Over 100 Things You Can Do as a Virtual Assistant

Over 100 Things You Can Do As

a Virtual Assistant

The Single Work at Home Mom

Over 100 Things You Can Do as a Virtual Assistant!

The Single Work at Home Mom Page 1

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What Is a Virtual Assistant?

What is a Virtual Assistant? According to Virtual Assistant Networking Association

(www.vanetworking.com), a Virtual Assistant (VA) is a highly-trained independent

entrepreneur who provides a myriad of business support services virtually via phone, fax

and internet based technology to support and meet the growing needs of businesses

worldwide.

I have worked online from home since 2007 and the following marketing techniques are

ones that I have personally used to sign clients to retainer contracts. I highly advise you

to try several ideas, track what does and does not work and stick with it. You do not

want to waste money on marketing strategies that are not effective.

The following are some tried-and-true methods that I have personally used over the

years to find work as a virtual assistant.

1. If you are just starting out and not quite sure what services you want to offer clients, I

recommend volunteering. I went online to Volunteer Match and found an organization

in need of a virtual assistant. By working with this client, I not only got to hone my

business skills but provided pro bono administrative support services to an organization

in need. You may also want to find local nonprofit organizations in your area. Many are

more than open to volunteers. In addition to routine administrative tasks, you may want

to offer to develop a website, come up with new fundraising ideas, create a donor

database or newsletter, the ideas go on and on.

2. There are many freelance sites online. Keep in mind that you will probably not be able

to demand your initial retainer rate but they are great to utilize when starting your

business. Some of the better known sites are: ODesk and Elance. Read all policy

information carefully. You will need to know how to submit resumes, how to create a

profile and how/when you will be paid.

3. A free marketing tool is your email signature. Create an email signature with all of

your contact information such as your phone number, website and a tagline describing

your business. I did sign a client this way. Our initial contact had nothing to do with my

business but about finding a house!

4. Talk to EVERYONE about your business. You never know who knows who you need to

know. During a meeting with a woman regarding a non-business related matter, I

casually brought up my business. It turned out she runs a nonprofit and was looking for

administrative help. Had I not brought up my business she would not have known about

my services and I would not have found out she needed help. A win/win situation!



5. Decide on a niche. Do you enjoy repetitive typing? Consider typing manuscripts for

authors. Are you a design guru? Find business owners in need of website or blog

design. Business owners love writers who can blog for their business. Real estate

investors and agents are an excellent source for work. Find your passion and then find

someone who needs your services.

6. If you do not have a LinkedIn account, you are truly missing out on a lot of

opportunities. Not only can you network with like-minded professionals and join

relevant groups but there are loads of opportunities that will probably not be advertised

elsewhere!

7. Develop a portfolio, showcasing your best work. Include writing samples, any blog or

web designs and references to vouch for your work.

8. Most of all, be creative! There are tons of ways to market your business. You just

have to do what is comfortable for you. What works for one may not work for you. After

all, this is your business, right?

Now….let’s discuss the services you can offer as a virtual assistant.



Specific Tasks 1) Process mailings for clients

2) Perform outbound telemarketing calls seeking clients/sellers/buyers

3) Enter contacts into MS Outlook or other database management program

4) Set/cancel appointments

5) Work with Excel spreadsheets to organize leads and other data

6) Work with MS Word to create mail merges and process mailings

7) Answer incoming calls

8) Return phone calls

9) Type and send letters or contracts

10) Make travel arrangements

11) Call for quotes for other services

12) Order services on the client’s behalf

13) Screen and answer emails

14) Prepare newsletters

15) Plan events or meetings

16) Arrange and put together seminars or

teleseminars

17) Proof read your written materials

18) Transcribe meetings

19) Correspond with clients/tenants regarding

payments and late fees, via mail and phone

20) Mail outs such as postcards or letters for

marketing purposes

21) Check voice mail; return calls

22) Photos (edit and list on websites)

23) Research

24) Flyers

25) Create PowerPoint presentations

26) Thank you notes

27) Newsletters

28) Customer call backs

29) Promotional mailing

30) Thank you gifts

31) Order promotional items



Secretarial Services

32) Answer telephones during

business hours. Calls can be routed

to your home office.

