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What Does a Virtual Assistant Do? 

22 Apr, 2021 | Bill Peatman

“One of the biggest reasons why entrepreneurs nowadays struggle to grow their businesses is because they are simply wearing too many hats,” said entrepreneur and author Chris Ducker. 

He’s right. Service Now’s State of Work report found that executives spend an average of 16 hours a week on administrative tasks.  That means the leaders of businesses are paying themselves a hefty salary to do things that an assistant might otherwise do. 

Why do they do it? Because technology has enabled and trained executives to be self-sufficient but not self-efficient. “They do everything in the business,” Ducker said. “They ARE the business.” 

Ducker labels this “superhero syndrome. “It’s a dangerous, downward spiral that most entrepreneurs suffer from,” he said.   

 

Enter the Virtual Assistant 

The 2020 shift to mostly remote work has made thousand open to the idea of a remote virtual assistant to free up executives’ time to grow their businesses—hand off many of these hats they wear. Tasks virtual assistants perform can be divided into two categories: front office and back office.  

Front Office Tasks 

Front office tasks are customer facing duties—think of someone at the front of a physical office.  These tasks typically include: 

  • Scheduling meetings 
  • Screening calls and emails 
  • Placing calls and sending emails 
  • Managing email campaigns 
  • Planning travel and events 

 

Back-Office Tasks 

Back-office tasks are those that support your business’s infrastructure and systems. Back-office tasks that a virtual assistant can easily perform include: 

  • Sales prospecting  
  • Following up on sales leads 
  • Doing CRM data entry and cleaning 
  • Document preparation 
  • Scheduling candidate interviews 
  • Email marketing 
  • Invoicing 

The work is important or the entrepreneurs wouldn’t be doing it. If you don’t invoice, you don’t get paid, for example. But it is also work that is easily delegated. 

 

Sales Support 

Let’s look at sales operations as an example. If you want to build marketing campaign, you can start by building a list of known and/or unknown contacts to reach out to. You can search your internal CRM database or a third-party platform like LinkedIn or ZoomInfo, based on persona criteria: 

  • Industry 
  • Company size 
  • Job title 
  • Location 

Building a prospecting list using predefined criteria is something that a virtual assistant can easily do.  You can expand the criteria, or build multiple lists for different market segments with similar criteria. But it’s only the beginning of how a virtual assistant can support sales. An assistant can: 

  • Send email invitations to prospects 
  • Enter response data in the CRM per business requirements 
  • Follow up on email responses 
  • Schedule appointments 

 

Document Preparation 

Building templated documents is another time-consuming task that a virtual assistant can take off your plate. Common document prep tasks include: 

  • Building a profile of a prospect ahead of an intro call 
  • Using recorded meetings to create next-steps memos after a meeting 
  • Creating job descriptions for recruiting 
  • Creating sales sheets using company templates 
  • Creating social media and digital ads 

Any document that has standard fields that need to be updated or customized for a customer, recruit, or sales opportunity can be offloaded to a virtual assistant. 

 

Professional Networking 

Virtual assistants can also help executives maintain and expand their professional networks. Building a list of priority contacts enables the assistant to schedule meetings optimized around your calendar. For example, if you are traveling to a different city the assistant can book meetings for you while you are in that area. They can also track your preferences (or your contacts’ preferences) for meeting locations and times.  

 

Responding to Email 

It’s not uncommon for executives to spend up to three hours a day reading and responding to emails. A virtual assistant can learn your email preferences and monitor your inbox, alerting you when key contacts reach out to you, and responding on your behalf to messages that don’t require your personal attention. Other email management tasks a virtual assistant can perform: 

  • Storing emails in folders by categories 
  • Sending confirmation emails for important meetings 
  • Archiving old emails that are no longer relevant 
  • Removing meetings from your schedule that are rejected 

 

What Virtual Assistants Don’t Do 

Over time a virtual assistant will learn your business and some may have skills that enable them to contribute beyond admin tasks. Some have developed expertise in digital marketing tools and social media tools, for example. That said, virtual assistants are not ideal for specialized tasks that require expert training and deeper business experience. Examples include: 

  • Graphic design—a virtual assistant can upload a photo or graphic into a template but probably can’t design your annual report. 
  • Web development—making edits to existing web pages is no problem, but coding is probably not in a virtual assistant’s skill set. 
  • Accounting—light bookkeeping, yes, but heavy accounting experience is unlikely.  

 

Wear Fewer Hats 

A virtual assistant can perform just about any administrative tasks that you can delegate. Good ones excel at building processes that improve productivity and save time. Some will require a bit of up-front training, but that time will be recouped later when the task is completely off your plate.  

Prialto has more than 10 years of experience, training, managing, and coaching virtual assistants for business throughout the United States and Europe. For information on how a virtual assistant can work for you, check out this guide. 

Discover how a virtual assistant can boost your productivity,

About the Author: Bill is Prialto's senior content marketing manager and writes about the future of work and how businesses can be more productive and successful. His work has appeared in the World Economic Forum Agenda blog and CIO magazine. 

 

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