Virtual Assistant Roles and Job Description Templates to Use for Hiring

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Crafting a job post can be a complicated and time-consuming process. How do you know that you’ve written all the virtual assistant roles and duties clearly and completely? Does your job description communicate your brand well? Will your job ad reel in the attention of the like-minded, talented individuals you’re looking for?

In this article, we will be talking about the value of an excellent job post, the benefits of job templates, and even sharing a few of them with you. 

What’s the Importance of A Well-Crafted Virtual Assistant Job Description?

Communication

A job post does more than communicate the job requirements. It can also communicate the company’s history, achievements, offerings, values, culture, and tone. You certainly don’t want to flood your job description with company facts. However, a short introduction to your company can be a valuable advertisement to attract talented individuals. 

There are many ways you can do this. Constructing an introduction around company history, values, and culture can appeal to candidates with similar values or passions. Showing off achievements can attract highly skilled individuals looking to mutually benefit from a partnership. 

Attracting the Right People

A man and a woman doing an individual, personal check-in before their team virtual meetings.

If your job post looks very well put together, detailed, and clear, it will exude sense of professionalism. This has a higher likelihood of attracting people with the same mindset and values. Just remember, you attract what you project. If your job post isn’t skillfully crafted, don’t expect to attract skillful individuals. 

Setting up Clear Expectations

If you don’t describe virtual assistant roles and responsibilities in detail, you’re setting yourself up for future misunderstandings. Not only should you define the specific skillsets you are looking for, but you should also lay out the scope of the work clearly and concisely. This way, potential applicants know exactly what you expect from them. In turn, they also know what they can expect from you. You don’t want to spend your time answering a bunch of clarifying questions for applicants who will turn out to be wrong for the job just because you weren’t specific enough in your posting.

What Are The Benefits of Using Templates for Hiring Virtual Assistants?

Time-Saving

Having to create a template from scratch can take away valuable time from actually finding someone to fill the role. Now imagine if you needed to create one each for multiple positions over several months or years! With a template, all you need is to fill in or edit the requirements in each section, and you’re good to go. If you’re under a time constraint, recruit frequently, or need to find a hire quickly, a job description template is an easy and effective solution. 

Look Professional

virtual assistant roles

Job seekers are likely to be discouraged by a poorly written, typo-ridden, or info-lacking job description. Some have had unfortunate experiences with job scams. Others have wasted hours inquiring about details that weren’t specified only to have the position filled. Using these templates can help you appear more professional and legitimate. A well-put-together job post breeds confidence in job seekers. 

Beginner Friendly

If you’ve never written a job description before or are new to hiring, job posting and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs.

If you’ve never written a job description before or are new to hiring, job postings and job description templates are great resources. Maybe you don’t know what the virtual assistant roles are for that position. Maybe you’re looking for a guide to help you. Templates can serve as teaching tools to help those newer to hiring understand who and what to look for in a candidate. They include all the information that you would both need to know about the position. You simply need to add or subtract based on your needs. 

Good Foundation to Build Off Of

One criticism of templates is that they can sometimes be cookie-cutter or appear “same-y”. However, they do provide a good framework to build from and add your own personality. They provide you with the sections you need and you can mix and match them to fit your company’s tone. Not everyone wants to know a person’s educational attainment or certifications. However, if you value that as a company, you can add that in. Eventually, you will be able to create your own templates and requirements for virtual assistant roles.

Key Components of a Virtual Assistant Job Description

Documents containing the details of different virtual assistant roles.

Job Title and Summary

The job title is the first thing candidates see, which means it’s important to write it well. It not only succinctly describes the position, but should provide a hook to grab attention. 

The job summary, often called a “job brief,” is like an introduction to the position. This can include a short but engaging description of the position and a small background of your company. As mentioned earlier, you can include details such as company achievements, values, product or service information, and other information you think could add value to the job post. Whatever you think can make your job post stand out among the rest, include it. 

Job Responsibilities

This is the part where you go into more detail about virtual assistant roles. This part of the template covers:

  • scope of the work
  • skills required
  • proficiency with tools
  • educational or certification requirements
  • experience requirements
  • location preference

Note: If you want to keep clarifying questions to a minimum, the more detail you add, the better.

