee(s). The VA tracks the dates and sends you a reminder.
-You want to make a career change. The VA prepares or updates a resume and cover letter for you, researches job openings, and submits resumes to potential employers, tailoring each to the particular employer. After an interview, the VA promptly mails out a thank-you follow-up letter to the potential employer.
Differences between a VA and an employee or temp
FVirtual assistants are independent contractors, not employees, who structure their own rates and operating standards and policies, pay their own self-employment taxes, and control management of the work and how it is carried out.
FEmployees are managed and directed by the employer they work for. They are paid a salary with employment taxes deducted by the employer. Work is directed, managed and supervised by the employer.
FTemps are employees of a staff agency who go on-site to employer (customer) premises. They are paid by the staffing agency they work for, while their on-site work and activities are managed, directed and supervised by the employer customer of the staffing agency.
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