This means either your VA will delete or archive emails on a regular basis, and effectively manage folders for different types of emails. Give them a budget and some basic criteria and ask them to manage that process. A virtual assistant should perform all of these tasks with minimal supervision. Label and sort the inbox into neat folders. We love our customers. Source, attract and hire top talent with the worlds leading recruiting software. Virtual Assistants | Software Testers | Bookkeepers. Learn about the key requirements, duties, responsibilities, and skills that should be in an executive assistant job description. Include availability preferences in this section. Even though youve got a long to-do list, you dont have the time to do everything by yourself. Virtual assistants require a combination of education, training and skills to perform their jobs. Performance cookies are used to understand and analyze the key performance indexes of the website which helps in delivering a better user experience for the visitors. You can either delete emails or file them in folders based on the content of the email. Sound knowledge of email management tips and tools. Its a good idea. Implementing and Normalizing No-Meeting Days for More Successful Teams, 5 Personalities to Avoid & 7 Crucial Tips When You Hire on Upwork, How to Pay Freelancers: 8 Payment Methods that Make Virtual Payroll Easy, Affordable Web Design: 10 Awesome Development Agencies in the Philippines, 11 Awesome Virtual Assistant Companies in the Philippines, outsource your companys social media handling, freelance websites like Hubstaff Talent and Freelancer, job boards and classified ads websites like Craigslist, social media groups such as those on LinkedIn. Virtual Assistant Responsibilities: Answer phone calls and respond to emails. The cost of virtual assistance services depends on the number of hours you need and the complexity of the tasks you require. However, you can ask them to help you find a great freelancer to get these things done. Prior experience as an administrative assistant. This cookie is set by LinkedIn and used for routing. While they might not be able to act as an extra support agent, they can take care of some of the tasks that your support agents normally do. With this email management technique, you'll be able to quickly process your inbox without wasting any time. [List all of your companys core benefits here], [This list might include health insurance, 401k matching, wellness or commuter reimbursements, and parental leave policies], [It also might mention nice perks like the offices location, your dog-friendly environment, a flexible vacation policy, or meals provided], [Consider mentioning industry-specific benefits]. This cookie is a browser ID cookie set by Linked share Buttons and ad tags. Is it time to upgrade your information systems? Our Zirtual assistants are familiar with many task management systems such as Evernote, Asana, Basecamp, and Wrike. 25 Tasks to Outsource to a General Virtual Assistant. Respond to general enquiries with the relevant template. Functional cookies help to perform certain functionalities like sharing the content of the website on social media platforms, collect feedbacks, and other third-party features. A canned response (now called "Templates" in Gmail) is a pre-written message or content that you may use over and over again. Email management is a common task for virtual assistants. It can be tough to verify references and find someone you can trust right away. 160 W Camino Real #290 Boca Raton, FL | +1 (917) 722-0672 | [emailprotected]. 2. This cookie is set by HubSpot. If you want someone to run your entire social media strategy or marketing campaigns, its better to look for a social media marketer instead of delegating that to a virtual assistant. Virtual Assistant Job Responsibilities. A high school qualification or equivalent. And, since all Zirtual plans include the option of using branded email, you can set up your virtual assistant with an email for your company so theres no confusion in communications to your contacts and clients. Finally, a good email management virtual assistant will help you stay organized by creating labels and folders for your inbox to easily find what youre looking for. Encode data in the database or system. [Read more: How much does it cost to hire a Virtual Assistant?]. Manage travel plans for employees. This cookie is installed by Google Analytics. You are required to have experience of fulfilling various administrative tasks including answering emails scheduling meetings and making travel arrangements. The cookie is set by GDPR cookie consent to record the user consent for the cookies in the category "Functional". It would be ideal to have someone working in my time-zone and extremely self-driven because I believe that good team work doesn't require to be micro-managed. Analytical cookies are used to understand how visitors interact with the website. If you decide to delete past mail, be sure to use a "deleted items" folder so that you can retrieve them if necessary. Assist in managing client accounts via twitter, Facebook, and link in. Integrate the tools and services you use most, to keep working in one place. Our company is seeking a Virtual Assistant to work remotely providing administrative support such as, but not limited to, email management, appointment setting, leads generation, social media content creation, and video editing. Outsource and automate. Message filters also help automate the organization of incoming emails. Virtual assistant requirements. How diligent should you be? If you want to save time, then taking the "read" approach is another inbox management technique that virtual assistants can use. Need to hire on Upwork? These cookies help provide information on metrics the number of visitors, bounce rate, traffic source, etc. Europe & Rest of World: +44 203 826 8149 Millions of professionals post listings on freelance