Schedule / Hours Per Week

This section is where you indicate whether you require a part-time or full-time hire. Along with that, you should specify if you need them to work on specific days or during specific hours. Additionally, you can also indicate if there is a certain number of hours they need to put in during a week.

Rate

We recommend doing some research on what the average hourly rates are for the position you are hiring. While these rates can be up for negotiation during interviews or onboarding, you should know the average and display a range. This way candidates can see the range and consider if their rates lie within that range. You should also indicate if you are willing to hire on a per-project basis and do the research for those rates as well. 

Note: Rates will vary depending on the region or country you hire from. If you need a remote worker with stable power, stable internet, and backups, that comes with a higher cost. 

Job Post Templates For 3 Common VA Roles

Customer Service VA

Smiling agents with headsets to whom you can outsource eCommerce customer service.

Job Description:

We are looking for a virtual assistant to handle the phone, email, and live chat support lines for our business. We need someone who has solid experience in this type of role. Please do not apply if you do not have at least 2 years of experience providing phone, email, and live chat support. Also, do not apply if you don’t have a quiet working environment and a background noise-canceling headset.

The ideal candidate should have a pleasing and positive personality and is able to convey this through email and chat interactions with our customers and prospective clients. He/she will be expected to learn about our product/services and resolve client issues on their own unless help from another department is needed. We want someone who is a problem solver, resourceful, can work under pressure and with little to no supervision, and goes above and beyond in handling customer issues. Excellent English communication skills and a neutral accent is a MUST. The VA should have their own computer and fast and reliable internet connection.

Desired Hourly Rate:

$6 to $8

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Live chat support software programs such as Hubspot, LiveChat, ChatBot, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

General Admin VA

virtual assistant roles

Job Description:

We are currently looking for a general virtual assistant to join our team. We need someone who has experience in this type of role. Please do not apply if you’ve never worked as a general VA.

The ideal candidate should be knowledgeable in carrying out a variety of tasks such as data entry, research, social media management, email correspondence, calendar management, setting appointments, etc. He/She should be very organized, has a keen eye for detail, is reliable, and MUST communicate well. Some tasks are done on a daily basis, while others need to be done only when needed. It is important that the VA can work well under pressure and handle multiple tasks efficiently, even on a busy day.

Desired Hourly Rate:

$5 to $7 per hour

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Client business hours

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Calendar management tools such as Calendly, Google Calendar, etc.
  • Evernote, One Note, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

Marketing VA

virtual assistant roles

Job Description:

We are looking for a digital marketing virtual assistant to join our team. We need someone who is passionate about creating and managing sophisticated high-performing digital marketing campaigns that align with our objectives.

The ideal candidate should have extensive knowledge and understanding regarding market research, analytics tracking, and campaign management across Google and social media platforms. You must be excellent in a collaborative environment, and must be able to bring your own ideas to the table. On top of this, you should have excellent communication skills and can handle a variety of tasks effectively, even when under pressure.

Desired Hourly Rate:

$8 – $12

Location Preference:

Non-US

Hours Per week:

40 hours

Specific Hours:

Flexible

Weekends Needed?:

No

Programs or Tools They Need to Know:

  • Google Analytics
  • Google Adwords
  • Email Automation Software like Hubspot, ActiveCampaign, Sharpring, etc.
  • Gsuite
  • Slack
  • Experience working on project management platforms like Trello, Asana, Teamwork, etc.

These virtual assistant roles and responsibilities templates were created by the team at Outsource School. We’ve used a lot of these templates in our own hiring processes and love to share them with other business owners. They are taken from our 50 Job Post Templates To Hire Rock Star Virtual Assistants. This resource was a bonus given to one-year Outsource School members. If you want full access to helpful resources like this and even personalized assistance with your hiring needs, consider becoming a member today!

