Admin Support for the Busy Entrepreneur

Getting it All Done Seamlessly

The bread and butter of virtual assistant services is administrative support. For my business, it connects to many different service areas such as influencer management and on-going monthly support. Administrative services cover a wide range of tasks and they are the behind the scenes action of most business owners that I work with. It’s usually the tasks that business owners don’t have time for, don’t want to do, and just have to get done!

Do you have admin tasks that are taking up too much of your time? If so, read on to see how I can help you take your time back and scale your business!

The Day-to-Day

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Managing Emails

Say you have frequent inquiries, client communications, and basic customer services questions coming your way daily. I know this can feel both exciting and overwhelming. It can stop feeling too much when you realize this is something you can easily delegate by setting up a separate email that’s part of your organization. You can funnel those messages to someone like me and ask people to get in contact with me via the email address I use for your company. Now you have more time to focus on getting ready for your client meetings!

Help with Booking Clients: Calendar Management and Sending Contracts & Invoices

To further streamline your processes, use a calendar management system to manage all your appointments. Your availability is synced to your main calendar (I-calendar for instance) and clients only see when you are available. Workflows can be set up along with handy reminders and the ability to cancel or reschedule. With clients using your services, there are obviously contracts and invoices that need to be dealt with. This is also something I can handle - preparing the basic contract content and loading it into a signature program like Hello Sign. For invoices, I can go into your invoicing system to prep and send invoices on your behalf. The power of systems can’t be understated.

If you are curious to learn more on how I can help you set up CRM and task management systems, read my blog post here.

Uploading Docs to the Drive or Dropbox

As part of the day-to-day, there are numerous forms, written blurbs, photos, research materials from clients that need to be collected and organized. All of this needs to be accessible to you via Google Drive, Dropbox or some other platform. I’m the one that gently reminds people to fill everything out and send, along with being responsible for everything I receive and making sure it is easily retrievable by you. Doesn’t that feel good?

Additional Support

basic Tech Support

If the day-to-day tasks just don’t cut it, it’s nice to have extra support. Basic tech help is a life-saver when you don’t have time to Google, figure out why a system isn’t working, and even how to upgrade a virtual tool or program and set it up properly.

Say I’ve explained to you why a different email marketing system is more appropriate for your business compared to what you are currently using. If you decide to make that change, I can step in to merge over your current contacts, segmented lists, and analytics. Then comes the additional work of re-setting up your landing pages, nurture sequences and periodic newsletters. Even if you are happy with your current email system, I can still set up already written newsletters for your list and schedule them accordingly.

Loading & Scheduling Blog Posts

Photo from Unsplash

Same thing applies to blog posts. If you enjoy writing your own blog posts but can’t find the time or energy to loaded them into Squarespace or Wordpress, I can also take that off your plate. As I’m a VA, I can also schedule these posts, update the link in your Instagram bio and add photos. Done and done!

Editing and Sending Recorded Zoom Calls

With the pandemic still confining us to Zoom, I can take care of all the recorded sessions. I edit and send individual segments to certain clients that have taken part in a live and interactive class. As well, I can upload an entire recording to your course portal. That way everything is given to the necessary clients in a timely manner. Easy breezy!

Data Entry

With additional support comes more lengthy tasks such as data entry that’s needed to fill out paperwork for applications for instance. Your business could be applying for a new certification for your business. With that comes lots of forms to fill out and review. I oddly really like filling out paperwork - it’s easy and straightforward. Let me take it off your plate!

Research

Nothing moves a business like solid research. Say you need to find new influencers to reach out to so they can review and promote your product. Or maybe you have a client that you need to find a service provider. Whatever it may be, spending some time reviewing Instagram, reading articles from various publications and quality blogs, subscribing to email lists are things you don’t have time for. Research works in your favour when it’s done by someone who has a fresh perspective and the space to do it thoroughly.

What to Do Now

I know I've given you a lot of information on how I can help you with all the administrative tasks in your business. I also realize that it can feel scary hiring someone to help you with the backend of your business. You also might not know where to start, what tasks to delegate, etc… My advice would be to make a list of all the tasks you don't have time for, are time consuming, you don’t enjoy doing and aren’t in your zone of genius. Bring this list to a consultation meeting to a virtual assistant such as myself and watch as things move forward without you having to lift a finger.