websites and job boards. Necessary cookies are absolutely essential for the website to function properly. Customized email templates and follow-ups will be a game changer for your business. And so you dont forget it, or the details in the email, it sits in your inbox for weeks. You still need to read all the relevant materials to learn, but you save a lot of time by having someone else filter out the unimportant information. This job description template is optimized for easy posting to online job boards or career pages. In building your candidate profile, remember youve already identified what skills are needed to succeed in the role. If you need to reschedule, your assistant can call everyone involved and organize a new time. They typically work from home or in a co-working space and use various communication tools to remain in contact with their clients. When it comes to email management, there are a few basic things that your virtual assistant should keep in mind. Use this article to put together your virtual assistant job description. Email notifications can also be handled directly from the inbox. Let your virtual assistant take care of the logistics. Virtual Assistant responsibilities are: Organize communication via emails and phone calls. Meeting scheduling tools are better, but you have to be mindful to keep it up to date or people will schedule appointments that interrupt your other priorities. It takes even longer if youre not experienced. Lets face it, dealing with email can be stressful. Thats what interruptions do to your workflow. Touch it once is a new inbox management technique available in Gmail and other inboxes that's taking the world by storm. Organize contacts into folders and update them on a regular basis. This'll save you time in the long run since you won't be digging around looking for specific emails that need action or checking if there are any new changes in your inbox. Your virtual assistant may charge anywhere from $1 per hour to more than $100 per hour. Responsibilities may vary, but most focus on email and calendar management, phone communications, travel arrangements, and social media management. An email management virtual assistant can help you manage all your emails by sorting and prioritizing your messages, responding to queries on your behalf, and more. Thats because email remains the most popular form of business communication, over chat, phone or text. Dont expect a virtual assistant to exactly copy your communication style from the start. Most companies have both posts, and it is not surprising that people get confused between them. Your assistant can draft and schedule posts and engage with your followers. Were looking for someone who is technologically adept as you will be doing a variety of administrative tasks online to help run the business smoothly. Know When You're Ready To Hire. Organize meetings travels and accommodations. He knew something had to change, which is when he discovered Wishup. Draft email-response templates and sometimes send it on company's behalf. The average is around $15 per hour. Americas: +1 857 990 9675 The background check is especially important if your VA will have access to customer data. For example, create guidelines on how to respond to frequently asked questions from clients. This includes deleting emails, filing them in the appropriate folders, and making sure you report spam emails. Streamline screening to review more applicants in less time. Hiring an in-house assistant requires you to go through a more extensive hiring process. ". You can also save money by hiring a virtual assistant on a part-time or as-needed basis rather than full-time. 6. An email management virtual assistant can help you manage all your emails by sorting and prioritizing your messages, responding to queries on your behalf, and more. These range from scheduling appointments to screening and responding to emails. You can also create labels for different topics, such as "urgent" for time-sensitive emails or "to read" for unread emails. Youll never want to travel any other way again. They should be creative, patient, and good at time management. Gain invaluable insights into Workables breakthrough HR and AI capabilities in our new webinar on May 10! Whatever system you use, there are dozens of ways your virtual assistant can improve your email productivity and save you time, here are a few we suggest: Whatever system you use, there are dozens of ways your virtual assistant can improve your email productivity and save you time. These skills can either relate directly to being a virtual assistant or show your general administrative qualifications. Create graphic content for social media posting. This is especially true for virtual assistants who manage your email for you. Start a free Workable trial and post your ad on the most popular Create a list of responsibilities you want your assistant to handle. The cookie is used to store information of how visitors use a website and helps in creating an analytics report of how the website is doing. If this cookie does not exist when HubSpot manages cookies, it is considered a new session. We are looking for a virtual assistant to help our team of executives with inbox management. If it takes longer than 30 minutes to clean up all of your emails each week, then something's wrong! The virtual assistant's responsibilities will also include managing corporate schedules, making travel plans and issuing invoices. This cookie is set by the provider Lucky Orange. Since anyone can do it, theres no reason why you should waste your own time doing it. __CONFIG_colors_palette__{"active_palette":0,"config":{"colors":{"f3080":{"name":"Main Accent","parent":-1},"f2bba":{"name":"Main Light 10","parent":"f3080"},"trewq":{"name":"Main Light 30","parent":"f3080"},"poiuy":{"name":"Main Light 80","parent":"f3080"},"f83d7":{"name":"Main Light 80","parent":"f3080"},"frty6":{"name":"Main Light 45","parent":"f3080"},"flktr":{"name":"Main