In a post-pandemic world, remote work has eased its way into businesses, slowly dominating every industry. Given its convenience and popularity among business owners and freelancers alike, it’s clearly here to stay.
If you’re someone who has an overflow of administrative tasks that needs to be done ASAP, virtual assistant talent can do it for you.
In a nutshell, a virtual executive assistant (VEA) is someone who provides administrative support to executives and business owners like you from remote locations.
In this post, we’ll cover everything you need to know about outsourced virtual executive assistants, including what they do, why you need one, how to hire one, and how to manage one effectively. Read on!
So, what exactly is a Virtual Executive Assistant
Virtual executive assistants are professionals who provide administrative and managerial support to executives, entrepreneurs, and business owners like you remotely.
They can work from home or anywhere in the world as long as they have a stable internet connection to complete their tasks. They are able to perform a variety of tasks to help you manage businesses more efficiently.
Unlike traditional executive assistants in an office setting, admin virtual assistants work remotely and communicate with their clients via phone, email, and other communication channels. Aside from being able to work anywhere in the world, they can work with clients from anywhere in the world as well.
Some personal virtual assistants are cheaper than the usual executive assistants in an office. This flexibility allows virtual executive assistants to provide cost-effective support to busy professionals who may not have the resources to hire a full-time, in-house executive assistant.
What does a virtual executive assistant do?
Remote executive assistants can do various tasks depending on your needs as an executive or business owner. But generally, they can support you with tasks like managing emails, scheduling appointments and meetings, booking travel arrangements, conducting research, preparing reports, managing databases, handling social media accounts, and other administrative tasks as needed.
1. Manage emails
Need your email inbox sorted? A virtual executive assistant will not only help you sort your messages but also prioritize important messages, draft responses, and flag important messages that need follow-up. This way, you won’t miss important emails and stay on top of your priorities.
2. Schedule appointments and meetings
Keeping track of your schedule as an executive or business owner can be overwhelming. However, with a virtual executive assistant helping you out, you can take a load off your shoulders. A VEA can help manage your calendar by scheduling appointments, setting up meetings, and even sending you reminders. That way, you can focus on the more important tasks at hand while your assistant takes care of the administrative work.
3. Book travel arrangements
Traveling for work can be a hassle. Booking hotels, flights, and restaurants can take so much of your time but with a virtual executive assistant, you won’t have to worry about your travel arrangements. On top of that, they can help you manage your itinerary so that you don’t miss any important meetings or events while you’re on the road.
4. Conduct research
Being an executive means staying on top of your game and keeping up with industry trends. But with so much information out there, it can be difficult to know where to start. That’s where a virtual executive assistant can come in handy. They can help you conduct research on various topics related to your business or industry, so you can stay informed and make well-informed decisions.
5. Prepare reports
Staying on top of reports that you need to compile for your business can be tough as a one-man team. A virtual executive assistant can help put together financial reports, sales reports, or progress reports, your virtual assistant can help gather all the necessary data and put it together in a clear and organized format.
6. Manage databases
Keeping track of important databases, such as customer or contact lists, is a crucial aspect of running a business. However, it can be a time-consuming task that takes up valuable resources. This is where a virtual executive assistant can come in handy. They can help you manage your databases and ensure that your customer or contact lists are kept up-to-date, organized, and readily accessible whenever you need them.
7. Handle social media accounts
As a busy executive, managing your business’s social media accounts can be a daunting task. A virtual executive assistant can help manage your accounts including creating and scheduling posts and responding to comments and messages on your behalf. They can also monitor your social media accounts, keeping an eye out for any negative comments or reviews, and addressing them promptly. They can also analyze your social media metrics, providing you with insights and recommendations for improving your social media strategy.
8. Other administrative tasks
Aside from the tasks listed above, a virtual executive assistant can also do a number of administrative tasks like taking notes during meetings, transcribing audio or video recordings, and handling phone calls.
Why You Need a Virtual Executive Assistant
Time is precious and responsibilities are vast especially when you’re an executive or business owner. Having a virtual executive assistant will not only allow you to free up some time but make a real difference in your work-life balance.
Your virtual executive assistant can help you with administrative tasks that are repetitive so you can have more time for more strategic activities. This will allow you to focus on what you do best and leave the rest to your virtual assistant or VA.
