Author: 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.

Virtual Assistants

Freelancer vs Contractor: Definitions & Differences

Post author By Julia Valdez
Post date January 2, 2024
No Comments on Freelancer vs Contractor: Definitions & Differences

The freelancer vs contractor distinction is not a clear one. This can lead to some confusion when looking for one or another type of professional assistance. In this post, we hope to clear that up for you. This way, you will be able to ask for exactly what you need, and attract the right candidates. Eliminating confusion helps both sides to avoid misunderstandings that can generate bigger issues in the future.

What is a Freelancer?

Freelancers are basically independent professionals. They offer their skilled services to clients like an employee works for a business. However, they are not tied to that company exclusively. This means that they can work with several clients at a time.

Freelancers are not salaried workers, and therefore typically get paid by the hour. Some charge on a per-project basis for one-off projects and fixed deliverables. Others may also get paid a retainer for regular, ongoing work with set outcomes. As nonpermanent, self-employed workers, freelancers set their own rates and process their own tax payments.

The client a freelancer works for also has fewer responsibilities towards the freelancer than they would an employee. For instance, clients do not have to give freelancers paid sick leave and vacation time, medical and dental coverage, and other common employee benefits.

What is an Independent Contractor?

Independent contractors can work in conditions that are just like the above. Contractors also charge more or less the same rates as freelancers. They may, however, take some pay cuts in exchange for more job security. Independent contractors might take on work through an agency, which requires longer-term contracts than most freelance gigs.

Traditionally, an independent contractor would actually have to be employed by a vendor or an agency. They would therefore report to agency executives and get paid through these agencies. However, this is not necessarily true anymore. Like freelancers, they might provide expert services through their own companies, working for themselves and not for an agency.

The Rise of Freelancers and Contractors in the Workforce

Before the advent of the internet, freelancing and independent contracting was mostly frowned upon. Companies and workers alike valued the stability of long-term commitment. This was mostly because part-timers and temps were liable to lose their jobs at the drop of a hat.

Alongside that, a negative impression of freelancers and contractors was growing out of a misconception. If they were really that great, why couldn’t they get “real” jobs? People who preferred the freedom that came with not being an employee were looked at as being less reliable. This is far from the truth, however.

Today, companies no longer see freelancers and independent contractors simply as backup plans. They are not just people who can fill in holes here and there if someone is sick or quits unexpectedly. Many companies no longer hire them only until a “real” worker can take their rightful places.

The History of Freelancing and Contracting

The spread and advancement of the internet and online tools has fostered growth in contractual employment. Most people today actually prefer to work independently. Freelancing and contracting gives them more freedom and control over their lives. And they are able to pick and choose because employers now realize the manifold benefits on their end.

Hiring nonpermanent, self-employed workers means doing away with the need for many of the traditional company trappings. Employers do not need to pay for work spaces and equipment. If you’ve ever rented an office, you know how expensive that can get. Employers don’t have to pay the usual benefits, either. The government only demands companies to pay these to regular employees. And that’s just the beginning.

The Importance of Freelancing and Contracting

We must also emphasize the fact that hiring independents keeps a company’s workforce agile. They can hire more people when business is booming, and cut back when the demand dips. When new opportunities arise, they can bring on the talent they need to test out expansion. Or, they can hire additional help to tide them over when they face certain challenges. Swift adaptation can mean life or death for a company in today’s climate. Hiring in-house simply isn’t flexible enough to meet these needs.

Part of this agility and opportunity is the ability to hire exactly the talent that a company needs. Employers can search for a remote virtual assistant from almost any place on the globe. This takes off all previous geographic limitations. No more paying people extra to move to your city. No more having to meet a competitor’s offer to snag the best among limited talents. A business can find exactly the person they need for almost any position by hiring remote freelancers and independent contractors.

Agility in hiring can also mean significant costs savings for any business. This refers to both actual hiring costs and not paying opportunity costs. First, remember that you can find freelancers and independent contractors from almost anywhere in the world. This means that you can pay less but still pay them well by their country’s standards.

Similarities Between Freelancers and Contractors

Much has changed in nonpermanent work, and this has brought freelancing and independent contracting closer together. Below are the major areas where they now overlap.

Flexible work arrangements

Both terms cover work that isn’t tied to any company or location. Often, it isn’t tied to any specific schedule, either. However, contract work does sometime necessitate fixed hours. This can also be true if a freelancer prefers to organize different client hours this way.

Working on projects for multiple clients

All independent professionals are free to take on multiple clients without legal or moral repercussions. As long as the clients are aware and amenable, they are free to moonlight.

Being responsible for their own taxes

Being self-employed, independents must pay their own taxes, just like any other solo proprietor.

Differences Between Freelancers and Contractors

Because there are many similarities between freelancers and independent contractors, many use these terms interchangeably. Wherever this can cause confusion when setting expectations, we recommend that you make your meaning clear. This is why we have this post to tell the difference between them.

Client obligations

Freelancers generally have more autonomy in choosing clients because some independent contractors work through agencies. This is because contractors must meet the requirements set by their employing agencies. This also means that contractors can more easily maintain longer-lasting relationships with clients. The agencies have a vested interest in keeping clients on long term, so contractors benefit from all the wooing. This, of course, doesn’t mean that freelancers are incapable of maintaining long-term clients. In fact, a freelancer who can keep a client can drum up loads of business from referrals. Plus, they don;t share any proceeds with any agency because they are on their own.

Project types

The title of independent contractor usually means that the individual works full-time for one client. They are not employees with the same job security that regulars enjoy. They do, however, tend to take on firmer commitments. Contractors can still take on more than one client. In this regard, they are similar to temp workers. We simply tend to refer to those who prefer larger projects for longer-term clients as independent contractors rather than freelancers. Still, this does not exclude them from taking on short-term projects. It also does not mean that freelancers can’t do long-term work.

Work arrangements and location

While freelancers tend to prefer working remotely, contractors might work in their clients’ offices if that’s more convenient. This usually depends on how many hours they work for each client, if they live in the same city. Still, with the move to remote work, this distinction is fading.

Frequently Asked Questions

1. Are there different legal considerations when hiring a freelancer vs contractor?

Any independent professional will be responsible for paying their own taxes. The client’s obligation is to report from their side all the details of that arrangement that they are required to. If a contractor works through an agency, then you are technically contracting with the agency. You will therefore be responsible for paying the agency. Paying the contractor and taxes and all that is not your responsibility.

2. Can I expect different levels of commitment and availability between freelancers and contractors?

Not necessarily. Because the distinctions are now blurred, you can actually get the same from either. The only difference would be if you are working with an agency that contracts the individual. The reliability of the agency could complicate matters. Basically, if you set clear expectations when you delegate work, you’ll be fine. You can contract with a freelancer to work exclusively for you, if they’re willing. You can also arrange with an independent contractor to do gig work if they accept.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

Freelancers and independent contractors are no longer means to fill up temporary holes. These flexible additions to the workforce are indispensable in our modern business world. The lines often get blurred, but the main consideration is getting on the same page with an individual.

Virtual Assistants

Freelancer vs Entrepreneur: Definition and 5 Key Differences

Post author By Julia Valdez
Post date January 1, 2024
No Comments on Freelancer vs Entrepreneur: Definition and 5 Key Differences

Distinguishing between a freelancer vs entrepreneur can be tricky. On the surface, they are actually quite similar. In many countries, there is actually no legal business distinction. However, we can identify a handful of key differences, which we will discuss below. These distinguishing factors are important to note when you want to go more than just skin deep.

What is a Freelancer?

The most basic definition of a freelancer is a person who earns money on an independent basis. They go from one job to the next, or handle several at once. This is unlike employees who usually have a single job that they do full time. Freelancers who do short-term work will usually have different jobs lined up. Or, they will look for a new job once they finish the old one. Freelancers who do part-time work will usually have several clients on their roster.

Independent Contractor

A freelancer is also commonly called an independent contractor. This means a person who does work independently from a specific company. This person would also work on a contractual basis, not a regular basis. Again, this is in contrast to an employee, who would be legally bound to a single company. Because of this, freelancers do not receive the same benefits that employees do. Common benefits include such as paid vacation time, sick leave, medical or dental insurance, and the like.

Gig Worker

A freelancer might also be called a gig worker. We generally define gig workers as those individuals who don’t work on jobs long term. So, a freelancer might actually work with a client for several years, even. Still, they will not be an employee. But a gig worker is a freelancer who does short-term projects exclusively. This means that they usually have the characteristic of not developing long-term relationships with clients.

We want to note that the above is a misconception for the most part. Some clients go back to the same freelancers time and again for repeat jobs. For example, let’s say you need website maintenance or database updates done. These are considered gigs. You don’t hire someone to do that on a daily basis or even once a week. You would call a gig worker to come in from time to time as needed to keep things running. Even if they only spend a few hours at a time working with you, you can still develop a relationship with them.

That said, some gig workers have regular employment. This is important to note if it affects your decision in any way. This would be technically called an alternative or non-standard work arrangement. Some clients prefer this because it does not require any commitment. Others prefer not to hire freelancers with day jobs because they may not be prioritized.

Pros and Cons of Being a Freelancer

The biggest pros of being a freelancer vs entrepreneur would be relative security without all the pressure. Freelancers can earn more that regular employees. They can also do this while enjoying more control over their financial situation. At the same time, they can still depend on clients to give them work to do. Entrepreneurs must drum up the business that creates the work to be done. This is a huge load off a person’s shoulders, especially when they’re not really visionary types.

