Over 100 Things You Can Do As A Virtual Assistant

Over 100 Things You Can Do As a Virtual Assistant
The Single Work at Home Mom
Over 100 Things You Can Do as a Virtual Assistant!
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Over 100 Things You Can Do as a Virtual Assistant! What Is a Virtual Assistant?
What is a Virtual Assistant? According to Virtual Assistant Networking Association (www.vanetworking.com), a Virtual Assistant (VA) is a highly-trained independent entrepreneur who provides a myriad of business support services virtually via phone, fax and internet based technology to support and meet the growing needs of businesses worldwide. I have worked online from home since 2007 and the following marketing techniques are ones that I have personally used to sign clients to retainer contracts. I highly advise you to try several ideas, track what does and does not work and stick with it. You do not want to waste money on marketing strategies that are not effective. The following are some tried-and-true methods that I have personally used over the years to find work as a virtual assistant. 1. If you are just starting out and not quite sure what services you want to offer clients, I recommend volunteering. I went online to Volunteer Match and found an organization in need of a virtual assistant. By working with this client, I not only got to hone my business skills but provided pro bono administrative support services to an organization in need. You may also want to find local nonprofit organizations in your area. Many are more than open to volunteers. In addition to routine administrative tasks, you may want to offer to develop a website, come up with new fundraising ideas, create a donor database or newsletter, the ideas go on and on. 2. There are many freelance sites online. Keep in mind that you will probably not be able to demand your initial retainer rate but they are great to utilize when starting your business. Some of the better known sites are: ODesk and Elance. Read all policy information carefully. You will need to know how to submit resumes, how to create a profile and how/when you will be paid. 3. A free marketing tool is your email signature. Create an email signature with all of your contact information such as your phone number, website and a tagline describing your business. I did sign a client this way. Our initial contact had nothing to do with my business but about finding a house! 4. Talk to EVERYONE about your business. You never know who knows who you need to know. During a meeting with a woman regarding a non-business related matter, I casually brought up my business. It turned out she runs a nonprofit and was looking for administrative help. Had I not brought up my business she would not have known about my services and I would not have found out she needed help. A win/win situation!
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5. Decide on a niche. Do you enjoy repetitive typing? Consider typing manuscripts for authors. Are you a design guru? Find business owners in need of website or blog design. Business owners love writers who can blog for their business. Real estate investors and agents are an excellent source for work. Find your passion and then find someone who needs your services. 6. If you do not have a LinkedIn account, you are truly missing out on a lot of opportunities. Not only can you network with like-minded professionals and join relevant groups but there are loads of opportunities that will probably not be advertised elsewhere! 7. Develop a portfolio, showcasing your best work. Include writing samples, any blog or web designs and references to vouch for your work. 8. Most of all, be creative! There are tons of ways to market your business. You just have to do what is comfortable for you. What works for one may not work for you. After all, this is your business, right? Now.lets discuss the services you can offer as a virtual assistant.
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Specific Tasks
1) Process mailings for clients 2) Perform outbound telemarketing calls seeking clients/sellers/buyers 3) Enter contacts into MS Outlook or other database management program 4) Set/cancel appointments 5) Work with Excel spreadsheets to organize leads and other data 6) Work with MS Word to create mail merges and process mailings 7) Answer incoming calls 8) Return phone calls 9) Type and send letters or contracts 10) Make travel arrangements
11) Call for quotes for other services 12) Order services on the clients behalf 13) Screen and answer emails 14) Prepare newsletters 15) Plan events or meetings 16) Arrange and put together seminars or teleseminars 17) Proof read your written materials 18) Transcribe meetings 19) Correspond with clients/tenants regarding payments and late fees, via mail and phone 20) Mail outs such as postcards or letters for marketing purposes 21) Check voice mail; return calls 22) Photos (edit and list on websites) 23) Research 24) Flyers 25) Create PowerPoint presentations 26) Thank you notes 27) Newsletters 28) Customer call backs 29) Promotional mailing 30) Thank you gifts 31) Order promotional items
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Secretarial Services
32) Answer telephones during business hours. Calls can be routed to your home office. 33) Using new programs which allow remote access to computers, the virtual assistant can work on your computer at a distance. Running scans, repairing registries, updating the system to run better and faster all can be done remotely. Interactive software is commonly used to allow the virtual assistant and your calendar to be on the same page. 34) Confirm appointments for clients on a weekly basis. Your client can simply fax or email a list to you. You call the appointments and note who is confirmed and who must be rescheduled. Fax or email the list back to the clients and update the client calendar online. 35) Provide directions to a meeting or seminar. Get the directions and either calls or email those directions to the client. 36) Fill out routine paperwork for clients. 37) Keep back-up tapes of your clients computer. They can send to you for safekeeping. In the event of a disaster on your clients computer, you will have the files! 38) Coordinate air travel, car rental and hotel reservations. Take care of the arrangements and email the itinerary to your client. 39) Conduct billing for your clients. 40) A virtual assistant can audit banking records, and review telephone bills, including cell phone records and report any problems back to the clients. 41) Prepare business procedures and type business manuals.
