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General Virtual Assistance

Administrative tasks like email management, invoicing, handling customer inquiries, and FAQs can reduce the amount of time a small business owner and executive has to focus on other essential activities. Your EA can perform the tasks of an account manager, marketer, project manager, or anything you need.

They work similarly to a personal assistant, but from a virtual office in a remote location. So you can avoid overhead costs such as renting real estate for an office, purchasing office equipment, etc.  

Here are some mundane administrative tasks that your virtual executive assistant can complete, so you can focus your energy on growing your business:

  • Bookkeeping and payroll duties: calculate hours, add expenses, update salaries.

  • Receptionist and answering service: handle incoming phone calls, leave voicemails, and check messages.

  • Database building, entry, and updates (sales, lead generation, contacts, CRM, etc.).

  • Perform banking needs, like paying bills and transferring funds.

  • Write and send client invoices.

  • Create, format, file, and present weekly reports on sales, deliverables, hours, and tasks.

  • Check emails, respond to customer inquiries, and manage spam.

  • Organize technical support tickets and participate in customer support.

  • Create and send out greeting cards, invitations, newsletters, and thank you notes.

  • Calendar management: establish, update, and manage important events.

  • Schedule potential client meetings and other sales appointments. 

  • Launch and maintain cloud computing accounts (DropBox, OneDrive, Google Drive).

  • Convert, merge, and split PDF files.

  • Compose documents from handwritten drafts, faxes, and dictations.

  • Create forms or surveys for customer feedback.

  • Proofread documents and other office materials.

Social Media Management

Your dedicated virtual assistant with a social media skill set will understand how to get your business noticed, retweeted, liked, and shared on social networks.

Leave it to your EA and save time and money on these tasks:

  • Open social media accounts on Facebook, Twitter, Linkedin, and Instagram.

  • Come up with detailed social media profiles and insert links to the company website.

  • Write, edit, and share posts on social networks (a content creation strategy).

  • Perform a social media audit: conduct a thorough analysis on traffic, shares, and mentions.

  • Observe the company’s competitors on social media by looking at rankings, online visibility, and keyword prioritization.

  • Ensure your business has a mobile social media strategy for full optimization.

  • Research key hashtag conversations of the day and find out if it fits in with the company’s messages and marketing objectives.

  • Engage with the audience: respond to inquiries, share relevant information, thank customers for mentions and purchases, and posting promotions.

  • Update all social media accounts regularly.

  • Run a social media contest or challenge.

  • Upload photos to Flickr, Pinterest, and Instagram as part of the marketing strategy.

ADMINISTRATIVE SUPPORT

Sometimes, you just need to have some random things done around the office. It could be anything from taking notes during meetings to buying items for the office. But after a while, you realize that you’re spending a lot of time on non-essential tasks, which hurts your business by taking away productivity.

Your EA can accomplish the general daily tasks while saving you money on higher labor costs.  

  • Write down minutes from meetings and then create a detailed document.

  • Transcription of voicemail, video or audio, podcasts, and meeting recordings.

  • Recruit potential team members and contractors or freelancers.

  • Research important data, statistics, and facts for meetings and use the data to create Powerpoint presentations or blog posts.

  • Perform generic errands for the office, including buying items online, arranging locations for office parties, and hiring a cleaning service.

  • Place ads on career websites, review resumes, and contact the right candidates.

  • Interview job applicants and speak with references.

  • Train on-site employees, virtual staff members, or freelancers.

  • 8Develop and deliver slideshow presentations.

  • Search for hotels, book airfares, and map out business trip itineraries.

  • Monitor and report on the latest industry developments and trends to brief SBO.

  • Collect documents for tax season.

  • Create a business-wide project management system online.

  •  Manage projects: stay in touch with subcontractors, email reports, use online calendars, and call team leaders to inform them of deadlines.

  • Send a gift card or thank you note to your clients on holidays and anniversaries.

  • Conduct background, credit, and criminal checks on staffers.

  • Put together welcome and goodbye packages for both clients and staff.