Top 10 Virtual Assistant Roles

It is definitely possible to outsource your entire business to virtual assistants. Here’s a list of the top virtual assistant roles you can hire for:

  1. Administrative Virtual Assistant
  2. Social Media Virtual Assistant
  3. Customer Support Virtual Assistant
  4. Content Writing Virtual Assistant
  5. Research Virtual Assistant
  6. Project Management Virtual Assistant
  7. E-commerce Virtual Assistant
  8. Email Marketing Virtual Assistant
  9. Graphic Design Virtual Assistant
  10. Website Development Virtual Assistant

What Is Outsource School?

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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

You are now armed with job post templates and are ready to start hiring. You now also and a better understanding of how to write your own job posts – job descriptions, virtual assistant roles, rates, and all. So, get out there and begin your search for the perfect candidate!

 

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Virtual Assistant Skills and Qualities to Focus on When Hiring

  What virtual assistant skills and qualities should I look for when looking for my next team member? Hiring for a position is more than just looking for people with the right sets of hard skills to complete the tasks. You need more than a content writer who can churn out excellent articles quickly. You want more than a graphic designer who is proficient in 3 different art tools. These hard skills are great, and necessary, but you also need hires to have certain soft skills. This is what helps you to work well with them.  In this post, we are going to talk about qualities to look for in pretty much every hire regardless of the position, and why they are essential.  The Changing Landscape of Virtual Assistant Skills Earlier the concept of hiring remote or hybrid employees was a new concept and business owners found it difficult to expect results from them. Now it’s a thing of the past! Hiring virtual assistants has become the new normal, as 70% of companies have turned to VAs as they bring a pool of different skill sets.  Being only good at their job, like creative writing or administrative work, is not enough anymore. VAs need to develop specialized skills like technical know-how or better decision-making skills to deliver results.  There is also an increase in demand (62%) for VAs with specific skills in various industries as they bring fresh ideas to the table. The evolution shows the aggressive changes in workplace demands, technological advancements, and the shift to remote-first business models.  Essential Skills of a Virtual Assistant to Look For As a business owner, you need a virtual assistant who can help your business grow with their unique skills. You need to look for a strategic partner rather than just a task manager. Here are the top skills and qualities of a virtual assistant to look for when hiring: 1. Communication Skills First on our virtual assistant skills list is probably the most important – communication. Imagine what would happen if hires did not pass information clearly or concisely. The work pipeline would get clogged up. Individual team members would get confused about tasks. Misunderstandings would occur frequently and nothing would get done properly.  Beyond speaking the same language, there are several signs that a person is a good communicator.  