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Research
42) Research. The virtual assistant contacts several hotels in the area to find availability of the date, size, and specifics of the seminar. Obtain written quotes from the hotels that can accommodate the request. Review each quote for completeness and report the findings for final decision. 43) Obtain pricing for office equipment and email the information to the client for the final decision. 44) Research a topic online for an important proposal. Do a keyword search and list the websites/findings to the client. 45) Prepare a marketing plan, contact possible advertising outlets on the Internet, magazines, periodicals, newspapers, etc. and acquire information on pricing, publishing dates, publishing deadlines, payment policies, etc.
Word Processing/Presentations
46) Take notes at meetings and type them, formatting into a newsletter if needed. 47) Edit and format reports. 48) Type and print the same letter personalized to many recipients. Mail the letter and charge the postage costs back to the client. 49) Prepare a PowerPoint presentation for a client seminar. 50) Prepare a questionnaire fact sheet for seminar participants. Follow up with participants and summarize the questionnaire responses in a report. 51) Better still design the questionnaire! 52) Create a form or template for your client. 53) Verify client database (name, spelling, title and address). Save the database as a zip file and email to the client. 54) Send out email blasts, using ConstantContact. 55) Be available via Instant Message to handle last minute projects effectively.
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56) Send out monthly reports for customers. Keep a calendar and sends reports in a timely manner.
Desktop Publishing
57) Design, type and print brochures for a clients business. 58) Submit the design file to a professional print shop and simply email the file to the shop for printing. 59) Update your clients blog. Get ideas from your client or think of your own. 60) Conduct an eBay auction. Set up the auction, upload photos, monitor and complete the sale for your client. 61) Design business cards. 62) Design schedules, calendars or flyers. 63) Design a custom website or blog, maintain it on a regular basis, adding current articles or information as needed. 64) Set-up an autoresponder using AWeber or MailChimp. 65) Design and prepare the newsletters, and arrange printing and mailing, or emailing, on schedule. 66) Create postcards to be sent to your clients customers. Order from the fulfillment house for delivery in bulk to your office, her/his office, or to be labeled and sent out directly. 67) Send a blind survey to a focus group or list of former customers for feedback. 68) Contact old customers via phone with a prepared script or by sending a targeted mailing.
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Transcription Services
69) Record calls and transcribe the tape for clients. 70) Your client sends you an MP3 file. Transcribe the audio and email the completed transcript back to the client.
Email Services
71) Set up a general email account (info@mycompany.com). Retrieve all email, sort, respond to routine requests, and forward items of importance to your client. 72) Monitor email while your client is on vacation or out of the office. Contact the client with urgent messages or respond on their behalf. 73) Manage your clients eZine/newsletter. Although many features can be automated, correct any incorrect subscription requests or undeliverable email messages.
Telephone/Fax Services
74) Record a voicemail for your client if they will be on vacation and monitor incoming calls. Customers may contact your directly as well. 75) Have your client forward their calls to you so you may answer them live. Respond to routine requests, and contact your client with urgent messages. 76) Retrieve messages from voice mail and respond to routine requests. 77) When planning a seminar or conference make phone calls to key contacts, give a brief overview of the seminar, and schedule a phone appointment for your client to connect with the contact personally.
Internet Services
78) Upload photographs online through a service or by creating a personal page (Flickr, for example). Scan and resize the photos, then send out an invitation to a designated email list to access the photographs. 79) Perform searches to locate a hard to find item.
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80) Make changes to a clients website. 81) Promote your clients website by submitting the URL, key words and description to various search engines on a routine basis. 82) Increase the number of subscribers to your clients electronic newsletter by listing the newsletter with a variety of online directories and follow up to make sure the listings are accurate. 83) Contact other list owners to inquire about mutual cross promotion. 84) Submit articles written by you or your client to eZines to increase exposure. 85) Monitor banner ad placements/click thrus and make recommendations for adjustments. 86) Set up a shopping cart to sell products and monitor sales reports. 87) Contact similar websites to your clients and request mutual link exchange. 88) Periodically review your clients website and verify links. Fix broken links. Bookkeeping 89) Your client needs bill paying services. Use on-line bill payment services. Security features can be set up which make this a safe and simple solution. 90) You client needs bill paying services plus data entry into accounting software. You can: a. Set up a checking account with payment authorization for both of you. As the bills are prepared for payment, notify your client how much money to deposit into the account. b. Prepare the checks for payment and mail back to your client for signature and mailing. c. If available from your bank, use on-line bill payment services. As bills are paid, enter the transactions into accounting software. In addition, reconcile bank statements, enter credit card transactions, prepare invoices, make and/or enter deposits, and prepare end of month reports. The Single Work at Home Mom Page 9