The biggest cons if freelancing rather than building a business are the limits. Primarily, their freedom and growth potential are limited. Freelancers are still bound to clients in terms of things like scheduling. They are also limited by the number of hours that they are able to work. Even if they might be able to raise their rates, they will still never be able to work more than a certain number of hours. This puts a cap on their earning potential as individuals.

Key Skills Required for Freelancing Success

We have identified several technical skills that are in high demand. Freelancers who learn these skills can increase their marketability and charge higher rates. Freelancers are in demand in any case because of the growing outsourcing trends. However, the number of freelancers hunting for work has never been higher. Since the pandemic hit, working from home has become more the norm than working in an office. This means that the competition is getting tougher. Having the following skills can tip the scales back in any freelancer’s favor.

Communication

A good freelancer must be an expert communicator. At least, in terms of being understood and making sure a client’s instructions are understood. Communication is a key skill from start to finish. This means being clear on everything from the project scope and payment terms all the way to the finished product.

Good communication also includes a system for keeping clients updated on a regular basis. Even if a client doesn’t ask for updates, the best freelancers will still drop them a line or two. This is a best practice that keeps clients at ease. More than updates, clients also appreciate intelligent suggestions. A good communicator will know how to present ideas for improvements that can be made in a way that helps then be accepted by everyone involved. This makes the work and the environment better for them and everyone else.

The highest level of communication that can up any freelancer’s game is negotiating tactics. Freelancers need to stay on top of this because they don’t usually have long-term contracts. They also don’t usually get regular raises like salaried employees do. This means that freelancers need to be keen on getting the best deals. Good negotiation skills also help to ensure that freelancers and clients are on the same page in terms of expectations. This helps everyone avoid misunderstandings and generally stay happy with the work arrangement.

Industry Knowledge

A freelancer needs to know more than how to do a niche job. To get a leg over the competition, they must know the ins and outs of the industry they work in. Most businesses expect freelancers to be able to work independently. If they want to impress clients, freelancers need to show them that they don’t need a lot of guidance. They therefore work to gain a deeper understanding of how things work. This will also naturally increase their confidence level. In turn, this makes a freelancer’s expertise more obvious to clients.

Creativity

Creative freelancers impress clients more than the average worker. Being creative is a higher-level skill, and it’s really valuable when correctly applied. A creative freelancer can, for instance, develop custom solutions to problems or enhance project outcomes. Going above and beyond a client’s expectations is always appreciated. That is, as long as it doesn’t go outside the discussed requirements!

Project Management

Because freelancers work independently and on several projects at once, project management is essential. This includes time management, too. The freelancers who get hired back and get recommendations to other clients have two main characteristics. First, they complete projects according to the scope agreed. Second, they meet deadlines, which means staying withing budget, too, when they’re doing hourly projects.

The best freelancers know how to not just get organized, but stay organized throughout a project. They also stay organized from one project to the next and the next. They are also proactive decision-makers and goal-oriented planners. This means that they can easily prioritize projects to keep all their clients happy without ever sacrificing quality.

What is an Entrepreneur?

The most basic definition of an entrepreneur is someone who owns their own business. An entrepreneur will commonly organize and operate that business, too. Of course, some entrepreneurs own more than one business. In these cases, they are more likely to hire other people to do the organizational and operational work involved. This means that they would basically buy businesses run by other people. Although this may sound a lot easier than being a freelancer, it does require additional skills.

Generally, an entrepreneur must have greater foresight in the area of business. Entrepreneurs do not simply sell their skills and time like freelancers do. They build businesses, taking all the financial risks on their shoulders.

Pros and Cons of Being an Entrepreneur

The greatest pros of being an entrepreneur are unlimited potential and freedom. This is, not ironically, the opposite of freelancers. Freelancers are almost entrepreneurs, after all. They just need to take that step from working on someone else’s business to working on their own.

The greatest con of being an entrepreneur is taking on the greatest risk. An entrepreneur is responsible for everything that happens within the business. Some can argue that it’s the same for a freelancer because they have to find their own clients and keep them happy. In some ways, this is true. However, the difference is that entrepreneurs must keep the business afloat or risk bankruptcy. Freelancers can move to a different business with minimal losses.

Key Skills Required for Entrepreneurial Success

The top skills every entrepreneur needs fall into two categories.

Business Management

Entrepreneurs need business management skills to create plans that work, then properly organize and direct the organization. Without these skills, an entrepreneur will find it difficult to achieve credibility, efficiency, and create a company culture that fosters productivity and growth.

Good entrepreneurs are good leaders. They are not just positional leaders, but lead by example. They know how to get people to follow them without using scare tactics. Entrepreneurs also need strategic thinking and planning skills to analyze information and make the right changes. This includes solving problems that come up. This way, the business can overcome challenges and properly manage resources to meet its goals.

Critical and Creative Thinking

Entrepreneurs take creativity to another level. With strong critical and creative thinking skills, an entrepreneur can build a string business, then expand it. The most successful entrepreneurs use critical thinking to make keen analyses that guide profitable decisions and create the most effective solutions to problems. They use creative thinking in these processes to produce better results by taking in various perspectives and generating original ideas.

Transitioning from Freelancing to Entrepreneurship (and vice versa)

The best freelancers tend to be the most flexible. Doing gig work and jumping between clients makes this a necessary skill for freelancing. Because of this, freelancers will also make more of an effort to specialize in more than one area or work. This is in comparison to workers who tend to prefer regular employment offers. This ability to be a jack of all trades almost also makes freelancers more desirable hires. That is, generally speaking, and in comparison to the average employee.

This flexibility is what makes it much easier for freelancers to transition into entrepreneurship. It’s not that big of a step up, after all. That said, we see a couple of major areas to look into before making the transition between freelancing and entrepreneurship:

First, a freelancer must know what starting and running a business entails, and be determined to see it through. Jumping from one project to the next is easy. Even transitioning between clients is not that hard. Starting a business is a much larger and more serious commitment.

Second, a freelancer must have enough capital to set up their desired business. If they require funding, they must have a plan for either paying back loans or paying investors. They also need a contingency plan in case the business fails. Aside from funding, they must have enough money to live on until the business starts making a profit.

Tax obligations for freelancers and entrepreneurs

Generally speaking, most governments consider freelancers to be self-employed. The tax status or legal classification would be an independent contractor. This is in contrast to an employee. This is the same as having a sole proprietorship. That means you are an individual who owns a business. In these terms, for example, a freelancer would have the same tax status as a dentist.

A freelancer can also transition from being a sole proprietor to an LLC, if that works better. For starters, though, a sole proprietorship is most likely going to be the best option.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

The differences of a freelancer vs entrepreneur are not always so clear-cut. You might say, to keep it simple, that an entrepreneur is like a top-tier freelancer. As long as you make it clear that you are not simply trading time for money, you won’t be too far off the mark.

Virtual Assistants

What Does an Executive Assistant Do?

Post author By Julia Valdez
Post date December 21, 2023
No Comments on What Does an Executive Assistant Do?

Have you ever wondered what an executive assistant actually does? Ever wonder if it’s something worth investing in? Maybe you’re already considering one, but you aren’t sold on them yet. Maybe you’re just looking for tips on how to go about hiring one.

Well, in this article we hope to answer those questions and more.

What is an Executive Assistant?

Definition and Role

Sometimes known as executive administrators/secretaries, an EA serves executives and other high-ranking individuals within a company. They work directly under them and carry out a variety of responsibilities. This includes administration and office management as well as scheduling and planning duties. While they are not project managers or accounting staff, they can perform some of those duties.

Importance and Benefits

We’ve spoken at length on the benefits of outsourcing, and honestly, we can say the same things about executive assistants.

Time-Savings

They help save time by taking care of important tasks such as:

Email management
Call/message screening
Calendar/schedule management
Organizing files
Filling in for you in meetings and taking notes
Creating reports and presentations

Cost-Savings

An assistant can help you get more things done and allow you to focus on growing your profit margins. This is especially true if you go for an executive virtual assistant as outsourcing is more cost-effective than in-house.

Flexibility

These assistants can also delegate work on your behalf. They can act as your hands, feet, and mouthpiece – relaying instructions and give you progress reports. They can free up your time so you can focus on other areas that need your attention – be it business or personal.

Skills and Qualities of a Successful Executive Assistant

Organizational Skills

Choose an assistant who can

sort documents and create easily accessible filing systems
perform email management (filtering, categorizing, labeling, deleting, and replying to emails)
manage a calendar without conflicting dates

Communication Skills

There’s a lot of communication that goes on within a company.

You have things like

Hiring and recruiting
Internal communications between departments
Communications with and between remote teams and in house staff
Deadline and milestone checkup meetings
Reporting
Emails
Meeting follow-ups

As such, an EA must be able to

Express ideas clearly and concisely
Schedule meetings externally and internally
Manage communications between teams and relay instructions
Arrange travel accommodations
Create and present reports

Time Management Skills

Can multitask effectively and meet deadlines
Know how to prioritize tasks based on level of importance and urgency
Can manage another person’s schedule

Attention to Detail

An EA must have eyes like a hawk. Their job is to notice things that their bosses may fail to catch. For example, say you put them in charge of arranging a business trip. Something they would consider is if the hotel you would be staying in has transport services and stable internet.