Listens well and is attentive Takes notes Asks good questions Clarifies Can speak back instructions Relays instructions accurately Can give clear instructions 2. Computer Literacy VAs naturally need to be able to navigate the digital space well. This includes software, apps, tools, and search engines. They typically need to know how to do video conferencing, emails, and the like. They Should also be familiar with the tools in the Google and/or Microsoft suites. At a minimum, they need to be adept in the technologies needed to accomplish their job. A great VA will keep learning how to increase productivity. They will also take steps to become more effective by using new tools and even automation. Additionally, freelancers also need to know how to navigate virtual assistant websites and freelance marketplaces.  3. Creativity These qualities don’t just apply to positions that require creative virtual assistant skills. For instance, you don’t need to be a graphics designer, content creator, editor, or advertiser. Innovation is not job specific. VAs can exercise their creative muscles together with their problem-solving skills. This way, they can come up with new ways of accomplishing tasks.  4. Interpersonal Skills Interpersonal skills go hand in hand with communication skills. VAs need to be able to interact and deal with people at different levels. Most VAs you hire will go under a manager. You will also hire some to be these managers. Either way, they need to be able to work well with others. They must do this to be able to complete projects and attain common goals. Arguably, the best at this are VAs that have worked with several different companies with different cultures.  They know how to: Adapt to personalities and teams Identify strengths and weaknesses Build connections and rapport 5. Attention to Detail Virtual assistants need to be detail-oriented. They do this when checking emails, entering data, and creating content. They also apply this skill when assessing the job description and rundown of roles and responsibilities. Some of the best virtual assistants are those who can spot mistakes that their superiors make. Then they can point them out, ask if it was intentional, and make suggestions to solve them. These qualities should be valued. Attention to detail shows that the VA takes initiative, takes responsibility, and cares about the job being accomplished well.  6. Time Management Skills Time management is essential, not only in the case of getting things done in an efficient time frame. It’s more than just meeting a deadline. For VAs, there is another layer.  A lot of VAs are hired from overseas. This means they don’t always have the same time zone as the hiring company. They need to be able to accomplish their tasks. Then, they must allow room for questions and other concerns they may not be able to ask at any time of day.  7. Decision-Making Skills Nobody enjoys working with passive actors. VAs need to be able to think on their feet. This is based on their prior knowledge, prior experience, and given SOPs and instructions. A VA should take initiative and shouldn’t be overly reliant on their managers for every decision.  8. Project/Task Management Skills Hiring a VA for a management position can be tricky. A manager needs to be able to organize teams and tasks well. This includes having skills in project management software like ASANA, Trello, Zoho Projects, etc.  These individuals can: Create and organize workflows Plan tasks in advance Communicate goals, milestones, and deadlines Delegate tasks Communicate with individuals and teams  Set up meetings  Execute tasks together with the team Track progress Review results before submitting the final output 9. Independence The best virtual assistants possess