Having a virtual assistant on board can make it easier for you to stay organized reducing your stress in the process. You won’t have to worry about scheduling appointments, answering emails, or managing paperwork. Instead, you can leave those tasks to your assistant so you can focus on the big picture.
Plus, with your virtual assistant handling routine tasks, you’ll be able to increase productivity and work more efficiently. You’ll have more time and energy to devote to the important projects that drive your business forward. You can also spend more time with your family, catch up with some friends, and enjoy some much-needed “me” time.
All in all, a virtual executive assistant can help you save time, reduce stress, and increase productivity, leaving you more space to focus on the things that matter most to you and your business.
What You Should Look For in a Virtual Executive Assistant
If you haven’t hired a virtual executive assistant yet, it’s important to know what qualities you should be looking for. Having a virtual executive assistant with the right qualities is key to taking your business to new heights.
Not to scare you or discourage you or anything but not all virtual executive assistants can help you get where you want to go. There are very few who might even add to your stress and increase your workload.
But don’t worry, we’ll be discussing the qualities that you should look for in a virtual executive assistant before hiring one.
Organized
If you’re someone who can’t get all things organized, you should look for a virtual executive assistant who is able to manage multiple tasks and prioritize them accordingly. They should also ensure that important tasks are completed on time.
Effective Communication Skills
A virtual executive assistant will most likely communicate with your clients, write emails, take calls, and so on. It’s important that they have effective communication skills not only with your clients but also with you. Meaning, they should be able to communicate effectively, both verbally and in writing, with clients, colleagues, and other stakeholders.
Adaptability
When you hire executive virtual assistants, you want to make sure that they are able to handle whatever comes their way. This means they should be flexible and able to adjust to changing circumstances, such as when priorities shift or new tasks come up unexpectedly. A good virtual executive assistant will be able to respond to these changes quickly and efficiently, ensuring that your workday runs smoothly and nothing falls through the cracks.
Proactive
A virtual executive assistant who goes the extra mile is a true asset. You want someone who doesn’t just wait for instructions but takes the initiative in identifying and addressing potential issues before they turn into major problems. This means they should be proactive in anticipating your needs as a client, even before you ask. They should be able to foresee potential issues and take steps to prevent them from happening.
Attention to Detail
A virtual executive assistant should be someone who is highly organized and pays close attention to details. They should be able to complete tasks with precision and care, making sure everything is done accurately and up to your high standards. You want someone who will be thorough and conscientious in their work so that everything is right on track.
Tech-Savvy
It’s important to find a virtual executive assistant who’s not afraid of using technology and software. They should be comfortable with a range of digital tools and platforms, such as email, video conferencing software, project management software, and other online tools. This will ensure that they can stay on top of their work and communicate effectively with you and your team.
Trustworthy
It’s crucial to have a virtual executive assistant who you can rely on and trust. Someone who understands the importance of confidentiality and is committed to keeping sensitive information secure. It’s also important that you feel comfortable sharing confidential information with them, knowing that they’ll keep it safe and protected.
Time Management Skills
A virtual executive assistant who can manage their own time well is a keeper. This means they should be able to juggle multiple tasks and make sure everything gets done within the deadlines you set. You don’t want to hire someone who can’t keep up with the workload and leaves things unfinished. An effective virtual executive assistant is someone who can handle their time effectively.
Problem-Solving Skills
Look for a virtual executive assistant who is a critical thinker and can solve problems quickly. They should have the ability to come up with creative solutions to tackle complex issues that might arise. This means they won’t always need your guidance on every little detail and can handle tricky situations independently. The best assistant is someone who can think on their feet and provide solutions that work for your business.
Flexibility
A good and trusted virtual executive assistant is someone who is flexible and available to work outside of regular office hours. They should be willing to accommodate urgent requests and be able to handle last-minute changes to their schedule. This means that they need to be responsive and available to you when you need them, even if it’s outside of the typical workday.
How Much Does it Cost to Hire a Virtual Executive Assistant?
When you’re looking to hire a virtual executive assistant, the price you’ll pay can depend on a few different things. You’ll have to consider their level of experience, the kind of work you need them to perform, and the number of hours that you want them to work for you. Generally, virtual executive assistants charge an hourly rate, which can vary from $11-$25 per hour depending on their experience level.