They must be able to

Observe needs
Anticipate problems and plan ahead
Perform their duties with accuracy, especially when it comes to tasks like bookkeeping
Strategize ways to save time, make your life more organized, and allow for a better work/life balance.

Responsibilities of an Executive Assistant

Managing Calendars and Scheduling Appointments

Meetings are practically an everyday occurrence for those in top positions. Whether it’s meeting with potential investors, business partners, or internal staff, an EA must fit everything in without things conflicting.

They need to be good with dates and times. This includes having a good sense of how long meetings could go. They account for time in between meetings, so executives also have time to prepare before the next thing scheduled.

Arranging Travel and Accommodations

If you’ve ever had to arrange a trip, you know how much planning goes into it. It isn’t much different from business trips. From accommodations, to restaurants, and business related site visits, everything needs to stay on schedule, otherwise the costs go up. Is the plane ticket round trip? Do they have to pay for extra luggage weight? Are the places to eat close to the hotel? Do they have backups for these places in case the first option falls through for any reason?

Screening Calls and Managing Email Correspondence

An email management virtual assistant is someone who can label and arrange your emails. An EA with these skills can sort through your spam. They can assign categories to your emails so they are easy to navigate. You can know which emails are urgent through labels.

Have a bunch of unwanted emails? No worries. They can unsubscribe you from those unwanted newsletters and block spam emails to keep your inbox tidy.

Assisting with Meeting Preparation and Note-taking

They make sure the executive is prepared for the meeting and filled in on all the details. They also must know how to summarize and condense information while it still being comprehensive.

Some core duties under this include taking meeting minutes, summarizing information, preparing documents, and even creating presentations for the executives. Standing in on behalf of an executive is not an uncommon responsibility. As such, EAs must also be well-informed so they can present well.

Handling Confidential Information

Discretion is a quality required of assistants handling sensitive data. You wouldn’t be giving just anyone access to email accounts or company credit cards. In order to keep data secure, the person must know how to both store data and share it. For instance, Dropbox and Google Drive are a good option for both. Social media platforms are not. Even the way they talk about confidential information should signal how they will treat the data itself. This is a question you can ask them during the interview process.

Tips for Hiring an Effective Executive Assistant

Factors to Consider when Selecting a Candidate

Experience – Consider how long they have worked as an EA. Remember, the greater the experience, the better the efficiency.
Expertise – Consider the tools, software, and technical skills they have. Identify your needs and hire accordingly.
Location – What country are they from? Will time zones be an issue? Can they work the same hours as you?
Communication Skills – Assistants must talk to you, other assistants, clients, business partners, hotels, restaurants, and possibly even speak on your behalf.
Budget and Rate – How much does an executive assistant make? You should get a general idea of the range prior to the canvassing stage. We’ll help you out on this one. According to Indeed, the average salary for an in-house EA is $60-65,000/year. If you’re looking for a virtual EA, average hourly rates come out to $40-$50.

Best Practices for the Hiring Process

The hiring/outsourcing process involves several stages.

Prepping

Know what you want. List your needs and write a comprehensive job description with a completed list of tasks, roles and responsibilities, and qualifications.

Researching and Canvassing

Look to hire from reputable sites. Create job posts and collect applications and resumes.

Vetting

Sift through the applications and select which ones make it through to the interview stage.

Interviewing

Get to know your candidates better and see which ones are a better fit through prepared executive assistant interview questions. Expand on what they wrote in their applications and examine personality and work culture compatibility. You may want to do multiple interview stages to get more in-depth or do skill tests.

Negotiating

Rate negotiations and other details are finalized in this stage. This should typically happen during later stages or after the interview process.

Selecting and Onboarding

Once you’ve chosen your candidate, you must also be ready to transition them into the company. The goal of a remote onboarding process is to familiarize new hires with the company. This may involve orienting them on company culture, SOPs, mission, vision, and the like. This also includes their roles and the roles of the people they will be working with. You should also familiarize them with tools and software you use for internal communications, employee management, etc.

Managing

Use time management, employee management, and project management software. It makes managing remote teams and tracking progress and deadlines a lot easier.

Frequently Asked Questions

What is the difference between an administrative assistant and an executive assistant?

An EA fills a lot of roles, including administration. They are much higher level and have a broader range of responsibility. Any department can have an admin assistant, however, EAs work specifically under executives. EAs can also manage other assistants.

How does hiring a virtual assistant differ from a traditional in-office assistant?

Remote workers are ‌more cost-effective and outsourcing also gives you access to a wider talent pool of experts. However, their limits show if you have a task that requires their physical presence.

Time-zones can also be a hurdle. However, you can mitigate it by hiring in similar time-zones but you can also take advantage of it. For instance, they can work during company-off hours. Your EA can make travel arrangements and manage your email inbox, so everything is ready by the time you wake up.

How do I ensure the security of my business information when working with a virtual assistant?

Here are some short, fast guidelines to mitigate data breach risks and keep your bases covered.

Hire from reputable sites sources
Interview through recommendations
Check the data security and privacy policies if hiring from a freelance marketplace or through agencies
Vet hires properly by checking previous work history and previous client reviews and ratings (if possible)
Have workers sign contracts with clear data security terms

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

Executive assistants are a busy businessman’s best friend. From streamlining monotonously laborious tasks like answering emails, to optimizing your filing system, they make life easier for bosses everywhere. By hiring an EA, you can improve your quality of life in the office and at home. They can free up your time to do what you love and arrange the space to be with the people you love.

Virtual Assistants

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

The role of administrative assistant may seem very ordinary and uncomplicated. Finding really good help, however, is not that simple or easy. This is why we put together these interview questions for you. They are the best ones we have used ourselves at Outsource School to find those hidden gems. We hope they help you so the same!

Virtual Assistants

20 Interview Questions to Ask When Hiring an Executive Assistant in 2024

Post author By Julia Valdez
Post date December 21, 2023
No Comments on 20 Interview Questions to Ask When Hiring an Executive Assistant in 2024

What executive assistant interview questions should I be asking potential candidates?

You’ve done it. You’ve scrolled through digital stacks of resumes and you’ve narrowed it down to a select few. They’ve got impressive resumes and well-written cover letters, but now the next step is the initial interview. You might even have a few interview questions for your job candidates ready. Maybe you’re completely new to this and you don’t even know what to ask.

Whatever the case, we’re here to help with 20 questions covering topics like skills, experience, behavior, and career goals.

Interview Questions to Evaluate Candidates’ Skills and Qualifications

1. Can you describe your previous experience as an executive assistant & the specific tasks & responsibilities you handled?

This question gives you a great overview of their experience and what they can bring to the table. This gives you a chance to compare their answers to what they’ve written on their resume and cover letter. You can also ask about specific experiences they’ve listed on either of these application documents. It’s important to keep note of this because this sets the expectation of what they can deliver.

2. How do you prioritize tasks when faced with multiple deadlines?

An executive assistant (EA) should be no stranger to juggling tasks. This question gives you insight into their work and productivity habits and their discipline when it comes to getting things done. It also reveals their ability to judge which tasks require more time and effort to complete. Do they know how to categorize tasks, divide their efforts, and set apart adequate time for each? Time management and organization are two qualities that are crucial to prevent dropping the ball.

3. Describe a situation where you had to handle confidential information. How did you maintain discretion?

It isn’t uncommon for executive assistants to handle sensitive company, partner, or customer data. Based on the way they answer this question, you’ll know if they are someone trustworthy. Even the way they talk about the topic itself can already clue you in. Are they aware of secure methods of storing and sending data? Are they familiar with confidentiality agreements?

4. How do you handle situations where an executive is unprepared for a meeting?

This isn’t to say executives are sloppy or uninvolved. The reality is, sometimes these high-ranking businessmen are constantly jumping from one important thing to another. I mean, that’s one reason they would need an EA in the first place.

This is about seeing how resourceful and adaptable EAs are. Can they condense information and get executives up to speed quickly?

Also, on top of these general executive assistant interview questions, feel free to take opportunities to ask follow-up questions like:

What other steps (if any) have they taken preemptively to help their boss?
Were they able to find a way to reschedule the meeting?

5. What software tools do you use in your daily tasks as an executive assistant? How proficient are you with them?

In this age, proficiency in software is almost a “must mention”. Executive assistants have more on their plate than most assistants do and software can definitely improve their productivity and accuracy. If they know how to automate certain tasks, this means they have more bandwidth to focus on more complex ones. You can also find out if they are familiar with tools you already use internally. More than that, this gives them an opportunity to offer other technical solutions with their own expertise.

6. Tell me about your previous experience with event planning/managing a calendar/managing an inbox.

This can show you how they organize, coordinate, and plan.They must be able to plan things months in advance. Scheduling must happen in a way that executives can complete all their obligations without one single day being overbooked.

This also shows how effective they are at managing internal and external communications and replying to key personnel.

7. How do you ensure effective written communication on behalf of an executive?

Here’s where a resume cover letter can be a great way to tell how effectively someone communicates. You can assess their tone, level of professionalism, etiquette, clarity, brevity, and general writing prowess.

You can also ask if they have experience with email management. If so, this could mean they have experience responding to people of various positions. The ability to adjust tone based on who they are speaking to show valuable flexibility when communicating.

8. What strategies do you use to manage travel arrangements, ensuring efficiency and cost-effectiveness?

Travel can get expensive and hectic. Would they think of ways to maximize all the traveling happening? Like, for instance, would they consider registering you for a frequent flier program or other passive benefits?

