The General VA (GVA)
That one person that you can lean on to help you, day to day, more so than any other employee. They are true time savers! If you don’t have one on board in your business yet – get one now!
ROLE: GENERAL VIRTUAL ASSISTANT (GVA)
WHAT WE DO
Email & Schedule Management Tasks
One of the biggest time wasting things you do is check your email. Working with your VA to handle your email, as well as things like your calendar is essential to becoming more productive in your business.
Filtering Emails / Wanted and Unwanted Promotional Emails.
Check company Spam Folder once a day to find and retrieve non-spam
Database Building
Enter new customers or orders into CRM
Answering Customer Service Emails /Tickets
Sending of Greetings eCards, Event Invitations, etc.
Reminder Services
Check Emails regularly
Utilize templated email responses for all common email inquiries
✓ Updating Contacts in CRM
✓ Encode meeting notes into CRM
✓ Review all new contacts daily and delete any spam emails
✓ Review new contacts and capitalise the first letter of names
✓ Ensure all mobile phone numbers are properly formatted for SMS
✓ Remove subscribers from your list that requested to be removed
✓ Find emails perpetually hard bouncing, call/SMS to get a new email
✓ If a mail is returned to sender, call/SMS to get a new postal address
✓ Go through CRM to find leads that are slipping away and alert manager
✓ After meetings, ask manager for notes and outcome and update CRM
✓ If required, create new customers lists for future marketing campaigns
✓ Work with team members to prepare labels for mail outs
✓ Send a weekly report to your manager with numbers of new leads
✓ Work with manager to discuss what activities could be automated
✓ When trained, work with manager to plan and build auto-responders
Calendar Management
✓ Schedule meetings (online and in person)
✓ If the meeting is off-site, block the travel time and link to map
✓ Reconfirm meetings 24 hours prior to the appointment
✓ Book travel and accommodation and enter travel dates
✓ Book Restaurants and enter in calendar
✓ Put staff birthdays in calendar and add an auto reminder
Project Management
✓ Encode all new tasks into Project Management system (Asana/Teamwork/Trello/Planner)
✓ Check Tasks daily and update status
✓ Oversee manager’s task list and keep it updated
✓Project Management Between You and your Team members
Customer Service
✓ Answer incoming phone calls and assist with enquiries
✓ Check company voicemail 3-4 times per day and call back or forward to manager
✓ Make outbound phone calls to leads and customers
✓ Check messages from all social media and reply or forward to manager
✓ Chat Support
✓ Personally thank everyone who left a review
✓ Send clients Happy Birthday messages
Systems
✓ Add training links to each item in mind map
✓ Create a system in Google Sites and Sharepoint for every new task
✓ Document each system in Google Sites-from training videos provided by the principal
✓ Create a 1 page flowchart from each system
✓ Attend meetings with manager and take meeting minutes
✓ Organize Google Drive, Ensure files added are correctly labeled
✓ Review feedback forms and summarise key findings
✓ Organise gifts or hampers to be sent to VIP clients
✓ Prepare and send all invoices
✓ Follow up all outstanding invoices and ask for payment
✓ Assist manager with the onboarding of new customers
✓ Training Tasks
✓ Transcription of Video and Audio Files
✓ Preparing Online Meeting Minutes
✓ Report Creation
✓ Forms Creation
✓ Document Template Creation
✓ Receptionist Duties
✓ Voicemail CheckingSending Client Invoices
✓ Purchase gifts for staff, customers, family or friends
✓ Preparation of Training Materials
✓ Training of New Virtual Assistants
✓ Deadline / Deliverables Tracking
Being organized is a key to being productive. Your VA can help you systematize and put processes in place to help your business become more organized.
