Virtual Executive Assistance: The Future of Business Support

When I was a kid, my grandpa owned his own tool & die business. I loved going to visit him at work, especially if we got some chocolate or jelly bellies out of his candy jar.  On the way to his office, I’d typically walk by his secretary’s area.  Sometimes she would be busy filing paperwork or paying bills, but often she could be found sitting at her desk waiting for a phone call or the daily UPS delivery.  Whether she actively worked 40 hours or was just present, she would be paid for those hours each week.  

While many offices still utilize receptionists, bookkeepers, or administrative assistants, not all businesses require a full time support person.  This is especially true if you are a solopreneur or someone just starting to build your team.  Yet, you may find that you are needing some level of support to meet your deadlines and maintain productivity.  This is where virtual executive assistance is often a very good fit.  Let’s dive into why Virtual Executive Assistance (VEA) really is the upcoming future of business support.

Cost Benefits

When you realize you need someone to assist you with various tasks, you may be tempted to start with a job ad.  Whether you post on a website like Indeed or go old school in the newspaper (yes, I still see job ads in my small town weekly news!), there is a cost associated with placing those ads.  There’s also time spent waiting on job applications to start arriving and interviews to schedule.  If you’re looking for someone to join you quickly, with no hiring fees, contracting with a VA is ideal.

In addition to speeding up the hiring process and cutting those advertising costs out of your budget, hiring a VA is typically much less expensive than hiring a full time employee.  Remember the secretary I mentioned earlier, who was present for 40 hours, but may have just been spending some of her time waiting for the phone to ring?  In today’s business world, you don’t have to hire someone for 40 hours if you don’t really need that.  

At Auxo, most of us work part time, as we are striving to balance our own work and family lives.  I currently work for one client 10 hours a week.  In that time, I’m able to submit her appointments to insurance, admit patients into her state’s tracking system, enter remittances, follow up with clients, and much more.  I work for another client just 5 hours a week, and in that time, I organize her email, manage her calendar, and be sure she is staying up on all her class deadlines.  I’m also assisting her with wedding planning and other various tasks as needed.  Neither one of those clients needs 40 hours a week, but those 5 or 10 hours are freeing them up to focus on other in-depth tasks, client sessions, or time out of the office.

Flexibility

In addition to just needing part time support, many business owners like the flexibility a remote hire can provide.  Need someone to make phone call reminders early in the day, but you’re not a morning person?  Need someone to take minutes from a late night meeting?  Hiring someone to fill these roles remotely allows you to work during the hours that work best for you, yet also meet the needs of your business.

You may also have a need for seasonal support or assistance on a particularly big project.  Hiring a VA for a short time is a logical option.  It’s also possible that a positive experience with a VA for one project may lead you to discovering other ways they could provide support throughout the year.  Sometimes our clients will start with a small retainer and move up to a larger retainer as they see the positive results coming from their initial hire.

Enhanced Productivity and Efficiency

In my grandpa’s tool and die business, his main role was to make new sales connections and quote new projects. His position benefited from the tool-making experience he had, and it relied on the relationships he had developed and maintained over the years.  Paying his employees, invoicing his customers, and advertising in the community were also crucial to his business moving forward, but they didn’t require his expertise to complete those tasks.  He was best suited for his role, while delegating the other tasks elsewhere.

The same is true for many business owners.  While you get into business to fulfill a specific role, at some point, you’ll find your time being bogged down by the administrative tasks too.  Checking emails, scheduling appointments (and rescheduling canceled ones), and so much more can begin to take up a lot of your time.  Business owners can easily spend 40% of their time on administrative tasks, which quickly takes away from your productivity.  Delegating that work out to a VA not only frees up your time, but it allows you to invest that time into those tasks you’re best suited for.

In the business world, we may long be debating whether returning to the office after the pandemic or working remotely is the most advantageous for our businesses and employees.  Yet, the reality is that virtual work, at least on some level, is here to stay.  How might a virtual executive assistant be the answer for your business?

If you’d like to learn more about how Auxo’s virtual assistants could benefit your business, book a free consultation with us.