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19 Best Virtual Assistant Websites to Find Top Talent

Looking to hire the best talent from the top virtual assistant websites? There are millions of freelancers in the world. Yet, it can be difficult to find the right person for the job. Well, we’ve gathered the best freelance websites out there. This way, you can be sure you’re getting the real deal. TL;DR – Best Virtual Assistant Websites Here’s a quick view of the best virtual assistant websites that you can hire from: Fiverr Upwork  Freelancer.com PeoplePerHour LinkedIn Zirtual Hello Rache OnlineJobsPH Virtalent 24/7 Virtual Assistants Virtual Staff Finder FreeUp Magic Woodbows Boldly VirtualStaff.ph Fancy Hands Indeed Time Etc With so many top-tier platforms to choose from, let’s find the perfect virtual assistant for your needs. Want to simplify the hiring process? Visit Outsource School and learn how to hire and manage skilled professionals seamlessly. Set up a consultation today! Perks of Hiring Through Virtual Assistant Platforms As a business owner, you know how overwhelming the workload can be. In such scenarios, you wish for an extra set of hands to handle your work. A website for virtual assistants (VA) might just be your most useful tool. These platforms are a treasure trove of skilled professionals ready to tackle tasks you simply don’t have time (or energy) for. Access to Global Talent: Why limit yourself to local talent when you can hire from any corner of the world? Virtual assistant platforms connect you to professionals worldwide, providing access to diverse skills and expertise. Cost Efficiency: Hiring through these platforms is usually cheaper than hiring a full-time employee. Many VAs work remotely, so you save on office space, benefits, and equipment. Flexibility: Need help for a one-time project or an ongoing task? Virtual assistant platforms offer the flexibility to hire talent on your terms—whether it’s for a few hours, weeks, or even long-term engagements. Time-saving: You can skip the hassle of traditional hiring and visit VA platforms. These websites streamline hiring and offer pre-vetted candidates, job templates, and recruitment support. Scalability: As your business grows, your workload will increase. Virtual assistant platforms let you scale your team without the long-term commitments of full-time staff, ensuring you’re always equipped to handle more. Things to Watch Out For When Using VA Websites While hiring a virtual assistant might take a lot of the pressure off your shoulders, there are some things to keep in mind to avoid outsourcing mistakes: Vetting Quality: Not all platforms offer the same standards when it comes to screening freelancers. Stick to platforms with strong vetting processes to ensure you’re getting professionals who deliver quality work. Communication Barriers: Time zones and language barriers can get tricky if your VAs are from different countries. Choose platforms that help with tools or tips to keep things smooth. Hidden Costs: Watch out for extra charges like posting fees or transactional costs. Always check for hidden costs upfront. Data Security: You might be sharing sensitive business information with your VA. Ensure the platform has strict security measures in place, and take extra steps like signing NDAs or using secure communication tools. Unclear Expectations: Miscommunication can harm your business. Be clear about your expectations, timelines, and deliverables from the start to avoid misunderstandings.  19 Top Virtual Assistant Websites With numerous virtual assistant platforms, how do you know which one’s right for you? Don’t worry—we’ve researched for you! Whether you need help with admin tasks, marketing, or specialized projects, there’s a platform tailored to your needs. Below are the 19 best virtual assistant websites covering a variety of industries, specialties, and budgets. Let’s dive in and explore! 1. Fiverr Fiverr is a freelance marketplace that allows you to choose from over 500 categories of jobs. The name comes from how they started offering online services for as low as $5. Now Fiverr is an industry giant offering long and short-term projects from affordable and competitive prices to premium rates. With Fiverr, you can quickly find talent, get to work, and accomplish tasks. You can also access Fiverr Business for teams and access exclusive features like talent matching, dedicated account managers, and collaboration tools. You can also upgrade to Fiverr Pro if you want access to the best vetted freelancers. 2. Upwork   Upwork is one of, if not the best, virtual assistant websites on this list. This huge, award-winning marketplace offers a wide array of services. It’s home to millions of freelancers in almost 200 countries. You can access talent so easily in one of three ways. Talent Marketplace™ – Create a job post, review proposals, view freelancer profiles, read reviews on their profiles, and select the talent you want to work with  Project Catalog™ – Pick the job you need from hundreds of project templates  Talent Scout™ – For a project more than a month in duration, a recruiter can pair you with the best people for the job  3. Freelancer.com Freelancer.com is the largest freelancing and crowdsourcing marketplace. They serve clients worldwide with millions of worldwide talent from almost 250 countries. You can easily create a job post for any of the 1800+ categories. Get bites quickly and examine profiles to find the best fit. They also offer recruitment help to find the best talent. If you need managerial help, they also offer “co-pilots” to help you with your projects. You pay when you are completely satisfied.    4. PeoplePerHour PeoplePerHour is a freelance community and marketplace that has connected over a million clients to global talent. Their anti-fraud and money-back guarantee perks mean that they are a secure and trusted place to conduct business. Hire from over 3 million freelancers offering 8,000+ skills in as fast as 10 minutes. You can post a job, search for freelancers yourself, or search through pre-set bundles created by freelancers. You can also manage and track your project through Project Stream.  5. LinkedIn LinkedIn is a widely used digital business network that connects companies with individuals looking for work. This platform is not designed specifically for finding virtual assistants. However, it does act as a