It’s important to have complete accommodations and comfortable travel arrangements. However, they must also know the limits of what’s modest and what’s bordering on lavish. Though, this does vary depending on the preferences of the executives.

9. What is an accomplishment you’re proud of?

This not only shows you what they are capable of but also shows you what they value. In fact, we’d say this is one of the most insightful executive assistant interview questions you can ask. A good follow up question could center around why that accomplishment made them feel proud. This reveals what lessons they learned from that experience. Were they proud because of the hard work it took to get there? Was it because they valued helping the company succeed? Was it working alongside other talented individuals as a team?

Behavioral Interview Questions to Assess Candidates’ Experience and Behavior in Certain Scenarios

10. Tell me about a time when you had to step in to represent an executive in a professional setting.

Sometimes executives cannot be present for certain meetings. They may task their EA to give a presentation, relay information, or stand in on their behalf. An EA also relays information back to the executive.

There’s a great deal of trust put into an EA if they are to be a mouthpiece for those in top positions. Thus, an EA must be knowledgeable and well-researched on the topic. They also need to be a good spokesperson. They should be ready to answer rudimentary questions about the topic.

11. How do you handle challenging personalities at work?

When you’re working with a team, not everyone is going to be equally enthusiastic or cooperative. Sometimes there can be a difference in opinion or idea when beginning a project.

Butting heads can happen, but how will they be able to mitigate work conflict? This is one of the most important executive assistant interview questions.

Assess their responses and ask yourself:

Would they be able to keep a cool head and stay calm?
Could they still communicate effectively to get deadlines met?
How would they resolve conflict if it were to occur?
Would they try to fix things with the person privately or go directly to HR?

All of these are an important glimpse into their people-skills, values, professionalism, attitude, and compatibility with your company work culture.

12. How do you handle difficult or demanding requests from other employees or executives?

This question is not simply to gauge their ability to work within a tight timeframe or under pressure. An executive assistant should be capable of handling a comparatively heavier workload than other assistants. However, it’s also about their ability to assess how plausible these demands are. Can they give a more realistic timeframe based on their experience? Are they able to communicate honestly if something is unrealistic in that time period?

However, this also reveals what their first response would be. It’s not a very good sign if their first instinct is to try and push the deadline.

13. Can you describe a challenging situation you’ve faced as an executive assistant and how you overcame it?

This is your opportunity to evaluate their problem-solving skills, resourcefulness, and creativity. In fact, depending on the situation they describe, you can get a good feel for their soft skills, personality, and tenacity.

Challenges also teach people something. How did they make sure that this never happened again, or how did they equip themselves afterward?

14. Describe a time when you had to handle conflicting priorities in your work as an executive assistant.

There will be times where deadlines or tasks clash with one another. In these instances, you need someone who knows which ones take precedence over others. This can reveal their thought process and critical thinking abilities. Do they have strategies or solutions they use to help them with things like this?

For instance, the Eisenhower Matrix or Urgent-Important Matrix is a valuable concept for any executive assistant to know. It helps sort tasks based on importance and urgency.

Additional Interview Questions to Evaluate Candidates’ Fit for the Company Culture

15. How do you stay organized in a fast-paced work environment?

With a lot to get done and with limited time, it can be easy for organization to take a back seat. It can snowball into disorder very quickly unless it’s managed. This question helps give you insight into how candidates maintain order through healthy habits or the help of software. It isn’t so much about doing everything to avoid disorganization. Rather, it’s about what they do to ensure it doesn’t stay that way and cause issues down the line.

16. How do you handle stress and pressure in your role as an executive assistant?

Morale and mental health play an important role in the workplace. The lack of a healthy outlet can be detrimental. You can ask them to describe a stressful situation and evaluate their stress response and coping strategies. A negative stress response could affect both their health and their work in the long term.

This is one of the executive assistant interview questions that can also turn into an opportunity to build rapport with your potential hire. You can also take this opportunity to reassure your candidate that you care about a healthy work environment.

17. Can you provide an example of a time when you collaborated with a team to solve a problem?

”Works well with others” should be a requirement. After all, they are likely going to manage or oversee several departments of assistants. You can ask them about their role in the project and the experience of working with others. How did they overcome obstacles? How did they celebrate? Was there some kind of debrief after?

Some insights you can glean based on their answers:

Their leadership ability/ ability to delegate
What they contribute to a team
Their ability to take suggestions and manage people

18. How do you anticipate the needs of an executive and proactively assist them?

The main thing this question gauges is their ability to take initiative. Initiative takes foresight and observation. Are they sharp and attentive? Do they bring attention to potential problem areas and come up with ideas to solve them before they arise?

Questions to Assess Candidates’ Long-term Goals and Career Aspirations

19. Where do you see yourself in the next five years in your career as an executive assistant?

Note their career goals and milestones. Where do they see themselves in the long term? Do they care about building their career in this field? Is this job a good stepping stone towards those goals? Does their mission align with the company’s?

20. What motivates you to continue growing and improving in your role as an executive assistant?

Driving force is important. It can mean the difference between a job-hopper and a partner. Are they in it for the money and benefits or are they growth-minded? Do they care about building a career? Are they passionate about this or are they just trying to make ends meet? Would they be a good fit for your company’s mission-vision and culture?

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

The interview process can be nerve-wracking for both parties. Sometimes the difference between a good answer and a great one lies with how you frame the question. We hope these executive assistant interview questions will serve as a useful template for that next job interview.

If you want to know why we use Slack to interview, click on over.

Virtual Assistants

Executive Assistant Job Description: Template with Examples for 2024

Post author By Julia Valdez
Post date December 21, 2023
No Comments on Executive Assistant Job Description: Template with Examples for 2024

To hire the best help in 2024, you need an updated executive assistant job description. Times are always changing, so we have to stay on top of the trends. This means clarifying role responsibilities, adding skill requirements, and verifying that your offer is an attractive one. In this post, we’ll go over all that plus provide templates. This way, you can see what your executive assistant job description should look like.

What Is the Role of an Executive Assistant?

A good executive assistant job description will have a wide array of skills. They will also have a higher level of proficiency in executing all kinds of admin virtual assistant tasks. Executive assistants have diverse responsibilities and provide crucial services within a business. They function at the executive level. So, what they do and how they do it can actually spell success or failure for the business. Sure, these tasks look simple enough – booking flights and hotel stays, making restaurant reservations for meetings, taking and making phone calls, calendaring appointments, generating reports, managing documents, and the like.

Managing the office of a company executive, however, is not so easy. Mistakes at this level are not as forgivable because this office is the end of the line. No one else is going to come along to check an executive assistant’s work. No one is going to save the day. The tasks themselves are also stricter. Travel arrangements are often within tight schedules. Reservations must be in appropriate settings and with high-level service for important meetings. Phone conversations as a representative of this high office must be executed without room for complaint.

How To Write an Executive Assistant Job Description

The way you write the job description itself is vital. This is what prospective candidates will read first and base their initial interest on. The best ones will be looking for attractive opportunities because they know the value of their work. So, you need to craft the description to carefully include key elements that grab their attention. At the same time, unqualified candidates will hesitate to apply when they read your requirements.

Job Brief

A job brief comes at the top of your description. It defines the reason and purpose for the job. It explains what you want the position to contribute to your company for the next year or so. This description also outlines the tasks that you expect the right candidate to execute and how often. For instance, is it a daily job requiring 8 hours of work, 5 days a week? Finally, the brief must clearly show what it takes to be successful in the job.

You don’t need to be too specific here, because you’ll give more details later. Just say enough to paint an accurate overview of the job. The point is to let the right kind of people know within a minute of reading that it’s a job for them. This is also what you will base your executive assistant interview questions on.

Executive Assistant Responsibilities

An executive assistant provides high-level support to owners or executive officers of a company. They may also extend services to other senior staff members. This section is where you define the types of support and services you require.

Generally, an executive assistant will do clerical and administrative tasks for leadership staff. They might work exclusively for one executive and still liaison with other officers. Sometimes, however, you may want them to take care of other areas. For instance, you might want to task your executive assistant with the HR duty of recruiting and interviewing junior administrative staff for different departments. They are administrative experts, so they will know what to look for and who to hire.

Executive Assistant Skills and Qualifications

An executive assistant must, at the very least, have excellent time management and attention to detail. They need to be highly organized and are often required to be excellent verbal and written communicators. The offices of executives are often the busiest and most fast-paced in any company. So, assistants to these heads must also have the ability to function well in what can be a stressful environment.

As expert administrative personnel, an executive assistant will have proven knowledge of general office administration and clerical procedures. These can include phone etiquette, record-keeping systems, note-taking, office software tools, and the like. Ultimately, it depends on the specific responsibilities and office setup.

Additional Information To Include in the Job Description

If you have any educational requirements or expectations around years or level of experience, include all the details. You might want them to work certain days and times and not on a regular schedule. If the job has physical or other special requirements not mentioned already, list them out. Whatever you need that isn’t explicitly clear, make sure you explain it.

Executive Assistant Job Description Examples

Below are a few examples of executive assistant job descriptions that you can take inspiration from.

Example 1. Executive Assistant to the Chief Executive Officer

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Example 2. Executive Assistant at an Ecommerce Business

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Example 3. Executive Assistant to Chief Marketing Officer at a Large Financial Services Company

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Experience Requirements for an Executive Assistant

Internship Opportunities

You might require specific types of experience. Some of these can only be obtained through special programs or by working similar roles at similar companies. If you can’t find an assistant who has these special skills, you can try hiring an intern. This avenue can cut costs, but might mean that you or one of your managers needs to do training. How extensive that training will be depends on how many special skills you require, and how difficult they are to learn.

