A virtual executive assistant is a freelance administrative professional who manages administrative tasks remotely for multiple executives and small business owners. They offer a range of services, including social media management and bookkeeping, and are hired as service providers rather than employees. Rates are usually based on hours or flat rate retainers.
A virtual executive assistant is an outside administrative professional, typically a freelancer. He or she performs the same responsibilities and tasks as a traditional executive-level administrative assistant, with one important caveat. Virtual assistants, including those serving executive clients, manage any and all administrative or secretarial tasks that do not require a physical presence. Unlike traditional executive assistants, a virtual executive assistant works from a remote location as an independent contractor for multiple executives and small business owners at the same time.
The main differences between a traditional executive assistant and a virtual executive assistant are the location and the working relationship between the executive and the assistant. With the advent of modern technology including email, productivity software and virtual meeting capabilities, geographic location is no longer a barrier. Assistants may live miles, even continents away from the executives they represent. Also, rather than an employee-employer relationship between the virtual executive assistant and the executive, the relationship is one of service provider and customer.
According to professional organizations like the International Association of Administrative Professionals (IAAP), there are two main types of administrative assistants. Traditional secretaries and entry-level administrative assistants manage tasks such as calendars and scheduling, preparing print and verbal communications, maintaining documents and filing systems, arranging travel, and organizing meeting agendas and supporting documents. Comparatively, executive assistants manage these same tasks for higher-level executives and managers, while also maintaining higher levels of responsibilities, such as making small business decisions on the executive’s behalf. Depending on the specific position, executive assistants may also be responsible for a variety of other tasks, including preparing newsletters, updating executive profile information online, or maintaining a website.
Few virtual assistants make the same distinctions between general administrative assistance and executive-level administrative assistance as seen with on-site administrative professionals. Instead, as a small business owner, a virtual assistant hires two or more clients to provide whatever support services the business owner or executive needs. Most clients are looking for an external assistant capable of acting in any assistance capacity, including as a virtual executive assistant. Specialized skills like using social media platforms, creating complex websites, bookkeeping and other skills are common among virtual assistants.
Each virtual assistance practice offers varying levels, rates, and types of service based on a specified target market. Successful virtual assistants have more than just administrative support skills. Knowledge of marketing, managing small business finances, the ability to outsource projects to both the assistant and clients, and a solid understanding of social media and similar emerging technologies are a must. Rates for virtual assistants are usually based on hours or are offered as flat rate retainers, similar to accountants and legal professionals.
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