An Executive Assistant plays an important role in an office by helping an executive with their myriad tasks and office duties, allowing them to focus on the core business functions and growth.
The internet and technology today makes it easy for an executive assistant to handle their duties virtually successfully. Some may think, why would I hire a virtual administrative assistant vs. having one on-site?
The short answer is, there are many great benefits of hiring a virtual executive assistant.
Typical duties of a Virtual Executive Assistant
You may be contemplating whether to hire a virtual executive assistant or an on-site assistant. While both have their benefits, choosing one depends on the functions you’ll need your assistant to perform.
Virtual assistants can handle the duties below easily.
Administrative Duties
The virtual executive assistant will answer phones, including being the gatekeeper for their boss.
They also schedule appointments, manage calendars, and handle emails. It’s their job to ensure the executive’s schedule and day-to-day tasks run smoothly and on time.
Special Projects
Executive assistants handle unique projects that arise, including conducting research, providing statistics, or data entry.
Event Planning
When an executive has to plan an event, their assistant can handle the majority, if not all, of the logistics for the event, including organizing the menu and booking vendors.
Travel Arrangements
Planning and booking travel arrangements for an executive is typically handled by the virtual executive assistant to ensure business trips go smoothly.
Project management
Executive Assistants act as project managers by delegating jobs and coordinating details with others involved. They will also ensure tasks are completed by the deadline to keep the project on schedule.
Keeping everyone working on the project in communication and on the same page will be the assistant’s primary role.
Document preparation
Executives typically have their assistants help them prepare for meetings and presentations by conducting any needed research and putting together important documents.
Accounting
Bookkeeping, payroll, accounts payable, and receivables can be handled by virtual executive assistants, typically in smaller organizations.
There are many tasks virtual executive assistants can handle for you to save you a lot of time and help your day-to-day run smoothly. Having an assistant will help alleviate some of your workloads, meaning you will feel less stressed and overwhelmed.
Virtual vs. On-site
There are many benefits and disadvantages for both virtual and on-site executive assistants.
Virtual assistants are becoming increasingly popular as business owners see the vast benefits of them. Here are some of the pros and cons to help you decide what’s best for you and your business.
Pro: Cost Savings
A company saves money when they have remote workers because it lowers their overhead costs.
The cost savings come from not needing a large office with high rent, utilities, and cleaning. Also, fewer supplies are required, and possibly fewer benefits and taxes are required to payout.
Pro: Increased Productivity
It requires a certain degree of trust to allow your executive assistant to work virtually, but your business will benefit from increased productivity. A Stanford study found remote workers are 13% more productive compared to their in-office coworkers.
Virtual workers have the advantage of not being in the busy work environment, which means they are not distracted by their coworkers, allowing them to stay focused on the task at hand. Research shows that businesses lose $600 billion a year to workplace distractions.
Another study showed 75% of employees working remotely report maintaining or improving productivity on their tasks, and 51% say the same about collaborative tasks.
Increased productivity is due to:
Fewer interruptions
More focused time
Quieter work environment
More comfortable workspace
No office politics
Some executives cannot find enough time in the day to complete everything on their to-do list. With a great virtual executive assistant who is tackling time-consuming tasks for you and keeping your schedule running smoothly, you can focus on the core business functions, including growth planning.
In essence, hiring a virtual executive assistant will help you get more work done in less time.
Con: Company Culture
Company culture is a set of shared values, practices, goals, and attitudes that characterize an organization. It’s the way coworkers interact with each other and work together, how they enjoy the work they do, and their values.
It may be challenging for your virtual executive assistant to fit into your company culture if they are not working in person with others within the organization daily. It will take a bit of extra effort from you to ensure your virtual assistant knows the company’s culture and goals, so they model it and carry it with them while virtually interacting with others and in the work they complete.
Keeping your virtual assistant involved and feeling like part of the team is crucial for the position’s long-term success.
Pro or Con: Managing Your Virtual Executive Assistant
When your assistant is in the office, you can see them actively working when they should be. But when your assistant is virtual, you don’t have the same advantage.
It will require you to fully trust your assistant to know they will get the necessary work done on time.
When you have a virtual assistant focusing on their output rather than what they are doing each minute is typically the best practice. Give them the expectations and deadlines and trust they will meet them. They are skilled at what they do and don’t need constant supervision.
Work-life Balance
A considerable benefit of having a Virtual Executive Assistant is the positive work-life balance it provides for both the assistant and the executive. Many Executives work long hours every day to complete everything, which leaves them little extra time to enjoy life away from work.
An assistant handling a great deal of work frees up additional hours each day you can spend with friends and family and doing what you enjoy.
The assistant will also have a more positive work-life balance since they don’t have to spend time commuting to the office every day and typically can be a little flexible with their schedule.
Another benefit of the flexible schedule is that your virtual assistant projects that need handling after hours can be completed when required.
Having a positive work-life balance adds to the health and happiness of an individual. When you and your assistant are happier and less stressed, you will be more productive and efficient. Your assistant will be more likely to stay with you long-term when they enjoy what they do. It’s all about a healthy balance.
Summary
A Virtual Executive Assistant is a dedicated team player that will take some of the workloads off your plate, so you have the time to focus on more important things like company growth. It’s an excellent way to improve efficiency.
When you are not spending time on tasks like administrative duties, you can increase your productivity, making hiring a Virtual Executive Assistant an intelligent business decision. You and your assistant will have more free time, which adds to a positive work-life balance, so you don’t get burned out.
If you are thinking about hiring a Virtual Executive Assistant but are not sure if it’s the right decision, ask yourself if you will be more productive and efficient with your time spent at work if you had someone handling some of the workloads for you? With your current expertise, would your time be better spent on tasks that would scale the business?
If you answered yes to these, then hiring a Virtual Executive Assistant is an excellent business decision.
Getting started with hiring a Virtual Executive Assistant can be time-consuming in itself. Pocketbook Agency makes the process easy. We match you with an exceptionally skilled assistant who is ready to hit the ground running. You will notice the increased productivity and available time soon after.
Contact the Pocketbook Agency today, and we will match you with the perfect Virtual Executive Assistant for you!
Sources:
Costs and Benefits | Global Workplace Analytics
What 12,000 Employees Have to Say About the Future of Remote Work | BCG