✓ Google Drive and Sharepoint Organization
✓ Data Entry
✓ Database Building
✓ Creating / Managing Spreadsheets
✓ Preparing Powerpoint / Keynote Presentations
✓ PDF Conversion, Splitting and Merging
✓ Resize and crop photos before uploading to social media
✓ Research and document ideas for future social media content
✓ Use social media scheduling tool to save time (personal and company pages)
✓ Using templates to reply to social media comments or DMs
✓ Using templates to comment on posts
✓ Send Happy Birthday messages to friends on Facebook
✓ Create Facebook Group
✓ Manage Facebook Group
✓ Check Facebook Groups and look for posts to engage with
✓ Promoting Facebook Pages
✓ Creating a Twitter Account
✓ Managing and Increasing Your Twitter Following
✓ Schedule Tweets and Track Mentions and Hashtags
✓ Create and Manage YouTube Account
✓ Upload Videos on YouTube
✓ Moderating YouTube Comments
✓ Create and Manage LinkedIn Account / Profile
✓ LinkedIn Outreach. Use templates to connect and engage with your avatar
✓ Accepting or declining LinkedIn connection requests
✓ Update and then maintain LinkedIn Page
✓ Add new content to website (provided by principal or copywriter)
✓ Add new blogs, videos, posts and pages to website
✓ Blog Publishing Management
✓ Moderating Blog Comments
✓ Adding Tags & Images to Blog Posts
✓ Ensure all images on the website are optimised for size and SEO
✓ Test website on various devices and make a list of all the errors
✓ Run a speed test on the website and make a list of issues to fix
✓ Work with website developer to manage and fix all the errors
✓ Use tools like YOAST to fix all titles and descriptions for SEO
✓ Use tech tools to find, fix or redirect all dead website pages
✓ Increase the number of backlinks to company website
✓ Update to the latest WordPress version and manage plug-ins
✓ Set up Google Tag Manager and ensure desired tracking is working
✓ Review Google Analytics, gather insights and report key findings
✓ Set up Google Goals to discover the conversion rate of key pages
✓ Set up Google Optimize to split-test headlines and images on site
✓ Install HotJar on your website, review results and report findings
✓ Work with manager to create and update your website’s FAQs page
✓ Review support emails monthly to suggest possible website changes
✓ Review new testimonials and put on website
✓ Set Up Google Alerts, scan daily and report key findings to manage
✓ Performing ongoing keyword research including discovery and expansion of keyword opportunities
✓ Conduct Preliminary Health Check on the Website
✓ Research and implement search engine optimization recommendations
✓ Incorporating selective keywords into title tags, heading tags, alt text, meta descriptions.
✓ Blog posts and page copy that is written and optimized with quality
✓ Optimized page load speed
✓ Track, report, and analyze website analytics and PPC initiatives and campaigns
✓ Work with manager to write titles and descriptions for new products
✓ Collect and edit all images for new products
✓ Make short promotional videos to go with new products
✓ Add new products into your shopping cart
✓ Test new product pages on desktop and mobile to ensure it’s right
✓ When trained, add new products onto Amazon and manage marketing
✓ Manage Shopify platform – Create Landing Pages or Sales Pages
✓ Find podcasts where your manager can be interviewed as a guest
✓ Send email to podcast hosts offering your manager as a guest
✓ If company has a podcast, find and email guests for your podcast
✓ If company has a podcast, edit podcast recordings and save them
✓ If company has a podcast, upload to podcast hosting platform
✓ If company has a podcast, prepare and launch new episodes
✓ Help manager plan out videos that need to be recorded
✓ Manage the editing and exporting of videos
✓ Write titles, descriptions and promotional copy for videos
✓ Manage the uploading of videos to YouTube and other places
✓ Manage all the comments that appear in response to videos
✓ Review the stats of your YouTube Channel and find insights
✓ Utilize Canva for basic graphic design
✓ Design posts for Facebook, Instagram, LinkedIn, etc
✓ Design stories for Facebook and Instagram
✓ Design promotional images that go into emails
✓ Design flyers or posters for upcoming promotions
✓ Design infographics to feature alongside content articles
✓ Design Facebook and Instagram image ads
✓ Design invitations, or cards
✓ Design presentation slides for your manager
✓ Using content provided, design Mobimag
✓ Brochure Layout / Formatting
✓ Basic Bookkeeping (XERO, MYOB, & Quickbooks)
✓ Track expenditure compared to budgets
✓ Manage the sending of invoices and receipts to clients
✓ Create job descriptions for new hires
✓ Create ads for new hires
✓ Post new job ads onto required job boards/sites
✓ Review and filter new job applicants
✓ Assist with the onboarding of new employees
✓ Set reminders for staff birthdays, work anniversaries, performance reviews
✓ Research target market and prepare findings
✓ Research competitors and prepare findings
✓ Research awards competitions you can enter and prepare submissions
✓ Research suppliers for works, create brief and request 3 quotes
✓ Find new technology tools and summarise findings
✓ Research industry trends and summarise findings
✓ Data Mining & Development / Lead Generation
✓ Create a list of businesses you can become referral partners with
✓ Reach out to businesses you can become referral partners with
✓ Make outbound phone calls to find more customers (Inside Sales)
✓ Monitor Facebook Ads account and report results
Email Marketing
You need to be constantly growing your email marketing list, and engaging with that list on a regular basis.
