While secretaries and administrative assistants have been
around for years, the term “virtual assistant" is a relatively new term that
has become popular along side the Internet. What is a virtual assistant? Also
called a VA, a virtual assistant is the online equivalent of an office
administrative assistant.
As independent contractors, virtual assistants work for
their clients off-site, performing a variety of administrative tasks. Common duties
include data entry, web design and maintenance, bookkeeping, word processing
and transcription. While many virtual assistants offer basic office skills like
these, others specialize in areas like accounting, research, mailings,
marketing and public relations.
Because virtual assistants work off-site, often from their
own home offices, businesses that hire them do not incur additional overhead
expenses, payroll taxes or benefit payments. Instead, the business gains the experience
and expertise of the virtual assistant while only paying for the services
performed. This set-up can be particularly valuable to the small business owner
or nonprofit that can’t afford to hire additional staff. It can also be ideal
for firms that need to fill employment gaps during peak times, maternity leaves
and vacations.
How does it work? Once a virtual assistant has been
selected, the hiring firm and the VA outline their terms. This is typically
done via e-mail or telephone (e.g., virtually). The hiring firm spells out the
work to be performed, standards of performance and the needed deadline. The
virtual assistant quotes a price, or an hourly rate, for the work and her
payment terms. Prices and rates vary based on the type of work, level of
expertise required and the deadline. More complex projects or those that are
needed right away will likely be more costly than simple tasks. Once an
agreement has been made, the VA gets to work, contacting the hiring firm as
needed with questions. Once the project has been submitted and approved by the
hiring firm, the virtual assistant paid. This can also be done virtually
through online payment systems like PayPal.
How can you find a virtual assistant? There are a number of
professional virtual assistant associations accessible online including the
International Virtual Assistants Association (IVAA), the International
Association of Virtual Office Assistants (IAVOA) and the International
Association of Virtual Assistants (IAVA). In addition to offering certification
programs for virtual assistants, these associations often include online
directories where you can search for virtual assistants. A simple Google search
of the term “virtual assistant" will also yield millions of results.
The key is finding someone (1) who can perform the needed tasks
on time; (2) who will communicate clearly and on a timely basis; (3) that will
maintain your privacy and confidentiality; and (4) with whom you will enjoy
working. If you can accomplish these four goals with a virtual assistant, she
can become a valuable part of your virtual team. |