33) Using new programs which allow

remote access to computers, the

virtual assistant can work on your

computer at a distance. Running

scans, repairing registries, updating

the system to run better and faster all can be done remotely. Interactive software is

commonly used to allow the virtual assistant and your calendar to be on the same page.

34) Confirm appointments for clients on a weekly basis. Your client can simply fax or

email a list to you. You call the appointments and note who is confirmed and who must

be rescheduled. Fax or email the list

back to the clients and update the

client calendar online.

35) Provide directions to a meeting or

seminar. Get the directions and either

calls or email those directions to the

client.

36) Fill out routine paperwork for

clients.

37) Keep back-up tapes of your client’s computer. They can send to you for safe-

keeping. In the event of a disaster on your client’s computer, you will have the files!

38) Coordinate air travel, car rental and hotel reservations. Take care of the

arrangements and email the itinerary to your client.

39) Conduct billing for your clients.

40) A virtual assistant can audit banking records, and review telephone bills, including

cell phone records and report any problems back to the clients.

41) Prepare business procedures and type business manuals.



Research 42) Research. The virtual assistant contacts several hotels in the area to find availability

of the date, size, and specifics of the seminar. Obtain written quotes from the hotels

that can accommodate the request. Review each quote for completeness and report the

findings for final decision.

43) Obtain pricing for office equipment and email the information to the client for the

final decision.

44) Research a topic online for an important proposal. Do a keyword search and list the

websites/findings to the client.

45) Prepare a marketing plan, contact possible advertising outlets on the Internet,

magazines, periodicals, newspapers, etc. and acquire information on pricing, publishing

dates, publishing deadlines, payment policies, etc.

Word Processing/Presentations 46) Take notes at meetings and type them,

formatting into a newsletter if needed.

47) Edit and format reports.

48) Type and print the same letter personalized to

many recipients. Mail the letter and charge the

postage costs back to the client.

49) Prepare a PowerPoint presentation for a client

seminar.

50) Prepare a questionnaire fact sheet for seminar participants. Follow up with

participants and summarize the questionnaire responses in a report.

51) Better still – design the questionnaire!

52) Create a form or template for your client.

53) Verify client database (name, spelling, title and address). Save the database as a

“zip” file and email to the client.

54) Send out email blasts, using ConstantContact.

55) Be available via Instant Message to handle last minute projects effectively.



56) Send out monthly

reports for customers.

Keep a calendar and sends

reports in a timely manner.

Desktop Publishing 57) Design, type and print

brochures for a client’s

business.

58) Submit the design file

to a professional print shop

and simply email the file to

the shop for printing.

59) Update your client’s

blog. Get ideas from your client or think of your own.

60) Conduct an eBay auction. Set up the auction, upload photos, monitor and complete

the sale for your client.

61) Design business cards.

62) Design schedules, calendars or flyers.

63) Design a custom website or blog, maintain it on a regular basis, adding current

articles or information as needed.

64) Set-up an autoresponder using AWeber or MailChimp.

65) Design and prepare the newsletters, and arrange printing and mailing, or emailing,

on schedule.

66) Create postcards to be sent to your client’s customers. Order from the fulfillment

house for delivery in bulk to your office, her/his office, or to be labeled and sent out

directly.

67) Send a blind survey to a focus group or list of former customers for feedback.

68) Contact old customers via phone with a prepared script or by sending a targeted

mailing.



Transcription Services 69) Record calls and transcribe the tape for clients.

70) Your client sends you an MP3 file. Transcribe the audio and email the completed

transcript back to the client.

Email Services 71) Set up a general email account ([email protected]). Retrieve all email, sort,

respond to routine requests, and forward items of importance to your client.

72) Monitor email while your client is on vacation or out of the office. Contact the

client with urgent messages or respond on their behalf.

73) Manage your client’s eZine/newsletter. Although many features can be

automated, correct any incorrect subscription requests or

undeliverable email messages.

