What is a Virtual Assistant (VA)?
A Virtual Assistant is self-employed and provides professional administrative, technical, or creative (social) assistance to clients remotely from a home office.
What are the benefits of hiring a VA?
A VA works from their own home office, you do not need to provide the space, supplies, or equipment needed to do their job. You pay for the hours they work, you are not required to pay part-time or full-time hours and you are not responsible for benefits (health, 401K, PTO, etc.)
What can Robin, The Assistant do for me?
Robin can handle all elements of administration and assistance management typically associated with Executive and Personal Assistants, Office Managers, Secretarial staff or Receptionists.
Communication is key, how do I connect with you?
Simple! Based on the package or rate you are paying for, your communication options are lined out in your services.
Typically, all clients will have the option to email, skype, and message via Google Hangouts.
When do I pay for the VA services?
A retainer is required for servicing to begin. You then are given deadlines for each payment required, invoices are created through PayPal and emailed to you.
Invoices are mailed out Thursday evenings and payments are due by the end of the day the next day, Friday.
What is the retainer for? Is it returned?
The retainer is for the beginning of my services. Most clients want a "trial" run, so this will cover that. Retainers only last two weeks - after that, client must decide to hire or not. If client hires, a contract will be done and payments will be arranged. The retainer is a frontal for my time, it is not returned.
What if I cannot make a payment on time?
Services will be paused until payment is received. Once payment is received, services will start back up where they left off.
Any client that refuses to pay for their services once they've accepted the charges prior to being invoiced will be blacklisted from company services.
Is PayPal the only way to pay for my VA services?
Are there any hidden costs?
No. You will be notified of what will be applied to your invoice before it is added and submitted for payment.
International fee is an additional $50 per invoice.
Robin, Do you charge sales tax? If so, what percentage?
Yes. A Sales Tax percentage will be added to your invoice (7.5% minimum depending on location).
Are there Blackout Dates?
Yes, business blackout dates are: All Major Holidays (some are negotiable unless mentioned here), New Years Day, March 15, Easter, April 19, May 2, June 9, Thanksgiving, December 1 and 2, Christmas, and December 27. (These days are subject to change at anytime.)
Blackout Dates mean that I am unreachable. You may text/email/IM me, but I may or may not respond. If you need business attended too during one of these dates or there is a form of communication made on these dates, you will be charged. See pricing for more information.
If a date is not mentioned but is a major holiday, for example Memorial Day or Christmas Eve; contact Robin directly to work out a schedule if you do need services rendered on major holidays that are not listed above.
On a scale of 1 to 10, rate company confidentiality level.
100! All clients receive the utmost strict confidentiality! Your trust and respect to this business is what makes it what it is. Every spec of confidential information is secure and priority.
All clients have the option to share login information via "LastPass". Visit their website for more information. (This keeps your passwords confidential.)
Robin, Will I be asked to rate your services upon completion?
Yes. All clients receive an emailed survey link following services, you are encouraged to honestly complete this survey. All surveys are taken seriously and will help the business grow and gain structure.
Robin, How do you share files?
File sharing can be done through email, Google Docs/Sheets/Slides, and Dropbox.
Robin, What tools do you use to get the job done?
Microsoft Office, Adobe suite, and Google Docs/Sheets/Slides mostly. Meetings are held via Skype.
Robin, Can you help me run my programs and equipment for my business, virtually?
Currently, this option is not available. Through recent client assistance, experience showed that virtually assisting with manufacturing is not something that can be assisted with virtually. If you need help with quoting, machines/program running at your place of business - I can do the leg work for you and find you an employee to do this. I handle administrative related tasks only, not including hefty quoting per particular programs.
Robin, I need you to download some programs in order to perform the duties I need, is this okay?
This is always up for discussion. The client is responsible for all monies involved in Robin purchasing and downloading materials.
Any purchase made to complete a client's duties/work, will be charged to their next invoice. (A copy of the invoice/receipt will be provided at clients request.)
Robin, What tasks can you not provide?
When I started being a personal/virtual assistant, I did everything I could to learn more and gain experience. Through such, I have learned what tasks I would rather do than others and what I know I choose not to do for the sake of both myself and the client.
I own all Apple products, I have basic access to a Windows computer but I cannot download programs (be mindful of this). I do not do inbound or outbound phone calls in excess; simple phone calls here and there are not a problem, but telecommunications is not something that you can get from my services. I do Social Media and Website development, however, I am not certified in SEO (something I want to be upfront about to my clients looking for these things).
Robin, What is your schedule flexibility?
I work a full-time position Monday thru Friday, 6:00 AM - 3:00 PM (EST). Therefore, all of my clients must be mindful that during those times, they come second. I do have access to my virtual clientele during this time and do complete a lot of virtual work during this time; but it is something that all of my clients are knowledgeable about and aware of. I do not prefer to work on weekends and there are days that I am unreachable; all of this was provided in previous text above.