91) Collect on past due invoices, make payment arrangements, accept credit cards over the phone, etc. 92) Your client needs monthly bank reconciliation. Using the check register and the bank statement, enter all data into accounting software and reconcile the account. The accounting file is sent back to your via email attachment. 93) Remind your client, via email or telephone, when billing due dates arrive. 94) Your client needs monthly auditing of accounts payable and receivable, especially if these services are performed by an on-site employee. 95) Prepare income tax returns for your clients business. Prepare 1099s and W-2s to be sent out to vendors and contractors.
Purchasing Services
96) Order supplies for your client and have them delivered directly to your clients office or home. 97) Research the various makes, models, etc., of office equipment and have written quotes sent to you. Purchase and arrange for delivery. 98) Set up lines of credit with vendors and monitor to keep your clients credit information current and accurate. 99) Order marketing materials (stationery, brochures, envelopes, etc.) for your client. Obtain pricing quotes; coordinate ordering, design, quantity, delivery and payment. 100) Keep track of birthdays and other milestones, research appropriate gifts, suggest those items for approval, and coordinate the purchase and delivery of same. 101) Keep track of birthdays and send out cards for your clients.
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Writing/Editing Services
102) Write, edit and proofread marketing literature. 103) Type, format, proofread, edit, spell check, and grammar check documents. 104) Write articles on your clients behalf.
Marketing Services
105) Implement an advertising plan or promo. Monitor the plan, submit ads by deadlines, track expiration dates, coordinate payment, handle correspondence with advertising vendors, and continually update the advertising report and/or advertising budget report. 106) Monitor customer satisfaction by creating a feedback questionnaire or survey, email to customers, review the responses and summarize the responses. 107) Prepare a welcome package and send it to your clients new customer. 108) Set up lunch appointments for your client to meet with potential customers. 109) Set up exhibits at conventions or expos on a regular basis.
Personal Services
110) Schedule personal tasks such as car maintenance, order groceries or make flight arrangements. 111) Keep your clients calendar and remind them of dentist/client/significant other appointments, family appointments, classes to take, or project deadlines. 112) Research personal items, such as summer camps, schools, etc., for clients. 113) Plan a wedding/reunion/backyard barbeque, assist with the invitation list, mail the invitations, track RSVPs, track gifts received and even send thank you cards. 114) Research and recommend life insurance, car insurance, home owners insurance, etc.
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115) Plan vacations, provide your client with options, and then make the travel arrangements, such as air, hotel and car rental, or all-inclusive resorts or cruise comparisons. 116) Help a motivational speaker promote their speaking career. Make appointments with organizations to arrange speaking engagements, send out materials, follow up with inquiries, and coordinate public relations such as press releases. 117) Provide daily updating on personal investments, stocks, etc. 118) Work with an author to assist them in writing a book. Compile rough drafts, notes, fragments, letters or memoirs and get them into an editable form to begin the process of formatting the book, research publishers, and send out queries. 119) Upload audio files to a website or set up to be downloaded as a free report. Can you think of more? Great! Go for it! There are lots of business owners who need you and your services! Good luck to you!
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Regina has been a home-based entrepreneur since 2007, after the birth of her youngest child. Her virtual assistant business has provided administrative services to clients worldwide, primarily real estate investors. Her top-notch organizational skills have helped real estate professionals close on numerous properties across the United States. As a freelance writer, she has written articles regarding home-based businesses and is a social media community manager, as well as a home school speaker and blogger. Definitely a multi-tasker, she is a single parent of 4 young boys at home, plus a mom to three adult children and grandmother to four. A passionate advocate for educational choice, Regina educates three of the boys at home, with the youngest attending a special needs program for autistic children. Two of the boys regularly score at least 3 grade levels above average in both reading and math. The other son completed an entire grade level in less than six months. Effective time management is critical to running her home and business. Everyone has chores (even her special needs son). The number one question she is asked is: How do you do it all? Her answer is, I am honest with myself. I know I cant do it alone. My children are my rocks and my helpers. They push me to do even more. Reginas passion is to help other homeschooling parents and home-based business owners, particularly single parents doing it alone. I know this is what I am supposed to be doing. I feel it; I see the progress my boys make on a daily basis. I know it can be done. Sometimes even with all of her careful planning, things go wrong. But, at the end of the day, we made it..together. And tomorrow is a new day. When time permits, she enjoys watching British sitcoms, reading autobiographies, watching football and trying to make homemade bread like her mother.
Where You Can Find Regina
LinkedIn
Facebook
Twitter
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Bonus Section - Recipes