By opening up intern-level positions, you will have an easier time finding the right candidate. You can teach them exactly what you want and they will gain the experience in a less demanding environment. This will turn out better for everyone in the long run as the grow into the higher-level position you are targeting.

Most executive-level administrative positions require experience, even if it isn’t special experience. Look into hiring people who have worked as interns in the past. This means that they have a few years under their belts, focused on learning skills despite getting lower pay.

Below are some websites where you can check out options for experience through internships.

Entry-Level Positions vs Experienced Professionals

Entry-level positions do not require experience, but they may require some level of education. Usually, you want administrative assistants to have at least a high school diploma at this level. If you are looking for an executive-level assistant, you should target candidates with a bachelor’s degree. Some exceptions exist, however, and loads of special experience can trump a degree. Either way, make sure you are not preventing otherwise great candidates from applying because your requirements are too strict.

Most executive assistant posts require certain skills, whether it’s an entry-level position or a job for experienced professionals. For instance, any assistant will most likely need to know how to type, use the internet, take notes, and create reports and memos. They should also know the basics of how to book appointments, talk to clients and customers, file reports, set inter-departmental meetings, and the like.

Salary Expectations for Executive Assistants

Factors that Affect Salary Range for this Position

1. Experience

How many years someone has done the work you need will mean a higher rate. Experience equates to efficiency and a generally more valuable contribution to the company. Be prepared to pay more than the average rate if you want quality or special experience. The same goes for requiring many years in previous positions.

2. Industry

Some industries are more complex than others, which means that the work done within them is also more complex. Working as an executive assistant in the advertising and marketing sphere, for instance, is harder than in the eCommerce arena. Working in the smallest biotechnology company, however, would be much harder than in any digital agency. The industry will dictate many details of otherwise common tasks. For example, creating scientific reports can mean understanding nuclear chemistry. A report on monthly sales, on the other hand, entails simple math. The more specialized an assistant’s experience needs to be to excel at the job, the higher you need to pay to find the rare gems who can keep up with you.

3. Location

Hiring from different countries means paying different rate ranges. All other things being equal, this is because of two main factors. First, countries have differing costs of living. Second, a certain hourly rate can buy different amounts of goods in that location. Of course, everything costs different in different countries. The way you can measure an appropriate rate is to look at the costs of thebasics in each country.

All that being said, here’s an example of the differences you can expect in average salaries of executive assistants. These are monthly rates for hires from the US and the Philippines:

Entry-level: US $4750-5250 vs. Philippines $850-1100
Mid-level: US $5250-6250 vs. Philippines $1100-1500
Expert: US $6250-7500 vs. Philippines $1500-2100

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

A business owner or manager should never take lightly the task of hiring an executive assistant. Executive assistants perform many vital tasks within a business. This entails that they possess a broad skillset. A good assistant at this level is not easy to find, so it’s up to you to attract the best.

Virtual Assistants

How Do I Write a Proper Cover Letter for My Resume?

Post author By Julia Valdez
Post date November 30, 2023
No Comments on How Do I Write a Proper Cover Letter for My Resume?

A resume cover letter may be one of the most important letters you have to write. But what is it and how should you write one?

The job market is extremely competitive. With outsourcing and VA hiring becoming more common, the number of potential candidates has grown. How can a cover letter benefit you and catch the attention of hiring staff?

In this post, we are going to cover

What is a Cover Letter?
Purpose and Importance of a Resume Cover Letter
When to Write a Cover Letter?
Formatting Your Resume Cover Letter
Tips for Writing a Compelling Virtual Assistant Cover Letter that Complements your Resume

What is a Cover Letter?

A cover letter, also known as an application letter, is correspondence sent as part of a job application. You usually send this to employers together with a resume. Unlike a letter of interest, a cover letter is for an advertised job opening.

Purpose and Importance of a Resume Cover Letter

In a different post, we talked about virtual assistant resumes and how they help you market your skills and experiences. So what about cover letters? Why would you write one?

There are a few benefits and reasons to write a cover letter alongside your resume.

For one, it’s more personal than a resume. A resume is a lot more technical. Through a letter, you can introduce yourself in a more personal way. You can convey your interest in the job position in a way that displays personality and emotion. At the same time, you can still be professional.

Second, a cover letter can help you convince those in charge of hiring that you are the best candidate. The goal of both resumes and cover letters is persuasion. However, the format of cover letter writing is more flexible and allows you to communicate more using persuasive writing. You can show how well you connect to and qualify for the role. A cover letter allows you to express why you want the position, convince them to follow up, and consider you for an interview.

Third, you have a chance to expand on key skills or experiences listed on your resume. You can tell them what exactly you bring to the table. Anecdotes and stories with real quantifiable results are a great way to do this.

Fourth, it shows your ability to communicate. A letter gives a better glimpse into your ability to convey information, ideas, and enthusiasm. It’s especially beneficial if English-speaking skills are a requirement. Not only can you supplement your resume, you also meet a requirement on the job brief. That can definitely improve your chances of getting an interview.

Lastly, you can use your cover letter to help you explain certain red flags on your resume. For instance, employment gaps are something recruiters or hiring managers notice right away. This can be concerning because they don’t know what could have happened during that time. Instead of trying to hide it, you can explain the reason behind it.

When Should You Write a Cover Letter?

While we do believe a virtual assistant cover letter is important, it’s not always necessary. Cover letters and resumes usually come in pairs. So, it’s a good idea to check if the job post mentions anything about a cover letter. Some mark it as a requirement, others say it’s optional, and some tell you not to send one. Job posts may not even mention it at all.

So, what situations would you write or send a cover letter?

If they request for one
If there are gaps in employment history or other things you need to explain
If the company you are applying to are mission-driven and goal-oriented

Tip: If it is optional or not mentioned, weigh the pros and cons of writing one.

Before you start writing, consider:

Would the cover letter be something that improved your chances of getting an interview?
Would your resume stand better by itself?
Is there even a way for you to send the cover letter?

Formatting Your Resume Cover Letter

Header

Similar to your resume, your heading includes the essential information the hiring managers need to contact you. This includes your email address, phone number, and perhaps even a LinkedIn profile. You can also include your address.

Professional Greeting

It can be tempting to go with the cookie-cutter option of “To Whom it May Concern”. I remember this being taught from middle school all the way up to my high school senior year. However, this isn’t actually the best way to address your cover letter. It could even slightly lower the chances they read your letter. A cover letter is meant to be a more personal application for a job. Aligning with that, you should also use a greeting that is more personal without being unprofessional.

The best way to do this is to address hiring managers by name if possible. If you cannot find their names, then a simple “Dear Hiring Managers” will do.

Introduction Statement / Paragraph

Like bait on a hook, introductions are meant to reel you into the rest of the content. In a cover letter, the introductory statement is usually a 2-3 sentence paragraph that does a number of things.

To grab attention in this context, there are a few things you can do:

Introduce yourself
Describe yourself using soft skills (organized, creative, resourceful, etc. )
Mention the job or position you are applying for
Provide a brief history of your experience or qualifications
Write in the appropriate tone used by the company
Display enthusiasm for the job and confidence in your abilities

Body

Getting attention can sometimes be easier than keeping it. The body should be the most persuasive part of your virtual assistant cover letter.

Here you can detail experiences, qualify your skills, and quantify your accomplishments. However, just because this makes up the bulk of the letter, doesn’t mean you need to or should be wordy.

Your letter should not be longer than a single page with readable font choice and size. A safe example is Times New Roman 12. Make sure, also, to include a margin and to separate your paragraphs.

Conclusion

Your conclusion can be a summary of your letter. It can also be where you express your desire and excitement towards the possibility of working for that company.

Call to Action

You can combine this into your conclusion or this can be a separate sentence after. Simply, this is where you subtly suggest a course of action that the interviewers can take.

For instance, you can redirect their attention to your contact information should they need to reach you for a follow-up. You can also express interest in discussing things further through an interview.

Professional Sign-Off

You can then end with any of the sign-offs below. Use your best judgment based on the tone of the letter. Then end the whole letter with your name once again at the end.

Sincerely (most recommended)
Regards
Best
Respectfully
Thank you
Thank you for your consideration

Note: This is the general format that most cover letters will follow. However, always check and see if they mention any formatting rules. If they do, always prioritize those rules.

Tips for Writing a Compelling Virtual Assistant Cover Letter that Complements your Resume

Write Them Together

Just like you should tailor your resume to the job description, you should also write your cover letter alongside these two. Remember, you’re submitting a cover letter with your resume, so they should support one another. The cover letter should not be a reiteration of resume information, but rather an expansion or explanation of the information.

Include Work Anecdotes/Describe a Work Experience in Greater Detail

Through your resume, you can show the quantifiable results of your time with a company. A cover letter allows you to go into deeper detail. You can provide more context surrounding an experience that you believe will stand out to the hiring manager. This is a way to show how you problem-solve and come up with effective courses of action. You can also add more quantifiable data you may not have been able to in your resume.

Describe Your Experiences in Job-related Organizations

If your resume mentions your membership to a well-respected organization, you can include your related accomplishments in your cover letter. You can also mention any contests or events you have been a part of. Make sure, though, that these achievements are relevant and will be valuable information to the hiring manager.