Light 80","parent":"f3080"}},"gradients":[]},"palettes":[{"name":"Default","value":{"colors":{"f3080":{"val":"rgba(23, 23, 22, 0.7)"},"f2bba":{"val":"rgba(23, 23, 22, 0.5)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}},"trewq":{"val":"rgba(23, 23, 22, 0.7)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}},"poiuy":{"val":"rgba(23, 23, 22, 0.35)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}},"f83d7":{"val":"rgba(23, 23, 22, 0.4)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}},"frty6":{"val":"rgba(23, 23, 22, 0.2)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}},"flktr":{"val":"rgba(23, 23, 22, 0.8)","hsl_parent_dependency":{"h":60,"l":0.09,"s":0.02}}},"gradients":[]},"original":{"colors":{"f3080":{"val":"rgb(23, 23, 22)","hsl":{"h":60,"s":0.02,"l":0.09}},"f2bba":{"val":"rgba(23, 23, 22, 0.5)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.5}},"trewq":{"val":"rgba(23, 23, 22, 0.7)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.7}},"poiuy":{"val":"rgba(23, 23, 22, 0.35)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.35}},"f83d7":{"val":"rgba(23, 23, 22, 0.4)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.4}},"frty6":{"val":"rgba(23, 23, 22, 0.2)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.2}},"flktr":{"val":"rgba(23, 23, 22, 0.8)","hsl_parent_dependency":{"h":60,"s":0.02,"l":0.09,"a":0.8}}},"gradients":[]}}]}__CONFIG_colors_palette__, Guide: How To Grow Your Business With Virtual Assistants, 13 Inbox Management Techniques For Your Virtual Assistant, Delete or File Emails as Soon as They Are Read, Allocate a Specific Time for Emails Every Day, Schedule a Time to Clean Your Inbox and Clear Your Email To-Do List, help virtual assistants keep track of what's most important, maintain a good relationship with your virtual assistant, Unlock The Power Of Social Media With Virtual Assistants, 5 Reasons To Hire A Virtual Assistant For Data Entry, Click the gear icon in the top right corner and select "See all settings. Filter results by the VAs location, availability, and language. The data collected including the number visitors, the source where they have come from, and the pages visted in an anonymous form. But managing your email can be tricky, especially if you have a virtual assistant helping you out. 1+ years of experience working as a Virtual Assistant, Excellent verbal and written communication skills, Proficiency in Microsoft Office (Word, Excel, PowerPoint), Available to respond to communications from the hours of 8 AM until 3 PM EST. Our VAs have years of experience with inbox management, and are trained to work with you to organize your inbox in a way that works best for your needs. Efficiency: Whats the Difference? This cookie is used to show the total number of visitor's visits. People hire assistants to handle all kinds of tasks. Its completely free to use, with no fees charged to businesses or virtual assistants. Create and review customer spreadsheets and keep online records. The cookie is used to store the user consent for the cookies in the category "Analytics". Email management services are an important part of a virtual assistant's role because email is one of the most common communication tools in many businesses today. Hubstaff Tasks is simple and powerful, and its free to get started. The complexities and follow-ups required to complete varied tasks need concentration, dedication, and tremendous patience. The #1 resource we found for outsourcing is Zirtual. Over time, youll wonder how you ever managed your inbox on your own. Provide customer service as first point of contact. Ready to gain access to immediate, high-quality talent? Send Jobs to 100+ Job Boards with One Submission, Administration and Office Support Job Descriptions. Color coding emails or their labels can help virtual assistants keep track of what's most important. Update the company website and social media accounts. Learn how some have used Breezy to grow their business. As a tech entrepreneur and father of two young kids, I have more things to do everyday than I possibly can. This is especially helpful if the email is from a client or customer. As a Virtual Assistant, you will perform various administrative tasks, including answering emails, scheduling meetings and making travel arrangements. It was updated in May 2021. For example, you may want them to only check your email a certain number of times per day. Our mission is to eliminate the money-guzzling challenges faced by fast-growing businesses by simplifying the offshore outsourcing process and facilitating cost-effective business scalability. Analytical cookies are used to understand how visitors interact with the website. Ask if they have any experience creating social media graphics or editing YouTube videos. Answer phone calls and respond to emails. Just like theres a wide range of tasks a VA can do for you, theres also a wide range of prices you might pay for that work. Do you spend a lot of time on social media? Email management (checking/organizing one or more inboxes for each client) Calendar management (coordinate internal and external meetings for multiple executives, manage hectic and complex calendars) Preparing materials such as presentations, expense reports, spreadsheets, documents, etc. However, that doesnt mean you wont have some maintenance. This Virtual Assistant job description template is optimized with duties and qualifications to attract the best candidates. By clicking Accept All, you consent to the use of ALL the cookies. No joke. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyze and understand how you use this website. Use this template to outline everything your VA will do. Organize and manage client's social media using Hootsuite. The difference between LinkedIn and freelance marketplaces such as Upwork is the lack of anonymity. Update the company website and social media accounts. Our Virtual Assistants have the top administrative skills and are well versed in technology, making them better and faster at email management and leaving you free to focus on your expertise. Virtual Assistant Job Responsibilities (Executive Support Role): Respond to emails and phone calls Manage the CEO's calendar (including scheduling meetings) Book travel and accommodations Create presentations and write official, company-wide correspondence Track CEO's spending and prepare expense reports It stores the information like referrer, landing page etc. Make every hiring decision count with insights from 7m+ job applications | Download the FREE 2022 Source of Hire Report. A virtual assistant can help. Heres how letting go of generational stereotypes can bring you better candidates, Candidate Sourcing: DIY Your Perfect-Fit Strategy for a Steady Stream of Top-Notch Talent, Organize communication via emails and phone calls, Provide customer service as first point of contact, Organize meetings travels and accommodations, Manage contact lists and organize managers calendars, Create and review customer spreadsheets and keep online records, Conduct market research and report on the results, Help employees with their administrative queries, 2+ years' experience of working on a Virtual Assistant or other relevant position, Significant experience with current technologies like desktop sharing cloud services and VoIP, Good practical experience with word-processing software and spreadsheets particularly MS Office, Good practical experience with online calendars and scheduling particularly Google Calendar, Strong phone email and instant messaging communication skills, Strong organizational and time management skills, High school diploma; additional qualification as an Administrator or Executive Assistant will be a bonus. This'll help eliminate the clutter and will definitely help in managing email. If theres ever an urgent situation, they can reach you immediately. No training hassles Something went wrong while submitting the form. This cookies is installed by Google Universal Analytics to throttle the request rate to limit the colllection of data on high traffic sites. Don't spend more than 30 minutes each week on your email management. And if you choose to file emails, make sure that the folders are easy to find and use. They can find all the essential information you need to create the content yourself. A word of caution: Don't go overboard with these email management tips like labeling, filtering, snoozing, etc. Simple tasks such as sorting and responding to messages may not take as much time as more complex tasks such as setting up auto-responders or filtering messages. A virtual assistant should be a well-rounded person who is familiar with the field they are working in. The cookie is used to calculate visitor, session, campaign data and keep track of site usage for the site's analytics report. This cookie is used to store the language preferences of a user to serve up content in that stored language the next time user visit the website. If you use a software-as-a-service platform for your business, you usually dont need a developer on staff to keep your website up to date. Your virtual assistant email management services will engage your customers and keep them happy by replying to emails promptly, sending regular newsletters, and conducting customer surveys. Used by sites written in JSP. Productivity and efficiency are terms we often use interchangeably when speaking about performance. While anyone can learn to do basic photo and video editing, not everyone has the time. There are a variety of different tools and software programs that can be used to manage a single email account or multiple, so it is important to find one that works best for the users needs. Another tip is to create parent categories for your labels. Having a virtual assistant manage your inbox can save you hours every week and allow you to spend your time on higher priority tasks. Some of the most common virtual assistant responsibilities are administrative tasks. but you can opt out if want to. This cookie is installed by Google Analytics. If you dont want to delegate the entire content writing process, you can ask your VA to do the research. Set travel appointments or book accommodations. Refer & Earn It'll help you to quickly filter out promotional emails and other things that can be relegated to your spam folder. If youve ever traveled anywhere, you know what a hassle it can be to find the best prices on airline tickets. A little help could go a long way in alleviating the drudgery of work. LinkedIn is a great place to find a virtual assistant. Are you a technologically-savvy Virtual Assistant who is motivated and passionate in providing administrative support? Another key element of email management is responding to emails in a timely manner. Get the latest posts delivered right to your inbox. You will handle administrative projects and deliver high-quality work under minimum supervision. If youre looking for someone to complete simple data entry, then you dont need to dig into their background too deeply. Start delegating. You can also include soft skills like communication, teamwork and professionalism. 20. So, it's not hard to believe that the average person spends 4.1 hours per day checking their inbox. 47 Tasks a Virtual Assistant Can Do. Being a creative person, Jason found himself frustrated with the other parts of being a business owner. Maintain a list of guest writer requests and respond to them with the pre-set format. Schedule meetings with clients. There are no complex rules to follow and all you need to do is make sure that nothing stays in your inbox for more than 24 hours without being touched. A VA can add tremendous value to the email management process and will give you so much free time you might just become bored . For example, they can collect information about your prospects before a sales presentation. Also, always set limits on how much time you should spend cleaning out your email.