Working from home definitely has its benefits. One of them is that I can take the time to prepare meals for my family. Here are a few of our favorites enjoy!
I remember my grandmother making fresh rolls. She had a big red ceramic bowl and she would punch and knead that dough forever. I felt a bit intimidated to attempt to make homemade bread but my eleven-year-old encouraged me to give it a shot. My mom shared her recipe with me and I was shocked to find out her recipe involved no kneading! Sweet!
Mom's Pull-Apart Rolls

4 cups warm water (make sure it is not boiling, otherwise it will kill the yeast) 6 packs of yeast 12 cups of bread flour 1 cup of sugar 4 tsp. of salt 1 cup butter, melted 3 eggs
Dissolve yeast in water. Add sugar and salt, eggs, melted butter and half of the flour. Beat with a wire whisk or a hand mixer. Add the rest of the flour (add 1/2 cup at a time - you may have to mix it with your hands at this point) and cover with a cloth. Let it rise until it doubles in size. Grease the bread pan and shape the rolls. Place the rolls in the bread pan (very close together to get the pull-apart effect). Let them rise for 20 minutes. Bake for 20-30 minutes on 375 degrees or until golden brown on the top. Brush with melted butter. I learned the hard way to place the rolls together (my aunt so gladly pointed that out) but I was pleased with my attempt. I made mini ham sandwiches for lunches, we had plenty of rolls for dinner and I was able to freeze half of the rolls. Plus, this came out a lot cheaper than buying the prepared rolls. I may retire my breadmaker after all!
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My boys love French fries but buying the frozen bag can get expensive. Buying a 10pound bag of Russet potatoes and making my own is so much more economical and tasty!
French Fried Potatoes
Ingredients