Telephone/Fax Services 74) Record a voicemail for your client

if they will be on vacation and

monitor incoming calls. Customers

may contact your directly as well.

75) Have your client forward their

calls to you so you may answer them

live. Respond to routine requests,

and contact your client with urgent

messages.

76) Retrieve messages from voice mail and respond to routine requests.

77) When planning a seminar or conference make phone calls to key contacts, give a

brief overview of the seminar, and schedule a phone appointment for your client to

connect with the contact personally.

Internet Services 78) Upload photographs online through a service or by creating a

personal page (Flickr, for example). Scan and resize the photos, then send out an

invitation to a designated email list to access the photographs.

79) Perform searches to locate a hard to find item.



80) Make changes to a client’s website.

81) Promote your client’s website by submitting the URL, key words and description to

various search engines on a routine basis.

82) Increase the number of subscribers to your client’s electronic newsletter by listing

the newsletter with a variety of online directories and follow up to make sure the

listings are accurate.

83) Contact other list owners to inquire about mutual cross promotion.

84) Submit articles written by you or your client to eZines to increase exposure.

85) Monitor banner ad placements/click thrus and make recommendations for

adjustments.

86) Set up a shopping cart to sell products and monitor sales reports.

87) Contact similar websites to your client’s and request mutual link exchange.

88) Periodically review your client’s website and verify links. Fix broken links.

Bookkeeping

89) Your client needs bill paying services. Use on-line bill payment services. Security

features can be set up which make this a safe and simple solution.

90) You client needs bill paying services plus

data entry into accounting software.

You can:

a. Set up a checking account with payment

authorization for both of you. As the bills are

prepared for payment, notify your client how

much money to deposit into the account.

b. Prepare the checks for payment and mail

back to your client for signature and mailing.

c. If available from your bank, use on-line bill

payment services. As bills are paid, enter the

transactions into accounting software. In

addition, reconcile bank statements, enter credit card transactions, prepare invoices,

make and/or enter deposits, and prepare end of month reports.



91) Collect on past due invoices, make payment arrangements, accept credit cards over

the phone, etc.

92) Your client needs monthly bank

reconciliation. Using the check register

and the bank statement, enter all data

into accounting software and reconcile

the account. The accounting file is sent

back to your via email attachment.

93) Remind your client, via email or

telephone, when billing due dates arrive.

94) Your client needs monthly auditing of accounts payable and receivable, especially if

these services are performed by an on-site employee.

95) Prepare income tax returns for your client’s business. Prepare 1099’s and W-2s to

be sent out to vendors and contractors.

Purchasing Services 96) Order supplies for your client and have them delivered directly to your client’s

office or home.

97) Research the various makes, models, etc., of office equipment and have written

quotes sent to you. Purchase and arrange for delivery.

98) Set up lines of credit with vendors and monitor to keep your client’s credit

information current and accurate.

99) Order marketing materials (stationery, brochures, envelopes, etc.) for your client.

Obtain pricing quotes; coordinate ordering, design, quantity, delivery and payment.

100) Keep track of birthdays and other milestones, research appropriate gifts, suggest

those items for approval, and coordinate the purchase and delivery of same.

101) Keep track of birthdays and send out cards for your clients.



Writing/Editing Services 102) Write, edit and proofread

marketing literature.

103) Type, format, proofread, edit,

spell check, and grammar check

documents.

104) Write articles on your client’s

behalf.

Marketing Services 105) Implement an advertising plan or promo. Monitor the plan, submit ads by

deadlines, track expiration dates, coordinate payment, handle correspondence with

advertising vendors, and continually update the advertising report and/or advertising

budget report.

106) Monitor customer satisfaction by creating a feedback questionnaire or survey,

email to customers, review the responses and summarize the responses.

107) Prepare a welcome package and send it to your client’s new customer.

108) Set up lunch appointments for your client to meet with potential customers.

109) Set up exhibits at conventions or expos on a regular basis.

Personal Services 110) Schedule personal tasks such as car maintenance, order groceries or make flight

arrangements.