Use the Same Keywords and Language

Use the language, tone and keywords used in the job description and resume. This shows those in charge of recruitment that you read and understood the post well. Not only that, but it also signals you will be a good fit for the team. It can indicate your ability to adapt to work culture. Using the same language also reveals your ability to maintain consistency. Anybody can use a template for resumes. However, if your cover letter is just as well-written as your resume, that’s a green flag. It also makes it much easier for hiring managers to go back and forth between your resume and cover letter.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

A resume cover letter takes the facts in your resume and attaches it to a personality. Show employers how impressive you are but also show them that you are more than numbers or figures. A cover letter is also a great way to let employers know how eager you are for the job position. It’s a great way to convince them how well a partnership could work out between you and the company.

On the other side, are you a business owner trying to make better hires?

Check out 9 Common Hiring Mistakes Costing Time and Money

Virtual Assistants

Virtual Assistant Resume Examples to Build Your Resume From

Post author By Julia Valdez
Post date November 30, 2023
No Comments on Virtual Assistant Resume Examples to Build Your Resume From

Wondering how you can build a stellar virtual assistant resume that catches attention among the sea of others?

This time we’re exploring the ins and outs of resume creation. We’ll explain why they’re important. We’ll also go over the key components involved in creating one, and good examples you can follow.

Why is Having a Well-Written Virtual Assistant Resume Important?

That’s like asking why you should make a marketable advertisement.

Your resume is how you market your skill in a professional market. There are a ton of people out there looking for jobs. A resume spells the difference. It distinguishes those who are considered eligible for an interview and those who are ignored. This isn’t solely about how many years of experience you have. It’s not even about how many certifications you qualified for. It’s about how you present yourself.

A well-written resume:

Shows your capabilities and value you bring to the table.
Clearly communicates your skills and experiences.
Grabs attention either through word choice, layout, or design.
Saves interviewers time by communicating all the necessary information concisely but meaningfully.

What Are The Different Types of Virtual Assistants?

Virtual assistants are simply remote workers covering many skills and industries. This means that the categories of virtual assistants are virtually endless. However, no matter the industry, we categorize VAs into three different types based on skill level, experience, and roles.

The three main types of virtual assistant are:

Follower – entry level, basic menial tasks, less initiative but more flexible.
Doer – intermediate level, specialized expertise, higher proficiency, more initiative and has own processes and workflows.
Expert – advanced level, are typically guides, advisors, strategists and developers. They have tons of work experience and are industry experts, they are those that can manage doers and followers.

What Are The Key Components of a Virtual Assistant Resume?

There are about 6 crucial elements in a resume. Below is the typical order you would write them in.

Header and Contact Information

The main header, which is the biggest text on your resume, contains an applicant’s first and last name. Underneath you will find contact details such as email, work address, and phone number.

Summary Statement or Objective

This shows up near the top of the resume and acts as a kind of introduction. It is a few sentences that sums up your experience in that field or industry, skills, goals, and even achievements.

Work Experience

This section contains a list of clients or companies you’ve worked with. It also lists the duration of work. You usually write the most recent experiences first. The subheading usually contains the name of the role next to the company name. Underneath, you can find a bulleted list of responsibilities fulfilled and highlighted experiences in that position.

Education

This section contains the applicant’s formal education experience, usually the highest level attained. It can be high school, college, master’s, doctorate, etc.

This includes:

Name of the course taken (if college educated).
Number of years in the course.
Name of college or university.
Address of school.
Date of graduation.

Skills Section

This important part of a virtual assistant resume contains the hard and soft skills relevant to the position. You would usually list hard skills first if there is a heavy requirement placed on technical expertise. Soft skills reveal how you manage yourself, the work, and relationships with other people.

Some resumes include an indicator of proficiency in that skill via a scale or stars. This helps quantify your abilities, which can attract more attention from hiring managers.

Certifications and Memberships

You can think of this part as an extension of the education section. Here you list other forms of continuing education (if any) such as courses and licenses. Next to the license or certificate name, you can list the name of the organization and the date you obtained it.

You can also list if you are a member of a professional group or association relevant to the job or industry.

How Do I Customize My Virtual Assistant Resume to The Job Description?

Not every employer comes to you. A lot of the time you are the one that needs to write an application for a job post. There are many job description templates that are helpful to get you started, but it’s important that you personalize those information fields.

Importance of Customizing Your Resume for Each Application

There are a few reasons why you should tailor your resume to each company.

Management might require specific skills, certifications, education requirements, location requirements, and number of years of experience.
The department may have a preferred format.
HR may include something outside the template, like a pre-interview question.

Tips for Aligning Your Skills and Experience with the Job Description

Highlight unique experiences you know will benefit your employer and give you an edge over other resumes.
Write your skills and experiences parallel to how the job post lays it out. Think of it as a question and answer. It makes it much easier for them.
Use the same keywords, language, and phrasing they use. Add in some industry language to flex your knowledge.
Use language that quantifies your skills and experience. Show how you impacted certain key metrics during your stay. For example, you can use percentages to indicate how you helped increase monthly sales.
Quantify experience into years and hours. Some companies may have education requirements for a certain number of years. In the event that you don’t meet the brief, you can quantify the hours and months spent on other certifications. This helps justify your place in the roster of candidates.

Virtual Assistant Resume Examples

Template 1

Analysis

Notice how Thomas, applying as a personal / administrative virtual assistant, writes his summary statement:

He qualifies that position in two ways. First, he states the number of years (2) he has worked in this role professionally. Second, he states which industries he has experience in: business, sales, marketing, and finance. He also brings attention to two skills, one soft and one hard skill: attention to detail and technological proficiency.

From those few sentences alone, a hiring manager would already have a good idea about him.

When it comes to work experience, what can we learn about Thomas from his descriptions?

First company:

Appears particularly experienced in calendar management and scheduling.
Is capable of organizing multiple business trips for large groups of people.
Garnered trust to speak with important clients.
Has research and bookkeeping skills.

Second company:

Managed emails for someone in a high-ranking position.
Has experience in customer service and data entry.

You can see that his experiences tell us more about his roles and responsibilities. Notice also how we can get an idea of his capabilities. See how this aligns with the skills he chose to list down.

How does the example align with the key components?

While they swapped the education and experience section, we see that Thomas checks all the boxes for a good resume.

Template 2

Analysis

This resume template includes a sidebar. One of the reasons this type of resume is effective relates to the importance of information and the direction people read. Notice the sidebar includes contact info, education, and skills.

A hiring manager can go through hundreds of resumes in a day. This style of resume can catch their attention and give them the key information they need. The other side contains the summary and then the expanded work experience.

There are four things main things I want to focus on:

Notice how the summary catches attention. Sierra almost makes a claim that she then backs up with her work experience.
Look at how they use industry language that relates to the Amazon Virtual Assistant position.
She qualifies her experiences and skills with numbers and percentages.
Her listed skills are purely technical/software-related. Notice how she makes inference to her other skills by weaving it into the work experiences section.

How does the example align with the key components?

Of the two virtual assistant resume examples we’ve listed, this one meets more than just the basics. It combines resume layout, quantifiers, and industry language to grab attention.

Frequently Asked Questions

Should I include references on my resume?

Including references right there on your resume can be tempting. It’s understandable that you would want to further convince future employers with verifiable endorsement. However, most companies prefer you don’t do this until they specifically request it.

How can I demonstrate problem-solving abilities on my resume?

You can cite specific examples that inherently require you to be resourceful, show your ability to take initiative, and results of your decision making.

Ex: “Contributed to the creation of a company FAQ page after noticing an influx of similar customer inquiries. This led to a 30% increase in customer satisfaction.”

How do I address gaps in my work history on my resume?

Gaps in work history can sometimes raise the eyebrows of those in charge of hiring.

Here are some tips if you have gaps in your work history:

Be honest but brief about why you took the break using professional terminology such as planned career break, sabbatical, job search, etc.
Highlight lessons learned and skills acquired during that gap time.
Explain if the gap was voluntary or involuntary like if you were volunteering, moving, or had health complications.
Omit months when talking about work history.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

Now you know how to craft a winning virtual assistant resume to get ahead of the herd. You’re one step closer to landing that job interview and further expanding your qualifications and experience.

Virtual Assistants

What Does It Cost to Outsource in 2024?

Post author By Julia Valdez
Post date November 30, 2023
No Comments on What Does It Cost to Outsource in 2024?

Simple savings or retirement formula on bar graph surrounded by calculator, books and pencils.

Are you worried about what it will cost to outsource work in 2024? Let us ease your minds. Yes, virtual assistants do expect raises and freelancers do update their rates from time to time. However, at the industry level, there is no hard and fast rule about rates. This means that you are not necessarily facing an increased outsourcing cost.

That’s great news! But wait, there’s more… You, as the business owner, can actually manage your costs and therefore control spending. In this post, we’ll show you just how to do that!

Factors That Affect Outsourcing Costs in 2024

Before we dive into how your cost to outsource work is manageable, let’s establish some basics. These factors exist for every person looking to hire from overseas.

1. Location and Geographic Considerations

Where you are hiring from and where you are sourcing hires from matters. Below are the two major areas to think over when looking at the cost to outsource.

First, you need to know about the cost of living in the country you want to hire from. This is the biggest factor that affects rate ranges when outsourcing. If you are looking within the Americas, Europe, and other first-world nations, you will pay much higher rates. Hiring from less developed nations will allow you to pay less while not low-balling prospects. This gets you off on the right foot with candidates. This is especially true for those who aren’t hurting for work because they have the best qualifications. And, frankly, these are the ones you want.

