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LEVEL 1 Virtual Assistant

Support various business functions by carrying out a broad range of administrative tasks like data entry, document and slidedeck creation and formatting, email and calendar management, and doing research. They are able to assist business owners in a wide variety of ways, provided that the tasks they’re delegated with don’t require specialist skills.

Recurring Task List

  • Check email & respond, deal with or delegate 
  • Check Skype voicemails (or similar software) & respond, transcribe voicemail message or delegate
  • Check live chat website messages received overnight & respond, deal with or delegate
  • Open and close Live chat at the start and end of the day on the website so people know when we are there live and when we are not.
  • Manage customer service/support tickets – deal with or delegate (e.g. Zendesk)
  • Check for any messages or comments on Meetup or similar software – esp any reviews good or bad. 
  • Check incoming orders/bookings (whatever it is for your biz) and follow the process (create your step by step process)
  • Update stock / Inventory (whatever it is for your business)
  • Create draft invoices for approval – get approved to send
  • Manage client bookings/calls in your calendar
  • Prepare and send agreement forms, contracts or other needed documents
  • Follow up on signed documents etc
  • Send a daily End of Day Report detailing tasks achieved, questions, roadblocks, feedback.
  • Handle inbound and outbound calls, voicemails, follow-ups ups via Skype or similar
  • Check & Follow Up ETAs from suppliers and purchase orders
  • Sort admin files and documents via Google Docs/Dropbox (or similar)
  • Send the questionnaire to new applicants
  • Answer online inquiries via email/chat with set guidelines
  • Politely follow up overdue invoices
  • Book the weekly meeting with you in your calendar to discuss (insert your agenda)
  • Managing the transcribing services we recommend for podcasts or videos for use as blog content. (NOTE: Our VAs are generally not used for transcribing. We recommend www.rev.com)
  • Research, shortlist, and keep you informed of industry events you may want to attend
  • Contact clients/customers and ask them for feedback using a survey or questionnaire 
  • Reach out to customers/clients and request testimonials using a template message 
  • Follow up unpaid invoices with a template message
  • Research conferences, events, Meetups or online webinars you should potentially attend
  • Admin maintenance (organizing G-Drive database or similar)

Project Task List

General Admin

General admin roles and responsibilities include providing support for all types of organizations and businesses and their staff members.  

  • Set up a Skype local phone number for our business
  • Check flight schedules, hotels, and other travel needs
  • Book a restaurant / find a restaurant
  • Book parking / find cheapest, closest, easiest parking
  • Send emails to confirm appointments
  • Send thank you cards, welcome cards etc to clients/customers/ suppliers
  • Organizing your Dropbox / Google Drive files
  • Creating and managing spreadsheets, word docs, files
  • Research best deals online for things you are looking to buy – office equipment, furniture, holidays …. Anything!
  • Organize flowers or gifts to be sent to your loved ones, colleagues, clients
  • Organize your Christmas card list
  • Head hunt for additional applicants for each given role when needed (LinkedIn, Facebook, SEEK, etc.)
  • Check emails and draft replies
  • Manage google calendar
  • Check Outlook Calendar and Email
  • Check Onenote for NewPost that needs to be done first
  • Update OneNote Key Dates for any upcoming meeting/ events
  • Check Map for travel distances taken for logbook for Tax Office
  • Create Zoom meeting rooms
  • Pay bills (gas, internet, electricity, online subscriptions and the like)
  • Make a tutorial video (via Loom)
  • Create a company procedures manual
  • Create a company policies manual (You provide policies)
  • Shadow you doing various tasks for a couple of weeks and use it to create a step by step process for the task for our business
  • Plan, organize & help coordinate an event
  • Assist with Pipeline Reports
  • Assist with End Of Manufacturing Report
  • Assist with Budget Report
  • Create a client survey
  • Create a client feedback questionnaire and ongoing process to track this
  • Create online templates/questionnaires my clients can fill out
  • Create a newsletter template design for ongoing use
  • Create a flyer for your event
  • Create a poster for your business
  • Create a Media Kit for your business
  • Create a Speakers page on your site with buttons to book you as a speaker
  • Watch videos of you doing a task (screencasts) and then turn that into a step by step process for your business. This is how your VA can create your business processes for you
  • Manage the recruitment process (Video application)
  • Dashboard management for employee onboarding
  • Set up an online booking system & integrate with your website & calendar to streamline your client booking process
  • Create online payment forms your clients can use
  • Recruitment CRM Maintenance (uploading missing files from processed, placed or unsuccessful applicants)
  • Coordinate with talent consultant with new job openings, discuss positioning session
  • Create Product Post for Upcoming event
  • Create Event (Like EventBrite or other booking sites) for upcoming Keynote/workshop
  • Create Event in eSpeakers for upcoming Keynote/Workshop
  • Create in OneNote Task list to prepare for an upcoming event
  • Create a letter template to send out to clients that purchased the tickets
  • Send out emails for those who purchased the tickets for the event