1/3 cup white sugar 2 cups warm water 2 large russet potatoes - peeled, and sliced into 1/4 inch strips 6 cups vegetable oil for frying salt to taste
Directions 1. In a medium bowl, dissolve the sugar in warm water. Soak potatoes in water mixture for 15 minutes. Remove from water, and dry thoroughly on paper towels. 2. Heat oil in deep-fryer to 375 degrees F (190 degrees C). Add potatoes, and cook until golden, 5 to 6 minutes. Drain on paper towels. Season with salt to taste.
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I made this for the boys and they ate it the next day for lunch! I know this one is a keeper. This original recipe serves 4 but I doubled it in order to create leftovers. I also substituted rotini pasta for the angel hair to make it a bit heartier.
Kielbasa with Pasta

Ingredients

1 pound smoked kielbasa sausage, cut into 1/4 inch slices 1/2 cup chopped green pepper 1/4 cup chopped onion 1/2 teaspoon minced garlic 2 tablespoons vegetable oil 2 (14.5 ounce) cans stewed tomatoes 1 (9 ounce) package refrigerated angel hair pasta 1/2 cup grated Parmesan cheese 2 tablespoons butter, melted
Directions 1. In a large skillet, saute the kielbasa, green pepper, onion and garlic in oil until sausage is lightly browned. Stir in tomatoes. Bring to a boil. Reduce heat; simmer, uncovered, for 10 minutes. 2. Meanwhile, cook pasta according to package directions; drain. Stir in Parmesan cheese and butter. Serve with kielbasa mixture.
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I have been letting the boys get in the kitchen lately and they have really taken to cooking. One of the quick lunches they like to whip up is mini pizzas.
Photo Credit: Pillsbury
Individual Mini Pizzas

Ingredients 1 can of biscuits pizza sauce mozzarella cheese sliced pepperoni
Directions 1. Preheat the oven to 350 degrees. Open the biscuits and flatten them with a rolling pin or your hand. 2. Spread a tablespoon of pizza sauce on each biscuit dough. 3. Sprinkle mozzarella on the dough and pepperoni on top. 4. Place on a cookie sheet and bake for 15-20 minutes or until the cheese is melted. Remove from the oven and let cool for about 5 minutes before serving. These can actually be frozen and baked when you need them.
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I use my crock pot a lot. You would be amazed at what you can cook in a crock pot. Its not just ribs, believe me!
Slow Cooker Lasagne

Ingredients

1 pound lean ground beef 1 (675 ml) jar pasta sauce 1 cup water 1 3/4 cups ricotta cheese 1 3/4 cups KRAFT 4 Cheese Italiano Shredded Cheese, divided 1/4 cup Kraft 100% Parmesan Grated Cheese, divided 1 egg 2 tablespoons chopped fresh parsley 6 lasagna noodles, uncooked (oven-ready)
Directions
1. Brown meat in large skillet; drain. Stir in pasta sauce and water. Mix ricotta, 1-1/2 cups shredded cheese, 2 Tbsp. Parmesan, egg and parsley. 2. Spoon 1 cup meat sauce into slow cooker; top with layers of half each of the noodles, broken to fit, and cheese mixture. Cover with 2 cups meat sauce. Top with remaining noodles, broken to fit, cheese mixture and sauce. Cover with lid. 3. Cook on LOW 4 to 6 hours or until liquid is absorbed. Sprinkle with remaining cheeses; let stand, covered, 10 min. or until melted.
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NOTES
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The Single Work at Home Mom