What is a Virtual Assistant and how can they help you become a better leader?

We have successfully made it through the first month of 2023! A lot of businesses hit the ground running in January and you may be feeling the effects of spreading yourself a little too thin. Thankfully for you, I’m here to talk today about what a virtual assistant is, and how contracting one can make you a more efficient and effective leader.  

 You want to be successful, but also keep your standards of professionalism. You want to maintain a level of control, but also know that you need to let go. You may find yourself looking to delegate, but it is not feasible within your organization, everyone is already at max capacity. Or you may be thinking that you don’t have full time hours to offer, the office space or even just head count to hire someone. The answer to these issues? A virtual assistant.  

What is a Virtual Assistant?  

By definition, a virtual assistant is someone who works remotely and is not an employee of your company but is a contractor. This person assists you with your day-to-day administrative tasks, taking things off your plate so you can focus on your strategy for your business. The best part is that a virtual assistant’s time commitment can be flexible and fluctuate based on your needs. There’s also versatility that will suit any budget so that you can get the help you need, while ensuring your professionalism remains intact.  

Here at ROSAPEL, we believe that running a business should be about servicing your clients’ needs and doing what you do best.  For almost a decade, we’ve helped entrepreneurs and small to medium sized businesses ease their administrative pain points.  

Whether you’re looking for office management, executive administration, or general administrative support, all done from a virtual setting, this is where ROSAPEL can help. You’ll get assistance you need with some of the more mundane, yet important, tasks to keep the business running so you can focus on the growing.  

 What Can a Virtual Assistant Do For Me? 

Over the last few blogs, I’ve outlined 5 areas of your job where delegation can be beneficial to your business and your overall work life balance. Here’s the link to the last blog, so you can look in depth into the ways you can delegate certain tasks to free up your time. What’s even better is that the delegation of these tasks can absolutely be executed by a virtual assistant, in fact that is their exact wheelhouse.  

So how can a virtual assistant give you some valuable time back? At ROSAPEL we specialize in the following administrative tasks, designed to ensure your company is more efficient and effective.  

Document Management   

·       Standardizing templates for common applications, and creating a consistent look and feel across all communication methods 

·       File for easy retrieval and the needs of your business requirements by creating consistent file naming conventions and folder structures across all computer folders and keeping all documentation up to date.  

·       Editing and document review so that your content has a consistent tone and voice for your business and your brand.  

Email Management   

·       Daily monitoring of your inbox and flagging important emails 

·       Reply to emails on your behalf  

·       File emails into carefully created folders for easy retrieval 

·       Perform routine inbox maintenance by deleting and unfollowing emails no longer required 

·       Set up reminders and tasks for key deliverables from emails  

Scheduling and Calendar Management   

·       Manage your meetings and calls by setting reminders in your calendar 

·       Schedule or reschedule meetings on your behalf  

·       Send follow up emails with next steps  

·       Block time for key deliverables in your calendar  

Expense Management  

·       Expense tracking for bills and tax purposes by organizing and filing all bills and receipts to provide to your bookkeeper or accountant  

·       Create consistent branded invoices and manage the invoicing process from beginning to end 

Contact Management  

·       Streamline the process of adding, updating, and organizing your contacts 

·       Consistent and up to date data entry 

·       Manage contact lists   

·       Conduct annual review of all contacts and contact lists  

Client Onboarding 

·       Prepare new file folders in both email and cloud-based filing systems. 

·       Create a checklist for the file folder to make sure everything is completed in the proper sequence. 

·       Send the information to the clients when required. 

·       Collect and enter data received from the client  

From this list above and much more, there are so many areas in your business where delegation to a virtual assistant will not only help your professional appearance, but they’ll reduce a lot of your day-to-day stress. Imagine how much time you’ll get back to focus on the strategy to build a successful and sustainable future for your business. 

If you think that you are ready to hire a virtual assistant, give us a call! Our tried-and-true methodologies will simplify your life, enhance your business, and maintain the level of professionalism that you require. We have been making business owners look and operate as the true professional CEO’s they are. Need it done? We’re the one!