SmartPA Blog | Administration, PA and Business Contant

Your Guide to Hiring a Virtual Administrative Assistant | SmartPA

Written by SmartPA | Apr 19, 2022 11:00:00 PM

The stress of compounding administrative work is enough to inhibit the momentum of even the most efficient business. Finding the right staffing solutions, delegating important tasks and staying afloat amidst a seemingly endless amount of paperwork and filing is a daunting process. 

 

Thanks to the rise of the virtual administrative assistant, gains in efficiency and productivity can be achieved unencumbered by the restraints of personal assistant (PA) and secretarial tasks.

 

Let’s take a look at the benefits of employing a skilled virtual assistant, with tips on how to find the perfect candidate for the position.

 

Why your business needs a virtual administrative assistant

Having the right executive assistant for the job is crucial. As a business owner, you deserve the security associated with a competent, trustworthy, efficient and experienced professional handling the day-to-day operations of your business.

 

In today’s increasingly remote working world, why not take advantage of the ability to cast a wider net in regards to your hiring needs? By resourcing a personal assistant candidate from a global pool of available professionals, the qualifications that match the needs of your business can be filtered with a greater degree of granularity.

 

Ask yourself, what tasks could an on-site assistant accomplish that a virtual assistant (VA) could not? The answer might surprise you.

 

The benefits of outsourcing administrative work

From appointment scheduling to digital marketing tasks to running errands, there is nothing a virtual assistant can’t accomplish for your business. Not only will your employees enjoy the ability to remain focused on the pressing matters that need to be handled on-site, the cost benefits of delegating the day-to-day essentials of administrative operation are substantial as well.

 

Virtually significant savings

Put simply, employing a virtual assistant costs less. Eschewing the need to hire a full-time employee for a task list that waxes and wanes, the ability to pay a per-hour fee to an outsourced professional has a significant cost impact when compounded annually.

 

Imagine a plug-and-play solution for your virtual office addition, with no time or resources allocated to training? Your VA comes readily equipped with the knowledge and experience precisely engineered to aid your office, right from day one.

 

Save on the most precious resource of all

Time. Perhaps the greatest benefit to outsourcing your administrative needs is the time you’ll get back in your day. Free up the allocated resources your employees would otherwise dedicate to job postings and screening applicants. Meeting with candidates who – although they may adapt and adjust to the fast-paced needs of your organisation over time – just don’t have the ability to dive into the proverbial deep end right away can detract from the productivity of your team.

 

Your full-time employees could be entitled to up to 28 paid days off per year; factor in absences due to illness, training and other circumstances, and statistics estimate up to 53 work days are lost on average in the United Kingdom annually. Once again, the pay-per-hour model of a virtual assistant solution reduces the costs  and productivity losses afforded an additional on-site team member. 

 

If the ‘big three’ of task delegation, cost reduction and time savings don’t provide enough incentive, we’ve prepared a 14-point summary on why hiring a VA is a smart move for your enterprise.

 

Now that you’ve isolated the substantial benefits associated with hiring a virtual administrative assistant, it’s time to learn how to find the ideal candidate.

 

 

How do you choose the right virtual assistant for your business?

Before we start on the ‘who,’ it is worth noting the distinction between a virtual assistant and a secretary. As defined by the traditional associations with the role, a secretary is largely responsible for administrative duties such as typing, copying and call-handling. A virtual assistant, on the other hand, is an independent operator, praised for their efficiency and lauded for the ability to remain productive remotely with minimal supervision.

 

The right VA makes judgement calls and decisions that positively impact your business.

 

Where do you find a virtual assistant?

Utilising your network of contacts is a great place to start. Chances are, yours is not the only enterprise looking for ways to maximise productivity and reduce costs. With the rising popularity of a remote workforce, you’re undoubtedly not the only business to have at the very least considered the VA option. 

 

Here’s how to select the right virtual assistant for your business.

 

The interview process: 4 key questions to ask

  • What are your areas of expertise?

From general assistants to specialists, no two VAs come equipped with the same skill sets. It is important to resource the correct experience for your business needs.

  • What tools/software are you proficient in?

Graphic design programs, employee management software and more — does your potential candidate possess any program knowledge or utilise software that could be integrated with your business, or possibly replace it?  

  • What security measures do you employ?

Two-factor authentication for your crucial data, private WiFi connections and up-to-date antivirus software are key elements of the interview process that can often be overlooked. Don’t assume the candidates’ security protocols match the needs of your business.

  • How do you prioritise your work allocations?

Never underestimate the value of priority tasking! Some virtual assistants may be juggling more than one client – you’ll want line of sight into everything from time zones to the preferred word day taskings of your prospective hire.

 

As you’ll be assigning the daily, essential operations of your workflow to your newly-hired virtual assistant business, ensure your new hire emphasises reliability, communication and proficiency for multitasking.

 

Freelance or managed service? Choosing the best option for your business

As you’re narrowing your selection for that ideal virtual executive assistant, consider the very important distinction between the two main categories they tend to fall into: Freelance and admin managed service providers.

 

Freelancers are not strictly working for your organisation. As outlined previously, the importance of ensuring your business is a priority is worth establishing immediately when considering a freelance VA. Typically, you’ll assign them to work for you for a specific period of time during the workday. You’ll also invoice them directly, and will forgo working with an intermediary if you decide to go this route with your remote hire.

 

Freelancers are largely the cheaper alternative, as they require less overhead. There is also an increased ability to negotiate specific taskings, and the process is devoid of additional bureaucracy.

 

A managed service requires payment for administration tasks, but you’re paying for a service versus an individual. You’ll be resourcing a team of individuals, all tasked with various elements of your operational needs.

 

Managed services provide scalability. You’ll have the option to leverage a team of individuals to accomplish large tasks quickly and efficiently. Managed service providers also generally provide better quality control, as a dedicated project manager ensures that a VA is always available for your office needs.

 

Regardless of the type of virtual assistant you select, everything from answering emails to scheduling meetings with clients is effortlessly offloaded and managed on an as-needed basis. 

 

SmartPA virtual assistant solutions

As the number one administration and back office support provider in the world, SmartPA offers services tailored to disrupting the perception of remote admin workers. Our team of professionals are highly trained and accredited, and together we ensure cost-effective and highly efficient solutions for your crucial administrative assistance and secretarial needs.

 

Our services include:

  • Flexible back office support takes care of answering calls when you’re busy, and categorises the incoming traffic you miss, providing line of sight into the clients and leads that need priority contact.
  • Diary and email management designed to handle front of the house workflow and ensure the positioning of your office keeps you front of mind for clients in your market.
  •  Virtual personal assistants dedicated to supporting you remotely, with an array of the industry-specific knowledge and accreditation necessary to escalate the productivity of your workforce. Delegate specific tasks, or leverage our experience for full administrative functions in order to maximise your productivity.

 

 

Your business deserves SmartPA solutions. Contact us today in order to experience the difference the global leader in admin support can offer your brand. Whatever, wherever and whenever you need it, SmartPA has the virtual administrative assistant solution to fit your office needs.