111) Keep your client’s calendar and remind them of dentist/client/significant other

appointments, family appointments, classes to take, or project deadlines.

112) Research personal items, such as summer camps, schools, etc., for clients.

113) Plan a wedding/reunion/backyard barbeque, assist with the invitation list, mail

the invitations, track RSVPs, track gifts received and even send thank you cards.

114) Research and recommend life insurance, car insurance, home owners insurance,

etc.



115) Plan vacations, provide your client with

options, and then make the travel arrangements,

such as air, hotel and car rental, or all-inclusive

resorts or cruise comparisons.

116) Help a motivational speaker promote their

speaking career. Make appointments with

organizations to arrange speaking engagements,

send out materials, follow up with inquiries, and

coordinate public relations such as press releases.

117) Provide daily updating on personal

investments, stocks, etc.

118) Work with an author to assist them in writing a book. Compile rough drafts, notes,

fragments, letters or memoirs and get them into an editable form to begin the process

of formatting the book, research publishers, and send out queries.

119) Upload audio files to a website or set up to be downloaded as a free report.

Can you think of more? Great! Go for it!

There are lots of business owners who need you and your services! Good luck to you!



Regina has been a home-based entrepreneur since 2007, after the birth of her youngest child.

Her virtual assistant business has provided administrative services to clients worldwide,

primarily real estate investors. Her top-notch organizational skills have helped real estate

professionals close on numerous properties across the United States. As a freelance writer, she

has written articles regarding home-based businesses and is a social media community manager,

as well as a home school speaker and blogger.

Definitely a multi-tasker, she is a single parent of 4 young boys at home, plus a mom to three

adult children and grandmother to four. A passionate advocate for educational choice, Regina

educates three of the boys at home, with the youngest attending a

special needs program for autistic children. Two of the boys

regularly score at least 3 grade levels above average in both

reading and math. The other son completed an entire grade level

in less than six months.

Effective time management is critical to running her home and

business. Everyone has chores (even her special needs son). The

number one question she is asked is: “How do you do it all?” Her

answer is, “I am honest with myself. I know I can’t do it alone. My

children are my rocks and my helpers. They push me to do even

more.”

Regina’s passion is to help other homeschooling parents and

home-based business owners, particularly single parents doing it alone. “I know this is what I

am supposed to be doing. I feel it; I see the progress my boys make on a daily basis. I know it

can be done.” Sometimes even with all of her careful planning, things go wrong. But, “at the

end of the day, we made it…..together. And tomorrow is a new day.”

When time permits, she enjoys watching British sitcoms, reading autobiographies, watching

football and trying to make homemade bread like her mother.

Where You Can Find Regina

LinkedIn Facebook Twitter



Bonus Section - Recipes

Working from home definitely has its benefits. One of them is that I can take the time

to prepare meals for my family. Here are a few of our favorites – enjoy!

I remember my grandmother making fresh rolls. She had a big red ceramic bowl and

she would punch and knead that dough forever. I felt a bit intimidated to attempt to

make homemade bread but my eleven-year-old encouraged me to give it a shot. My

mom shared her recipe with me and I was shocked to find out her recipe involved no

kneading! Sweet!

Mom's Pull-Apart Rolls

4 cups warm water (make sure it is not boiling, otherwise it will kill the yeast)

6 packs of yeast

12 cups of bread flour

1 cup of sugar

4 tsp. of salt

1 cup butter, melted

3 eggs

Dissolve yeast in water. Add sugar and salt, eggs, melted butter and half of the flour.

Beat with a wire whisk or a hand mixer. Add the rest of the flour (add 1/2 cup at a time

- you may have to mix it with your hands at this point) and cover with a cloth. Let it rise

until it doubles in size. Grease the bread pan and shape the rolls. Place the rolls in the

bread pan (very close together to get the pull-apart effect). Let them rise for 20

minutes. Bake for 20-30 minutes on 375 degrees or until golden brown on the top.

Brush with melted butter.

I learned the hard way to place the rolls

together (my aunt so gladly pointed that

out) but I was pleased with my attempt. I

made mini ham sandwiches for lunches,

we had plenty of rolls for dinner and I was

able to freeze half of the rolls. Plus, this

came out a lot cheaper than buying the

prepared rolls. I may retire my

breadmaker after all!