employee engagement and retention

Employee Engagement and Retention Strategies for Ecommerce Businesses

Employee Engagement and Retention Strategies for Ecommerce Businesses Image source Success in the fast-moving world e-commerce is greatly dependent on employee engagement – and engagement is the key to employee retention. Employee engagement refers to the level of commitment, enthusiasm, and emotional investment that employees have towards their work and organization, which influences their performance and overall job satisfaction. Engaged employees drive innovation, productivity, and loyalty to the business for growth. High turnover, on the other hand, disrupts operations and increases costs. To lead in the competitive e-commerce space, organizations need to create an environment that makes employees feel valued, motivated, and committed. This article considers some practical strategies for doing so. This article is published as part of a sponsored collaboration. Build a Strong and Inclusive Workplace Culture Strong workplace culture forms the backbone of employee engagement. It shapes how employees relate to the company and their colleagues, informing their overall experience. The first step toward lasting engagement is defining the mission and values of your organization. Employees are more engaged in their work if they clearly see how it serves a greater purpose. Leaders can help promote this mindset by embodying those values themselves—that is, establishing trust and alignment with workplace core values. Inclusivity is equally important. An environment that celebrates diversity fosters innovation and teamwork. Establish policies that promote equity and ensure every voice is heard. A workplace where employees feel they belong encourages collaboration and loyalty. Transparency and open communication further strengthen culture. Regular updates, team meetings, and open-door policies create a sense of shared purpose and ensure employees feel their opinions matter. Invest in Employee Growth and Development Opportunities for growth rank highly as a driver of employee retention. Clear career advancement paths ensure motivation and loyalty among employees. Start with continuous learning opportunities. Given that eCommerce is highly dynamic, employees must always be able to evolve to cope with changes in both the industry and technology. As an employer, focusing on employee professional growth is essential to promote loyalty and employee retention. Provide access to workshops, online courses, and certifications that match company needs with individual aspirations. Another important investment is in the area of career development plans. Work with your employees to map out individualized roadmaps that detail their aspirations, along with actions required to achieve them. All this calls for regular check-ins to review progress and adjust plans if needed. Another main area of recognition is in personal growth. Recognize a job well done through promotions, bonuses, or words of praise. Employees who feel valued will be more likely to stay and contribute at higher levels as they grow their skill sets. Focus on Employee Well-being Ecommerce businesses are characterized by a fast-paced, high-pressure environment – placing employers under significant stress. It’s essential to support the physical and mental well-being of employees for long-term engagement. Equally necessary is mental health support. Share resources such as counseling services, mental health workshops, and stress management programs. Create a culture where talking about mental health is normalized and supported. Physical wellness initiatives can go a step further: ergonomic workstations, wellness programs, or fitness challenges. Employees whose health is considered in their work are more inclined to stay steadfast at their respective jobs. Leverage Technology for Engagement Image source Technology can greatly improve employee engagement in ecommerce businesses. Since most teams work remotely or across locations, digital tools help to keep them connected and collaborative. Collaboration platforms like Slack or Microsoft Teams make communication much easier, so everybody is on the same page. Project management tools like Trello or Asana enhance the tracking of tasks and accountability. Standardized mechanisms for feedback are important uses of this technology. This may entail feedback from employee surveys, which provide the means of observing levels of staff engagement and permit active problems-solving in a way that is very proactive. Mechanisms for automating repetitive tasks would involve reducing the more mundane tasks typically performed by human labor through the use of AI or digital alternatives. However, it is important that this technology is not perceived by employees as threatening their job security. Where necessary upskilling of employees to leverage these technologies should be prioritized. Strengthen Leadership and Management It is leadership that determines how engaged employees will be. Great leaders instill confidence, lead, and motivate their teams effectively. First, developing leaders to adopt a coach-like attitude is essential. Leaders should approach their people with a personal touch when providing guidance, focusing not just on task completion but also on individual growth and development. Some basic skills that help build trust and rapport include empathy, active listening, and effective communication. These skills foster an environment where employees feel valued and understood. Transparency in decision-making is also critical. When leaders are open with employees about the company’s goals, challenges, and successes, it creates a sense of shared responsibility and trust among the workforce. This openness encourages employees to contribute ideas and solutions, enhancing their engagement. Lastly, strong leaders lead by example. By demonstrating commitment, positivity, and alignment with company values, they inspire employees to emulate these behaviors. This reinforcement of a culture of engagement not only boosts morale but also optimizes team performance, leading to greater overall success for the organization. Engaged employees are more likely to go above and beyond in their roles, driving innovation and productivity. Monitor and Adapt Engagement Strategies Employee engagement is not a once-off. It calls for continuous review and adaptation to changing needs and an ever-evolving marketplace. Key engagement metrics are important, as the saying goes – if you can’t measure it, you can’t manage it. Variables such as turnover rates, levels of absenteeism, and employee satisfaction scores are vital metrics. Review and analyze these data points regularly to spot trends and areas for improvement. Conduct exit interviews to understand why employees leave and use the feedback to sharpen your strategies. Listening to employees, even as they leave, gives insight into how to retain others. Be agile in approach. Ecommerce is a fast-changing industry, and the needs of

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How to Hire an Email Management Virtual Assistant (+ Benefits)

