The Irreplaceable Personal Assistant

Oftentimes the role of the virtual administrative assistant and virtual personal assistant can be very confusing.  While many of the attributes and traits are the same, the roles are can be different.  Individuals looking for a VA or PA often look for people who are efficient, self-motivated, organized, a good communicator and IT literate.  The more skills the assistant possess, the higher the salary, especially for personal assistants. 

PAs manage and source resources and conduct research, so they need to be well informed, and internet savvy. They also need to keep up to date with the latest office gadgets and industry practices.

Personal Assistants are calm under pressure and capable of thinking on their feet. They typically support senior managers, executives and teams, and, of course, Celebrity Personal Assistants work with VIP's. PAs are increasingly required to work for more than one person. Consequently, the PA role has become a highly stressful one, particularly for Executive PAs, as PAs generally have their own workload and special projects to deal with.

PAs need to be capable of competently dealing with situations in the boss’s absence, and should be confident enough to commission work on their principal's behalf. Maintaining confidentiality is a fundamental requirement for any PA.

PAs need to keep abreast of organizational issues and have a good understanding of the organization's aims and objectives. Above all, a PA's role is to support her principal in his efforts to reach his targets and deliver on his strategic goals.

Virtual PA Duties

Virtual Personal Assistant positions demand competence and skill at performing the following duties:

- reading, monitoring and responding to the principal's email,
- answering calls and handling queries,
- preparing correspondence on the principal's behalf,
- commissioning work on the principal's behalf,
- liaising with staff, clients remotely
- managing the principal's complex schedule
- booking meetings
- organizing travel and preparing complex travel itineraries
- transcribing minutes,
- planning, organizing and managing events
- managing a budget
- attending events/meetings as the principal's representative (if required)
- conducting internet research
- writing reports, executive summaries and newsletters
- preparing presentations
- updating websites and social media
- typing documents
- sourcing and ordering stationery and office equipment
- managing projects
- managing other support staff

You would often find the role of a virtual EA is very similar to that of a PA and can be used interchangeably. Generally, in addition to the above duties and attributes, the virtual EA role also commands a good grasp of operations and business practices; a solid understanding of the company's goals and strategies, and good project management skills.

Regina Dillard is the founder and managing director of WorkLife Solutions Virtual Assistants and POP! Events & Entertainment, LLC. To learn more visit WorkLife Solutions Virtual Assistants.

Moving Into a Virtual World

As the owner and operator of a virtual assistant and concierge company, much of my day is spent connecting with busy professionals in need of administrative and/or personal support. Many people have various opinions about what an executive is, or is not.

By definition, a virtual assistant (VA) is a highly skilled, professional, independent contractor who provides administrative and creative services to businesses and individuals anywhere in the world on an as-needed basis, from an off-site location, using the high-technology tools of today. Assignments are typically communicated through email and regular mail and phone. Virtual assistants are only paid for the actual time worked, and clients eliminate the expense of providing office space, furniture, equipment, office supplies, and employee benefits.

There are a many websites which can help individuals navigate through the VA-seeking process, such as Elance, oDesk and Thumbtack. Although these sites oftern attach a fee for services, you can certainly find an exceptional virtual assistant or personal assistant on your own.

Here are few suggestions when looking for VA/PA support.

• Interview candidates as if you were hiring on-site support personnel
• Look for someone with office management, customer service, problem-solving and critical thinking skills
• A good VA/PA typically has extensive executive and administrative support
• Look for someone who has experience working remotely
• The virtual assistant should have exceptional communication and organizational skills.
• Interview candidates via Skype to test their video-conferencing skills
• Ask colleagues or friends for referrals
• Be clear about your expectations and turn-around times for tasks.
• Be sure to communicate your preferred method of communication - phone, email, Skype, etc.
• Communicate when you will need services -weekdays, weekends, number of hours per day/week, times and time time zone schedule
• ALWAYS check references - I suggest requesting 3-4 professional references
• Your budget should be aligned with what the market dictates and with the tasks you want them to perform.

Quite honestly, not all corporate executives will be able to adjust to the world virtual assistants, but I would urge execs to consider it. For those just getting started, I suggest hiring a VA/PA for smaller, one-time project for a flat, negotiated fee.

Over the years, I have developed a great working relationship with my clients. I treat my virtual clients as if I were interacting with them face-to-face. A good EA/PA will provide seamless support, which means no one should be able to tell your "right hand wo/man" is working remotely. The satisfaction I receive is knowing I have a wonderful, trusting relationship with my business partner who I assist with time management. For me, it's rewarding to know I can help manage certain tasks for my clients, which helps them focus on more important tasks.

Regina Dillard is the founder of WorkLife Solutions Virtual Assistants, a boutique VA, PA and concierge service. For more information about WorkLife Solutions, click here.