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Virtual Assistants

10 Tasks an Admin Virtual Assistant Can Handle

Are you a small business owner who’s struggling to get small and repetitive tasks done day in and day out? Why not outsource some of the more typical daily business operations tasks to an admin virtual assistant?

An admin virtual assistant can take over most if not all of the tasks that a typical administrative assistant does. Here are 10 tasks an admin virtual assistant can handle for your business. 

Schedule Management

Managing your schedule is the first thing to outsource to an admin virtual assistant. The small tasks involved in schedule management are scattered throughout the day and can get really tedious. For example:

1.  Calendar Management

Having an admin virtual assistant to keep you on schedule is super useful. This means making sure that you complete the most important tasks for each day. It also means making sure that you don’t burn yourself out. An admin virtual assistant can be that key voice that warns you of tasks that you’ve bumped off one too many times, or reminds you that you are overbooked and need to carve out some time for yourself.

You might have alerts set up for calendar events or like to look at your calendar yourself. Still, an admin virtual assistant can help you prepare for each shift of focus. They can send you the links to the materials you need, and give you important notes.

2.  Appointment Scheduling

Get an admin virtual assistant to take over blocking off time slots that have been booked. This is especially useful when you don’t always use a scheduling tool to automatically set up bookings for you. You might use something like Calendly, but others might not. Calendly will automatically add bookings to your calendar and mark that slot as taken so you don’t overbook, but without a tool like this, you’ll need to do manual calendar management. 

Opening up slots is another task that can take up time. There are certain people that you will want to make exceptions for in terms of what time slots you have available. This can sometimes mean rescheduling with people so you can move appointments around to make room. Sometimes, it means figuring out what tasks you can postpone to make time to meet with them. Have an  admin virtual assistant make all the necessary adjustments for you so you don’t have to use your time for such a simple task.

3.  Travel Arrangements

Planning for a trip, whether it’s business or pleasure, can eat up hours and hours of time spanning several days. Pass off the task of researching destinations and bookings and travel times and modes of transport. All you need to do is have a basic idea of what you want, and you’ll get the top options laid out for you to choose from. You can even have an admin virtual assistant create a travel to do list for you that covers everything from what you need to pack to where you need to be and what you need to have with you when you get there. An agenda is also no problem for a skilled assistant, and super useful for you. This way, you can get all the timings right to never be late or unprepared.

4.  Receptionist Duties

More than a reminder service, the right assistant can actually take over incoming calls on your business phone. This way, you don’t get interrupted for every little thing, and have focused time to provide top-notch service to your valued clients. An assistant can also check voicemails that have come in during off hours so you don’t miss a beat.  

It’s all about balance to battle overwhelm, and having this type of buffer is super helpful. Since they are managing your schedule already, they can very easily add in pre-approved items and send you new ones right alongside your remaining available hours.

Of course, when you’re hiring from overseas, you’re going to need a service that can connect your number to theirs so they can take calls no matter where they live. That’s not too hard to do, and doing the research for it can be their first task as a receptionist.

Email Management

Sorting through email can be one of the most time-consuming tasks for any business owner. Email can very easily become a rabbit hole that sucks you away from the important tasks that you need to get done for your business. Many times, you run away from email because it takes so much time. But then you miss important messages and other messages just keep piling up. Eventually, you see that it will take several hours or even days just to get it cleaned up. 

5.  Sorting Emails and Managing Spam

Remove yourself from working in your business by hiring an admin virtual assistant to pre-sort emails for you. They can tackle the big task of getting everything organized to start. Most email clients come with systems that you can use to label and file different senders and messages. An experienced admin virtual assistant can even show you a few tricks for organization and easy access.

One of the best things about having someone else sort your emails is that you don’t have to deal with spam of any kind. You sit down in front of your email and see only the items that actually need your attention. This is an essential step for you to become a more productive entrepreneur.

6.  Answering Inquiries and Customer Service Requests 

Not everything that crowds your inbox is spam. Very likely, you have a lot of important messages in there. The thing is, you can’t take them all on yourself, and you can’t ignore them, either. An admin virtual assistant is a vital role in the area of taking some of the simpler messages off your plate. They can answer common inquiries that come in, and even solve simple customer service issues. When issues arise that they’re not familiar with, they can ask you one time, create an entry in your SOPs, and handle it from then on out. If you also have a customer service chat feature on your website, or any other channel that you use to connect with customers, they can manage that, too. 