My boys love French fries but buying the frozen bag can get expensive. Buying a 10-

pound bag of Russet potatoes and making my own is so much more economical – and

tasty!

French Fried Potatoes

Ingredients

• 1/3 cup white sugar

• 2 cups warm water

• 2 large russet potatoes - peeled, and sliced into 1/4 inch strips

• 6 cups vegetable oil for frying

• salt to taste

Directions

1. In a medium bowl, dissolve the sugar in warm water. Soak potatoes in water

mixture for 15 minutes. Remove from water, and dry thoroughly on paper

towels.

2. Heat oil in deep-fryer to 375 degrees F (190 degrees C). Add potatoes, and cook

until golden, 5 to 6 minutes. Drain on paper towels. Season with salt to taste.



I made this for the boys and they ate it the next day for lunch! I know this one is a

keeper. This original recipe serves 4 but I doubled it in order to create leftovers. I also

substituted rotini pasta for the angel hair to make it a bit heartier.

Kielbasa with Pasta

Ingredients

• 1 pound smoked kielbasa sausage, cut into 1/4 inch slices

• 1/2 cup chopped green pepper

• 1/4 cup chopped onion

• 1/2 teaspoon minced garlic

• 2 tablespoons vegetable oil

• 2 (14.5 ounce)

cans stewed

tomatoes

• 1 (9 ounce)

package

refrigerated angel

hair pasta

• 1/2 cup grated

Parmesan cheese

• 2 tablespoons

butter, melted

Directions

1. In a large skillet,

saute the kielbasa,

green pepper, onion and garlic in oil until sausage is lightly browned. Stir in

tomatoes. Bring to a boil. Reduce heat; simmer, uncovered, for 10 minutes.

2. Meanwhile, cook pasta according to package directions; drain. Stir in Parmesan

cheese and butter. Serve with kielbasa mixture.



I have been letting the boys get in the kitchen lately and they have really taken to

cooking. One of the quick lunches they like to whip up is mini pizzas.

Photo Credit: Pillsbury

Individual Mini Pizzas

Ingredients

1 can of biscuits

pizza sauce

mozzarella cheese

sliced pepperoni

Directions

1. Preheat the oven to 350 degrees. Open the biscuits and flatten them with a

rolling pin or your hand.

2. Spread a tablespoon of pizza sauce on each biscuit dough.

3. Sprinkle mozzarella on the dough and pepperoni on top.

4. Place on a cookie sheet and bake for 15-20 minutes or until the cheese is

melted. Remove from the oven and let cool for about 5 minutes before serving.

These can actually be frozen and baked when you need them.



I use my crock pot – a lot. You would be amazed at what you can cook in a crock pot.

It’s not just ribs, believe me!

Slow Cooker Lasagne

Ingredients

• 1 pound lean ground beef

• 1 (675 ml) jar pasta sauce

• 1 cup water

• 1 3/4 cups ricotta cheese

• 1 3/4 cups KRAFT 4 Cheese Italiano Shredded Cheese, divided

• 1/4 cup Kraft 100% Parmesan Grated Cheese, divided

• 1 egg

• 2 tablespoons chopped fresh parsley

• 6 lasagna noodles, uncooked (oven-ready)

Directions

1. Brown meat in large skillet; drain. Stir in pasta sauce and

water. Mix ricotta, 1-1/2 cups shredded cheese, 2 Tbsp.

Parmesan, egg and parsley.

2. Spoon 1 cup meat sauce into slow cooker; top with layers

of half each of the noodles, broken to fit, and cheese

mixture. Cover with 2 cups meat sauce. Top with

remaining noodles, broken to fit, cheese mixture and sauce. Cover with lid.

3. Cook on LOW 4 to 6 hours or until liquid is absorbed. Sprinkle with remaining

cheeses; let stand, covered, 10 min. or until melted.



NOTES

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Over 100 Things You Can Do as a Virtual Assistant

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