If you’re a business owner, hiring an Executive Assistant can be a game changing addition to your work life. You might not have an Executive Assistant yet, but there will likely come a time when you should consider investing in one.
Are you able to perform many daily tasks efficiently and on your own? Of course you can. After all, you’ve probably been doing them all since the early days. But your company is bigger now, or you’re trying to grow it, so it could be time to consider the opportunity costs of going it alone.
A skilled Executive Assistant can be the backbone of your more efficient operations. Their primary purpose is to perform a range of administrative tasks, like managing schedules, making travel arrangements, and organizing your inbox–so you can focus on strategic decision making and other higher-value responsibilities. More specifically, a virtual Executive Assistant can swiftly adapt to your changing needs, because they are skilled at using digital tools to handle tasks, manage schedules, and provide crucial assistance without needing to be in a physical office.
Curious about what jobs you should hand off first? Here are some guidelines about what we recommend you outsource first to a virtual Executive Assistant.
Rather than talk about the benefits of hiring a virtual Executive Assistant, the following case stories exemplify how two of our clients at VEA have incorporated these skilled practitioners into their businesses in the real world.
Case Story: Improving the Intake Process
One client regularly sends multiple intake forms to its customers. For years, these forms were attached to emails and sent to individual users. Not only did customers often forget to attach and send back completed forms, but gathering was a manual process, leaving the door open for human error.
Using a combo of Microsoft Office Suite, Power Automate, SharePoint, and Power apps, our VEA Executive Assistant created online forms that could be updated in real-time and sent out as a simple link. Fewer attachments translated into fewer mistakes and a welcomed uptick in customer compliance.
Versioning issues are a thing of the past. Information is digitized, eliminating all that copying and pasting that was eating up employees’ time. An error-prone system was cleaned up, and since all data is stored in one place, our client can run reports and learn more about customer behaviour. With just a few small changes, so much was gained.
Case Story: A Better Billing System
Our professional services client needed to streamline its time tracking system and invoice clients more efficiently. Under its legacy system, they were still creating all invoices manually. It took two whole days to compile information and send invoices!
Working in partnership with a VEA Online Business Manager, the virtual Executive Assistant successfully implemented new digital tools to improve processes and meet newly formed goals.
Using a mixture of Clockify, Excel, and business analysis, this virtual Executive Assistant was pivotal in reducing the billing process from two days to just two hours, saving the client 14 hours per month in labor. Freeing up time by creating better processes enabled the business owner to grow without a lot of added administrative muscle to make it happen.
Business Gets Personal
Do you ever feel like your personal life seeps into your workday? It happens to the best of us. At VEA, our virtual Executive Assistants not only handle administrative jobs, but they are also happy to take on personal assistant duties, like arranging social plans, ordering household basics, and even sending flowers and gifts, all in the pursuit of giving you more ways to stay in the game rather than getting yanked to the sidelines throughout the day.
An Executive Assistant can even drop work blocks into your schedule, giving you permission to simply focus rather than be pulled into last-minute meetings that sabotage your flow. They can also help you strive for “inbox zero”, a productivity strategy and philosophy that seeks to declutter your mind by decluttering your inbox through methodically deleting, sorting, and clearing incoming emails.
Is it Time for an Executive Assistant?
The right virtual Executive Assistant can truly transform how you structure your week and make it more productive. VEA prides itself on hand matching business owners to their Executive Assistants to ensure a good fit from the onset.
Give VEA a call to talk about your virtual Executive Assistant options. Our team can explain what to expect and then walk you through our tried-and-true onboarding process that ensures you and your virtual Executive Assistant work together as an indispensable team.