7.  Email Marketing

If you take special care when hiring an admin virtual assistant, you can target one who has email marketing experience. Email marketing is so important, and you’ll need help to grow your email marketing list and engage with that list on a regular basis. This is so that you can develop relationships with the people on that list and even make money through it — at least $1 a month for every name on the list.

You can have an admin virtual assistant create new lists in whatever email marketing tool you’re using, have them add and remove subscribers to keep lists fresh, and tweak follow-up emails and autoresponders under your guidance. They can even create and schedule newsletters and broadcast emails to promote newly published content and edit or proofread existing content you have that might need some freshening up.

Research and Data

Having a lot of different tasks to keep track of can keep any business owner distracted from what’s really important. An admin virtual assistant helps you to become and stay organized so that you can remain productive every day. Have an assistant systematize things for you and put new processes in place. For instance:

8.  File Storage 

You can get all your important files uploaded to a service like Dropbox or Google Drive for easy access, and also as a backup solution. This way, you also have a much easier time sharing files with whoever else needs them. Plus, these files stay updated so you know that you’re always looking at the newest version of every file. And, of course, all the files get and stay organized in folders so everyone can find what they need.

An assistant can also do all of your data entry work for you as well as creating, updating, and managing documents and spreadsheets, writing up meeting notes and action items, and other information that you will want to keep organized.

9.  Online Research

Research takes up loads of time, like what was mentioned above in terms of creating travel plans. You can simply set parameters then pass off all research tasks to an assistant. This includes data gathering, data mining and development, lead generation, and so much more.

10. Bookkeeping

You can ask an admin virtual assistant to help you keep your finances in order. This is more than just filing bills and invoices. With a bit of experience or training, they can take over client invoicing and keep finances tallied up on whatever tool you use, like XERO or Quickbooks. They won’t do the actual accounting, but having everything neatly added into the software makes it a lot easier for your accountant when it’s time to do your taxes.

Ready to Hire an Admin Virtual Assistant?

Here’s a sample job post that you can use for recruiting an admin virtual assistant. 

Job Description:

I am currently looking to hire an admin virtual assistant to manage my email inbox and calendar as well as do some bookkeeping tasks. The ideal candidate must have excellent communication skills, is dependable, highly organized, and can take on other admin tasks when needed. Please do not apply if you don’t have prior experience.

The right candidate will be responsible for responding to my business emails, coordinating with other members of the team when you need information, and setting appointments on my calendar. It is important that you’re highly organized so my schedule is organized as well. You will be meeting with me at the beginning of every day to give me a run through of my schedule.

You should also be reliable, trustworthy, and have a keen eye for detail. You will be responsible for keeping track of company finances, monitoring project expenses, keeping track of client invoices, and payroll. You should be able to file all documents in an organized manner. You will be expected to create detailed financial reports and explain them to me during meetings.

Desired Hourly Rate:  $5 to $7 per hour

Location Preference:  Non-US

Hours Per week:  20 hours

Specific Hours:  Client’s business hours – flexible between 10am and 5pm Eastern Standard Time

Weekends Needed?:  No

Programs or Tools You Need to Know:

  • Calendly and Google Calendar
  • G Suite
  • Slack
  • Experience working on project management platforms like Trello and Asana

More Tasks for an Admin Virtual Assistant

An admin virtual assistant can actually do a lot more than just these 10 tasks, but these are a good place to start. You may also want to look into how they can help you to optimize content and manage publishing and comments on your blog, track projects that other team members are working on so they get done on time and within the set parameters, and take care of your social media posting, and maybe even some audience engagement. Miscellaneous tasks that you can pass off include sending ecards and event invitations, document format conversion, audio and video transcription, creating reports and forms and document templates, and putting slides together for presentations.

 

Would you like to know how to be certain who your next hire should be? Or maybe you are having a hard time deciding what parts of your business can be outsourced with virtual assistants, right now. We can help you answer these questions, and help you to discover what new systems you should add to scale your business faster. Set up a free hiring consultation with us at Outsource School today – simply book here!

By Julia Valdez

Julia is a career freelancer and agency owner turned coach for those seeking abundance and victorious living. A professional teacher and decades-long lover of the art of words on paper and the stage, she loves sharing actionable advice on life-changing topics. When she’s not helping freelancers and other small business owners grow, you can find her sharing lots of laughs over little crazy things.

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