How to Hire a Virtual Executive Assistant
Finally decided to hire a virtual executive assistant? Awesome! Hiring one is definitely a great way to save time and improve productivity. Here are some steps you can take to hire a virtual executive assistant:
Identify your needs.
What are the tasks that you feel like you can delegate to someone else? Before you begin your search for a virtual executive assistant, it’s important to identify your needs. Consider also your budget and the hours you require assistance.
If you know the kind of tasks that you’re going to delegate, create a job description that clearly outlines the responsibilities and requirements of the position. You can include details like the qualities of a person that you want to work with to narrow down your choices.
Where are you going to find virtual executive assistants? You can search through job posting sites, social media platforms, virtual assistant services online, or personal referrals. Choose the method that best fits your needs and preferences.
Once you have posted your job offer, you’ll have a pool of applicants in no time. Make sure to review their resumes and cover letters to ensure that they have the qualifications and experience necessary for the position. The way they reply to your emails or follow instructions will give you a hint of how well they communicate and how prompt they are in responding.
Don’t just rely on what you can read on paper. Meet the candidates by conducting virtual interviews to learn more about their skills and their work experience. Be sure to ask about their communication skills, problem-solving abilities, and experience working remotely. Research interview questions for virtual executive assistants beforehand so you won’t miss anything.
One way of getting to know your candidates is by asking for references and following up with them in order to get a better understanding of the candidate’s work style, reliability, and performance. This might take extra work for you but if it means landing a good virtual executive assistant, then it’s definitely worth it.
Don’t get too impressed with their portfolio unless you’ve given them a task that’s specific to your business. You can give the candidates a skills test or trial task to assess their abilities and ensure that they are a good fit for the role.
Once you have identified the best candidate for the job, make an offer that includes compensation, benefits, and any other relevant details. You can also consider having them work for at least 6 months on probation to see if they’re a good fit. And if they are, you can give a salary increase as they become your regular VA.
If you’re using tools and programs that they’re not familiar with. You can provide them with any necessary training and support to ensure they can effectively perform their duties and integrate into your organization. You can create training materials in video form so you don’t have to spend one-on-one time with them. You can also use these videos should you ever decide to onboard more VAs as your business grows.
How to Manage a Virtual Executive Assistant
Managing a virtual executive assistant requires clear communication, trust, and collaboration. Here are some tips to help you effectively manage your virtual executive assistant:
Set clear expectations. If you’re able to define your expectations for your virtual executive assistant’s role and responsibilities, including deadlines, communication preferences, and performance metrics, you’ll be able to have a smooth working relationship together.
Establish regular communication. Micromanagement is not ideal for freelancers but scheduling regular check-ins with your virtual executive assistant can help establish accountability. Choose a recurring day and time to discuss ongoing projects, provide feedback, and ensure that you are on the same page.
Provide clear instructions – When delegating tasks, provide clear instructions and expectations to ensure that your virtual executive assistant understands what is required of them. The last thing you want is for your VA to do something that you did not ask them to do just because you weren’t able to communicate what you want them to do.
Use project management tools. There are so many free project management tools that you can use to track progress on ongoing projects, assign tasks, and set deadlines. Some of these have built-in communication channels wherein you can exchange messages in real time. This can help you stay organized and ensure that your virtual executive assistant is meeting expectations.
Provide feedback – Provide regular feedback on your virtual executive assistant’s performance, highlighting areas of strength and areas for improvement. This can help them improve their performance and ensure that they are meeting your expectations.
Trust your assistant – Trust is essential when working with a virtual executive assistant. Give your assistant the autonomy to complete tasks on their own, and avoid micromanaging them. If you notice something off with the way they deliver their outputs, then that’s the time you can check and see if you’re getting the worth of what you paid for.
Be available. Make yourself available to your virtual executive assistant when they need guidance or support. Respond promptly to their messages and be open to providing feedback and answering questions. Choose a communication tool like Whatsapp or Telegram where your VA can reach you directly and you can give a swift response especially when it involves important and urgent business or personal matters.
Made it all the way to the end? Congratulations! We hope this guide will help you find your rockstar virtual executive assistant. Some executives and business owners work with their admin VAs for years and years. Some even become close and develop real-life friendships. Good luck with your search!