  Are emails bogging you down? Do you feel like you’re spending way too much time at your desk answering them? Do you feel like your inbox could use some sprucing up? Maybe you need a complete email spring cleaning! Whichever it is, it sounds to us like you’re in need of an inbox management virtual assistant.  The good news is that you can actually hire one today! But before you go there, we put together a few things that we think you should know about hiring an inbox management virtual assistant. In this article, we are going to be covering  What Is an Email Management Virtual Assistant? Benefits of Hiring a Virtual Assistant for Email Management 11 Tasks to Hire an Inbox Management Virtual Assistant For How Much Does an Email Management VA Cost? What Are the Best Virtual Assistant Websites to Hire From? Case Study: How John Hired an Email VA & Saved 2 Hours Per Day Sign up for Outsource School and unlock our free hiring packet to help you get the best email management virtual assistant. What Is an Email Management Virtual Assistant? Also known as an inbox management virtual assistant, these individuals are responsible for handling your emails. Their duties involve organizing and sorting emails, creating folders and labels to categorize emails, color coding emails to make them easier to locate, and even deleting unnecessary emails or spam. An outsourced inbox VA will even do all of this for you before you get on in the morning! This way, you can start your with a clean and beautiful inbox and avoid all the stress that unkept email will usually cause. Now, that’s just the categorizing part of the job. You also have the replying side of things, which a more specialized email assistant can handle, too.  When you think about all of that and the amount of time it could take you to accomplish a single day’s worth of emails, you start to see the value of hiring an email assistant. These people typically have developed efficient methods. They will implement proven processes to clean up your inbox and keep it that way. They may also use software programs, as needed and if you prefer, to help manage all the online correspondence.  Benefits of Hiring a Virtual Assistant for Email Management Outsourcing email management impacts both your professional and personal well-being. It frees up your time, so you can undertake other tasks with less strain. Below, let’s highlight the main incentives for hiring an email management virtual assistant. Improved Productivity The average user spends about two and a half hours checking their work email daily, which increases to six hours when you include personal inboxes. This reduces the time spent on productive tasks. Hiring an email management VA frees up these hours, some of which you can allocate to your core business functions, improving productivity. Timely Responses Entrepreneurs understand the hassle of replying to daily client inquiries. Oftentimes, you might get overwhelmed and fail to reply to potential clients, losing business. Email management VAs monitor your inbox for new messages and quickly respond to customer inquiries and feedback. Confidentiality and Security Hiring an email management VA lets you control how many people access your messages, especially those containing sensitive business information. This is safer than allowing the whole in-house team to access your email. It also simplifies following up on security incidents like data breaches. Improved Work-Life Balance You should hire an email management VA if you often check your email when out of the office, including during social gatherings. The VA will respond to incoming emails and only contact you for issues that require your attention. This lets you enjoy your breaks from work and take up hobbies, improving your overall well-being. Professional Communication Email management VAs are trained in effective communication as part of their virtual assistant skills. They are proficient at handling customers, including using the right tone and observing cultural sensitivity. They also align the email responses with your brand communication strategy to give your business a professional image. Cost Advantages Hiring an email management VA is more cost-effective than recruiting an in-house personal assistant. The VA works remotely, so you need not increase your office space or invest in infrastructure to accommodate them. Tasks to Outsource to a Virtual Assistant for Email Management Deleting junk emails and keeping your inbox clear of any unwanted newsletters, subscriptions, or promos.  Forwarding emails to the necessary people within your team or others Archiving old emails that might be useful later so you main box isn’t filled with old mail Responding to emails and setting up automatic replies Some email marketing like sending out mass emails such as newsletters and introductory emails to the selected list of customers Managing your contact list which involves sorting contacts in order of importance or priority, categorizing them with labels (customers, business partners, suppliers, internal team, etc.), adding new contacts, and deleting old ones Sorting emails in order of priority so you know which emails are urgent and which can wait  Some customer support duties like answering customer inquiries  Creating folders and applying labels to emails. Labels add specificity. Folders organize old and new emails for future reference. Setting up filters ensuring incoming emails go into the applicable folders tidying up your main inbox Answering emails about meetings and adding them to schedule  How Much Does an Email Management VA Cost? Virtual assistants have a range of prices depending on a number of factors such as skill level, level of experience, scope of work, specialized knowledge, length of project, are you hiring a VA full-time or a part-time VA, and what country they come from.  If you want an inbox management virtual assistant who does only the admin side of things, then in the U.S. you’re looking at an average of $10-$12 per hour. VAs from the Philippines and India are less costly both averaging around $6-$7 per hour.  Now if you’re looking for a VA who can

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