Second, consider your partner options. Hiring through a BPO or an agency will cost more upfront than hiring direct. However, if you have little experience, having a partner can make it worthwhile. Hiring direct leaves you completely unprotected. So, if you’re not savvy with interviewing freelancers and VAs, collaborate with a team that is. This way, you can avoid getting duped because they know how to spot the red flags. Your partner will have contact in the area you’re hiring from. This means that they will have systems in place to screen candidates to ensure quality and performance.

If you want to check out more information on geographic considerations, we have the following resources:

Outsourcing strategies – an overview of offshoring vs. nearshoring vs. onshoring
Offshoring vs outsourcing – more details on these options

2. Type of Services Outsourced

All things being equal in the above areas, the actual work you need done will affect costs. Different types of skills are priced differently, mainly based on scarcity and cost to acquire.

First, certain innate skills, soft skills, and character traits can be hard to find. And since you can’t teach them, they will come at a higher cost. For instance, artistic talent, high-level communication, and friendliness. This is why you would pay a higher rate for a talented t-shirt designer.

Moreover, they’d be well worth the cost with a good reporting routing and an easy-going personality. This is in contrast to someone who uses software and templates to create infographics. If you constantly have to follow up with them, that’s not good. Let’s not even talk about how little you want to hire someone who comes to work in a bad mood half the time. You would not pay well for that kind of performance.

Second, some hard skills and knowledge-based skills are in high demand. Although teachable, some of these skills can be expensive and difficult to acquire, and then, master. This raises the rate that you can expect to pay for someone who has this skill. Note that the expense and difficulty can also make this skill rare, which supports the high price tag.

3. Skill Level and Expertise

Take a close look at the skill levels and years of experience that you need and want. These two factors can mean a significant bump in qualified candidates’ rates. Most hiring parties ignore this, and it’s a huge turn-off to the most qualified candidates. If you don’t require that much background or know-how for the job, you can hire entry-level. Consider, however, how much virtual assistant training will cost you. They still do, after all, need to get up to speed on everything.

4. Cultures and Time Zones

Most of the time, a person’s time zone would be cause for concern. This can raise the cost to outsource if you want specific work hours. However, in today’s outsourcing world, most freelancers and virtual assistants are willing to adjust. The best of the best may not want to work crazy hours like nurses and emergency personnel. But they generally will agree to work when necessary. Odd hours can be concerning over the long term, even when VAs agree initially. Be sure you check in with hires regularly. This way, you can make sure they’re getting enough quality rest and not hurting their health.

When we talk about culture, it can be a sort of hidden cost under certain conditions. If you are insensitive to hires with different holidays than you, for instance, it can cause tension. For example, people in India and the Philippines have certain annual observances that are non-negotiable. Other people have certain days when they will refuse to work because of their faith.

You must know these cultural nuances before you hire so you can make an informed decision. We encourage you not to push people in these areas if they tell you that it’s not flexible. Work around their special days, or consider other candidates. If you are working with inexperienced people, they will not even know what to inform you about. They simply will not know what is normal for them is not normal for you. Make sure that you familiarize yourself with these matters and start the conversation.

Common Pay Structures in Outsourcing

You have the freedom to choose from any of these pay models when you outsource. This is the foundation for how you will control your outsourcing cost.

Difference Between Project-Based vs. Dedicated In-House VA

The cost to outsource can change based on the term and stability of the job. Whether you go for project-based or long-term structures, you can still save. The key is choosing the system that’s best for the type of work you need done.

For repetitive work, the obvious choice is to a dedicated person who can stay on for the long haul. This reduces your training costs and gives both you and the hire the benefits of stability. Then you can work out a scheme for when that hire can expect a raise, and what the conditions are. For instance, you can present a set of metrics to meet. Then, schedule check-ins and evaluations so they know where they are on the scale. This sets a clear expectation and goals to work towards.

When you have work that is one-off or periodic, we recommend that you hire on a per-project basis. It makes no sense to hire someone long-term if they will have nothing much to do most of the time. You may want to lock in that person because they’re good. You can, of course, give them other things to do while waiting for the next project. However, note that if they are not happy with the other work, their performance will drop. They are also not likely to stay on with you anyway of they don’t like the job.

Sometimes, you’ll have in-between work. There’s no issue with hiring a part-time VA. You may not get the same availability because they’re part time. But you can still encourage a high level of loyalty based on how you treat them. Respect and appreciation go a very long way.

Hidden Costs to Consider When Outsourcing

Most of the time, you are not going to need to think about hidden costs. Freelancers and VAs pay for their own basic equipment, internet connections, power consumption, workspace rent, and the like. This is one thing that makes the cost to outsource so low! All you need to pay for in most cases is their rate. Maybe you purchase special software tools that you require them to use. That is, if they did not specify that it’s included with the rate.

So, what are the hidden charges you need to look out for?

This usually refers to the cost that you face for being careless.

One way to get into trouble here is not having clear agreements with hires or with hiring partners like BPOs and agencies. You have to specify everything and get written consent as much as possible. This will save you from future battles – some of them legal.

Another hidden cost comes to bite you unexpectedly. This one is what you get for low-balling candidates. You may think you got away with paying a lower rate than a prospect asked for. Unless you make up for it, and quick, you will most likely find yourself holding the short end of the stick. No one likes to be stiffed, and no matter how much a candidate agrees and smiles, they aren’t dumb. If you mistreat them by being cheap, they will usually find a way to get back at you. Here are a few common ways you’ll pay for it:

Underperforming whenever they can get away with it
Stealing (clients, goods, subscriptions, etc.)
Dropping you as soon as a better offer comes along
Reporting you and your business to inner circles so no one decent in the online community will want to work with you

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

When you count the cost to outsource, you are planning for success. We all know that failing to plan is planning to fail, and cost analysis is vital. We are confident, however, that choosing the right combination of factors will spell success for your outsourcing journey. The right location, skills and experience, and payment structure can keep costs down and productivity high.

Virtual Assistants

25 Best Entrepreneur Podcasts That Will Help You Grow Your Business

Post author By Julia Valdez
Post date November 30, 2023
No Comments on 25 Best Entrepreneur Podcasts That Will Help You Grow Your Business

Are you looking for the best entrepreneur podcasts out there?

About half of the U.S. has listened to a podcast, citing entertainment and learning as the major reasons.

So, we’ve collected 25 podcasts that fit this category.

1. Goal Digger Podcast

This workshop-like listening experience is one of the top marketing podcasts. It has millions of downloads and over 700 episodes. Jenna Hutcher, the host, is a self-made millionaire. She draws on her experience as a best-selling author, digital marketer, mother, and much more. Along with her guests, they dive into topics surrounding business, marketing, and life. The goal is to help others live their dream lives.

2. The Side Hustle Show

This is an award-winning, top-rated entrepreneurship podcast. It helps people start and improve their business. Nick Loper is a former 9-5 worker turned successful entrepreneur, author, and coach. He helps those who are looking for financial security and freedom. On the podcast, he interviews business owners who have made money in creatively different ways. It’s all about real strategies, actionable steps, and applications that 100,000+ listeners tune in for.

3. Working Hard, Hardly Working

This popular business podcast blends business tips with life advice. It’s great for anyone on the spectrum of “working hard to hardly working”. Host Grace Beverely is an entrepreneur and lifestyle and fitness influencer with millions of followers. She interviews guests from all walks of life and success. Their discussions cover a wide range of topics. These include entrepreneurial lessons and experiences, mental and physical health, and social issues.

4. The Diary of a CEO

The UK’s top podcast features influential people from all over the world. They tell their stories in a very honest and open dialogue style. The host is entrepreneur, investor, best-selling author, and former Dragon’s Den star Steven Bartlett. He speaks candidly with celebrities of all types. Their near 300 episode count features athletes, musicians, CEOs, doctors, PhDs, authors, and many other experts and influencers.

5. The Tim Ferriss Show

This is the first business / interview podcast to reach 100 million downloads. It remains one of the best entrepreneur podcasts, with now over 900 million downloads. Tim Ferriss is a best-selling author, guest speaker, and technology investor / advisor. This “Oprah of Audio” interviews other world renowned people from various walks of life. Targeted areas include business, sports, history, self-improvement, and more. These 2-3 hour episodes are packed with information, raw discussions, and actionable steps to apply in your own life.

6. The How of Business

This podcast teaches entrepreneurs “how to start, run, and grow a small business.” Host Henry Lopez takes his 35 years of business experience and uses it to teach other aspiring business owners. From the title, you can expect to learn how to do it all, too. His industry knowledge is diverse. These include restaurants, software systems, real estate, sales and marketing, and small business coaching and consulting.

7. BiggerPockets Money Podcast

Looking for ways to get out of debt, grow your money, and gain financial freedom? Co-hosts and finance experts Mindy Jensen and Scott Trench interview entrepreneurs and breakdown listener money stories. Learn earning tactics, spending tips, and get a grip on your personal finances.

8. Entrepreneurs on Fire

Consistently generating more than a million views and 7 figures monthly, EOP is a top rated, award-winning podcast. Podcast host and author, John Lee Dumas, has interviewed thousands of successful entrepreneurs. This winner has put out over 3000 episodes to date. He aims to both inspire and give real strategies to help those seeking financial freedom and fulfillment.