✓ Creating a New Lists in Email Marketing Software
✓ Adding and Removing Subscribers from Lists
✓ Creating and Scheduling Broadcast Emails to Promote Content
✓ Editing Follow-up Emails and Auto-responders
✓ Creating Email Newsletters
✓ Editing / Proofreading Emails
✓ Work with manager to plan marketing emails needed for the month
✓ Work with copywriter to get the copy required for marketing emails
✓ Enter emails with copy, images and links into your email platform
✓ Send manager final tests of marketing emails and get approval
✓ Send out marketing emails at the agreed time and monitor results
Content Creation
✓ Use tools like Answer the Public to research content ideas
✓ Study industry blogs, forums and groups to find content ideas
✓ Work with manager to decide topics you will create content on
✓ Find articles or content that can be shared via social media
✓ Work with manager to write copy to go with the social posts
✓ If needed, use tool like Otter.ai to convert audio into text
✓ Work with the copywriter to turn audio and text into articles
✓ Find royalty-free images to accompany articles and social posts
Sales Support
✓ Converting your leads into prospects
✓ Respond to sales inquiries
✓ Prepare sales proposals/quotes
✓ Keeping in touch with your Past Clients
✓ Responding to your Buyer leads as soon as they are received.
✓ Following up and developing a relationship with all your prospects
✓ Tracking all Prospects
✓ Driving you more Business!
What They’re Saying
Client Testimonial
Property management is getting a larger role in my revenue stream, both on my own rentals as well management for others. The first 5 days of the month are crucial to the well-being of the business. Both Mae and Raya have contributed in better rent collections, especially with the reimbursement claims of unpaid rents from government decrees.
All I can say is that Mae has become an indispensable member of my team. Raya is showing good progress to become one.
“Raya – Thanks for all the hard work you’ve done this year! I appreciate all the extra effort you put in – going above and beyond to get everything done (especially in times where we’re extremely busy). It’s been a challenging year but we’ve had lots of growth thanks to your excellent work ethic, willingness to learn (and master) new skills, and how much care you put into your work. You really care a lot about SMC and it shows! Thanks for being a valuable part of the team 🙂
Thanks very much to the GLOW management team for stepping in to support us when challenges arose and helping find solutions to problems (like the private coaching video downloading/uploading task). Thanks for your great communication and ongoing support.”
We have loved working with Kate over the past 12 months, and feel she is a real asset to HatsOnline. Always willing to assist with any task, and completed with enthusiasm and dedication. We are looking forward to the next 12 months with Kate. Knowing that she is on our team, will make our year run so much more smoothly.
This year has seen a significant upgrade to our systems and website presence, and we will continue to progress towards our goals for complete and utter domination of the hat industry next year!!
ROLE: REAL ESTATE VIRTUAL ASSISTANT (REVA)
What we do
✓ Support and manage Templated Websites
✓ Listing Management
✓ Managing Buyer MLS searches
✓ Entering Property in MLS & other applicable databases
✓ Preliminary Drafting of CMA’s
✓ CRM Integration & Social Media Integration
✓ Marketing the Listing
✓ Personal Marketing
✓ Prospecting
✓ Setting Up Showings
✓ Transaction Management
✓ Calling Expired’s and FSBO’s to setup listing appointments for you
As you can see, the list of tasks that your Virtual Assistants can handle for you is very diverse. The fact is that working with VA’s has gone far further than most people ever thought possible. It’s more than just filtering email and managing your social media. It’s about business growth. It’s about Working on your Business instead of Working in your Business!
Receive your Free Guide to Working with a Virtual Assistant
Office
- USA
400 N. Park Ave, Suite 10B Breckenridge Colorado 80424 United States Phone: 970.722.6300
- AUSTRALIA
#3 Industrial Crescent Lemon Tree Passage, 2319, N.S.W Australia Phone: 024.040.9814