9. Ambitious Entrepreneur Show

This is an award-winning marketing and entrepreneurship podcast aimed at businesses that want to stand out. Annemarie Cross, “The Podcasting Queen”, is a pioneer in the space. She has over 13 years of podcasting experience. She and her guests coach business owners in podcast strategy, client relationships, branding, and other areas.

10. Entrepreneurial Thought Leaders

This is produced by Stanford eCorner—a place where people can access Stanford ideas, research and insights for free. This series focuses on the entrepreneurial journey. Here, entrepreneurs and innovators share their successes and failures along the way.

11. The $100 MBA Show

This Best of iTunes show is all about providing practical business tips. Get practical business insights and advice from Omar Zenhom, the founder of WebinarNinja. There are 2000+ 15-20min episodes for those who prefer a more straightforward approach to business advice content.

12. How I Built This

This podcast explores how entrepreneurs built some of the world’s most influential and iconic brands. This is only one of the many successful podcasts hosted by Guy Raz. He is one of the most popular in the podcasting space. He consistently brings in over 19 million views across multiple shows. This show focuses on innovation, leadership, creativity, and deep conversations surrounding challenges and failures.

13. The Rise to the Top

This podcast takes us backstage of the host’s 7 figure online business. David Siteman Garland is a founder of many successful businesses, including The Rise to the Top. This business helps people create online courses. He narrates “the good, bad, and ugly” behind the scenes and interviews other entrepreneurs as well. There hasn’t been a new episode in years, but there is still a lot of advice, tips, and stories packed in.

14. Smart Passive Income

This podcast helps listeners create multiple passive income streams so they can do what they love. Mainly, people love to learn how not to experience business burnout. Pat Flynn is the founder of the Smart Passive Income blog, which provides online education for entrepreneurs. He shares real-life experiences as a 6-figure business owner and inventor. Learn about marketing strategies, niche markets, SEO, building authority, online course creation, and more.

15. The Startup Chat

This is another podcast on the shorter side with 20-minute conversations. Hosts Steli Efti and Hiten Shah are serial entrepreneurs. They are nest knows for being sales and marketing experts and founders of multi-million dollar startups. No guests or fluff, just unfiltered yet succinct advice from CEOs who know the value of time.

16. The GaryVee Audio Experience

This podcast is a collection of audio snippets and full episodes from various places. You’ll find talks, shows, videos, and speeches, as well as original content. Gary Vaynerchuck is a serial entrepreneur, including CEO of VaynerMedia. He’s also a best-selling author and content creator. Interestingly, he was an angel investor in Facebook and Twitter. He shares advice from his experience as a multi-business owner, advisor, and trendspotter. With his sheer influence in the space, he had to make it on this best entrepreneur podcasts list.

17. Youpreneur

Focusing on “the business of you”, this podcast aims to help people grow their personal brand, become profitable, and industry authorities. Helming this is Chris Ducker, an international keynote speaker, entrepreneur, advisor, and investor. He created the term “Youpreneur.” This is for entrepreneurs building sustainable businesses based on their expertise and personality.

18. Planet Money

This is one of the many podcasts created by the National Public Radio (NPR) network. In 20-30 minutes, learn how anything can connect to the economy. Gain a better understanding of the economy and the world it operates in.

19. My First Million

This one is under the HubSpot Podcast Network co-hosted by business owners Sam Paar and Shaan Puri. Here, they brainstorm potential business ideas and opportunities you can try yourself. They also do business breakdowns and interview the brains behind built and failed businesses. Their hope is you reach that first million of whatever metric you choose.

20. The School of Greatness

After two life-changing injuries, one his dad’s and another his own, host Lewis Howles began his podcast. Once a former two-time All-American, he is now an entrepreneur and coach. He is also the best-selling author of a book of the same name. His goal is now to help others overcome challenges and achieve greatness. The show offers a collection of 1000+ interviews with prominent individuals. They discuss subjects like business and self-development.

21. Listen Money Matters

Matt Giovanisci and Andrew Fiebert partner together to bring you a down-to-earth personal finance podcast. If the other podcasts aren’t raw or real enough for you, try this one. Matt and Andrew bring humor, relatability, and energy to financial discussions. Whether you’re a novice or seasoned professional, you can benefit from their research and experience.

22. The Mind Your Business Podcast

James Wedmore guides listeners on how to make a lasting impression with the passion of bringing them from entrepreneur to CEO. To James, the 7 figure entrepreneur and business coach, his goal is to help people make real money doing what they really love. He believes that mindset and attitude are key and not simply hustling and grinding to the top.

23. Mixergy

As the name suggests, Mixergy is a platform where visitors can learn and grow by listening to a mix of people. Andrew Warner, co-creator of a multi-million dollar earning internet business, founded Mixergy for ambitious people to learn from thousands of startup stories. Mixergy aims for you to get passionate about a vision and get help to turn it into reality.

24. Tony Robbins Podcast

Almost a man in need of no introduction, this features the top world-famous business and life strategist. He shares advice that impacts millions. He is a multi-national best-selling author, entrepreneur, and philanthropist. That’s on top of being a personal coach for U.S. Presidents and popular celebrities. Learn from a man with 45+ years of experience speaking about success, business, and personal development.

25. Masters of Scale

The final entry in our best entrepreneur podcasts list is one packed with recognizable brands. Here, they tell their “rags to riches” stories. The show has two formats. One, hosted by Reid Hoffman of LinkedIn, focuses more on the business journey. The other is faster paced and focuses on the wisdom of these entrepreneurs in specific situations. Bob Safian, former editor in chief at the Fast Company, hosts the second format.

Frequently Asked Questions

What are the benefits of having my own podcast?

Podcasts are a great way to build your brand voice, connect with your audience, share your knowledge, and create accessible content.

How does being on podcasts help my business?

Here are three reasons:

You can communicate your expertise and knowledge in your industry to a wider audience.
Dialoguing with prominent creators in the space helps generate traffic to your site.
You can build connections and possible networks with other entrepreneurs.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like:

Conclusion

Maybe you’ve run your business for many years. Or, you could be just starting out, or not even have any ideas yet. Whatever the case, you can learn a lot from others in the same space. You can find out how to dive deeper into your passion, learn the work-life balance, or discover hustle opportunities. If you have a few minutes to spare or can dedicate hours, this list of the best entrepreneur podcasts has something for everyone.

Testimonials

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Want Better Virtual Assistants?

What is a Freelancer?

What is an Independent Contractor?

The Rise of Freelancers and Contractors in the Workforce

The History of Freelancing and Contracting

The Importance of Freelancing and Contracting

Similarities Between Freelancers and Contractors

Flexible work arrangements

Working on projects for multiple clients

Being responsible for their own taxes

Differences Between Freelancers and Contractors

Client obligations

Project types

Work arrangements and location

Frequently Asked Questions

1. Are there different legal considerations when hiring a freelancer vs contractor?

2. Can I expect different levels of commitment and availability between freelancers and contractors?

What Is Outsource School?

Conclusion

What is a Freelancer?

Independent Contractor

Gig Worker

Pros and Cons of Being a Freelancer

Key Skills Required for Freelancing Success

Communication

Industry Knowledge

Creativity

Project Management

What is an Entrepreneur?

Pros and Cons of Being an Entrepreneur

Key Skills Required for Entrepreneurial Success

Business Management

Critical and Creative Thinking

Transitioning from Freelancing to Entrepreneurship (and vice versa)

Tax obligations for freelancers and entrepreneurs

What Is Outsource School?

Conclusion

What is an Executive Assistant?

Definition and Role

Importance and Benefits

Time-Savings

Cost-Savings

Flexibility

Skills and Qualities of a Successful Executive Assistant

Organizational Skills

Communication Skills

Time Management Skills

Attention to Detail

Responsibilities of an Executive Assistant

Managing Calendars and Scheduling Appointments

Arranging Travel and Accommodations

Screening Calls and Managing Email Correspondence

Assisting with Meeting Preparation and Note-taking

Handling Confidential Information

Tips for Hiring an Effective Executive Assistant

Factors to Consider when Selecting a Candidate

Best Practices for the Hiring Process

Prepping

Researching and Canvassing

Vetting

Interviewing

Negotiating

Selecting and Onboarding

Managing

Frequently Asked Questions

What is the difference between an administrative assistant and an executive assistant?

How does hiring a virtual assistant differ from a traditional in-office assistant?

How do I ensure the security of my business information when working with a virtual assistant?

What Is Outsource School?

Conclusion

Top hard skills interview questions for hiring administrative assistants

1. What office productivity software (like Time Doctor) are you most comfortable using, and can you provide examples of how you’ve used them in your previous roles?

2. What communication tools and platforms have you used in your previous roles, and how did you utilize them for effective communication?

3. What is your typing speed, and how do you ensure accuracy in your typing?

4. Describe your experience with managing calendars. How do you handle scheduling conflicts and prioritize appointments?

5. Can you discuss your experience with data entry and database management? What systems are you familiar with?

6. What types of documents are you experienced in preparing, and what software do you typically use for these tasks?

7. Do you have experience with budgeting or handling expense reports? Can you provide an example of how you’ve managed this in the past?

8. Describe a situation where you had to troubleshoot a technical issue with office equipment or software. How did you resolve it?

9. Have you ever been responsible for making travel arrangements? How do you ensure all details are covered?

10. Tell me about a time you were involved in project coordination. What role did you play, and what tools did you use to stay organized?