Virtual executive assistants for managers are becoming increasingly popular among entrepreneurs and business leaders who want to free up their time and focus on higher-level tasks. However, many executives still hesitate to hand over their responsibilities, especially to someone not physically in the office.
Giving up control of your calendar, contacts, and daily tasks can feel risky. You’ve spent years building your business and reputation, so it makes sense to feel protective of it. However, experienced virtual executive assistants for managers who have worked with other executives will function as a protector of your time and energy.
Table Of Contents:
- The Power of Delegation: Why Virtual Executive Assistants for Managers are Essential
- Qualities of a Top Virtual Executive Assistant
- Hiring the Right Virtual Executive Assistant
- Conclusion
The Power of Delegation: Why Virtual Executive Assistants for Managers are Essential
As a manager, you’re responsible for many things like making strategic decisions, managing your team, and meeting deadlines. It’s challenging and demanding work, and it’s nearly impossible to stay on top of everything without help. This is where a virtual executive assistant (sometimes referred to as an executive virtual assistant) can be a valuable asset to you and your team.
Free Up Valuable Time With a Virtual Executive Assistant
Let’s face it – most of us struggle with time management because we underestimate how long tasks will take and allow distractions to pull our focus. You might start your day wanting to focus on high-value projects only to realize you spent hours answering emails or going back and forth scheduling meetings.
Virtual executive assistants for managers tackle those time-consuming administrative tasks so you don’t have to. This frees you to concentrate on work that requires your unique skill set. Imagine having uninterrupted blocks of time to dedicate to brainstorming new product ideas, planning out marketing strategies, or just thinking clearly and strategically.
By delegating routine tasks such as managing email, scheduling appointments, booking travel, creating presentations, or even handling personal tasks such as managing household bills or making online purchases, you free up a significant amount of your valuable time.
Wondering how much of a time difference a virtual executive assistant can make in your workday? If you hire a part-time assistant, think of how much more you could accomplish with 20 extra hours each week.
Increase Your Productivity & Efficiency
Increased time isn’t the only benefit of working with a virtual executive assistant; it’s how this increase in available time allows for greater focus and efficiency. When you’re freed from the constant burden of administrative work, your mind is clearer, sharper, and more capable of tackling bigger projects and producing higher-quality work. This ultimately leads to better decision-making, improved problem-solving, and increased overall productivity.
Reduced Business Costs
It can feel expensive to hire another team member – whether in-office or virtually. You might wonder if it’s truly a financially responsible move, especially if you’re a newer business owner. But while hiring a virtual executive assistant involves an upfront cost, it’s often a very cost-effective investment that saves you money over time.
When you factor in expenses like office space, benefits, equipment, and taxes associated with traditional in-house employees, you’re looking at a hefty price tag.
Virtual executive assistants for managers don’t require the same level of investment. You’ll eliminate or significantly reduce expenses related to office space, supplies, equipment, and employee benefits. Plus, virtual assistants often offer flexible work arrangements.
You can hire an assistant for as little as 20 hours a month instead of having a full-time, salaried employee.
Access a Diverse Pool of Talent
One of the many benefits of this new era of remote work is the ability to connect with talented people all around the world. This is especially true for those considering virtual executive assistants. For managers, the global talent pool provides an amazing opportunity to find an assistant who possesses the experience and expertise you need but also aligns with your company culture and work style.
Scalability for Growth
As a manager or business owner, you have to be able to think ahead and make choices that allow for future growth. Virtual executive assistants offer the agility to seamlessly scale up or down as needed. This flexibility helps you navigate fluctuating workloads and changing business needs.
As your business evolves, your virtual assistant’s responsibilities can evolve right along with it, ensuring consistent support every step of the way.
Maintain Work-Life Balance
Working with a virtual executive assistant doesn’t just benefit your business; it creates space for a better, more sustainable life overall. You can finally step away from your desk and devote more time to personal pursuits – family, hobbies, friends, fitness – without feeling like you’re neglecting your responsibilities.
By having reliable help to handle the behind-the-scenes tasks, you’re able to create and protect the elusive yet crucial balance between a successful work life and a fulfilling personal life.
Qualities of a Top Virtual Executive Assistant
Not all virtual executive assistants are created equal, especially since “executive virtual assistant” wasn’t even an official job title until recently.
Here are some specific qualities and skills to prioritize:
Proven Experience in Executive Support
Experience in any job makes a difference, but this is even more essential in positions that require a higher level of responsibility and discretion. Choose a virtual executive assistant with proven experience in executive support so they can step into the role seamlessly without needing to be trained on every little task. Look for someone with experience in areas that directly relate to your specific industry and needs.
Exceptional Organizational and Time Management Skills
Exceptional organization and time management skills are two of the most sought-after qualities in any virtual assistant, especially for someone in a high-level position, like supporting an executive. Look for virtual executive assistants who demonstrate advanced calendar management skills.
If you tend to fall behind on emails, look for someone with systems in place for organization and communication. And of course, if you’re the type who procrastinates, find a virtual executive assistant who thrives on organization, deadlines, and crossing items off to-do lists. The goal is for your virtual executive assistant to support and elevate your way of working, creating an even more streamlined, efficient system.
Proactive Problem-Solving Abilities
Exceptional virtual assistants aren’t just waiting around for instructions. They’re also highly proactive in their approach, anticipating challenges, and proactively seeking solutions before issues escalate. Seek out candidates with a demonstrated ability to think ahead, identify potential roadblocks, and take the initiative to implement solutions that streamline workflows.
Impeccable Communication Skills
Strong communication is the foundation of any relationship but especially any type of working relationship, regardless of whether it’s in person or remote. It’s even more critical when working with someone remotely, as miscommunications or misunderstandings can easily occur. Clear, concise, professional communication is essential.
Choose a virtual executive assistant who understands this and who’s also comfortable adapting to your communication style, whether it’s brief, direct emails, detailed voice memos, or the occasional Zoom call.
Hiring the Right Virtual Executive Assistant
Finding the perfect virtual executive assistant for you, your work style, and your company is a multi-step process. Here’s a basic outline to get you started:
1. Create a Well-Defined Job Description
Before you begin the search process, it’s essential to identify your specific requirements. Creating a comprehensive job description will attract more qualified applicants and allow you to clarify exactly what you’re looking for.
2. Conduct Thorough Interviews
An in-depth interview is an integral step in hiring a virtual executive assistant as it allows you to get to know them on a more personal level, explore their experience and approach to work, and of course, ask follow-up questions to get a clearer picture of if they’re a good fit for you, your personality, and your company culture.
Be sure to ask open-ended questions during the interview that provide insights into the candidate’s skills, work ethic, and ability to handle various situations. An example of an executive assistant interview question to consider would be:
“Tell me about a time you had to manage multiple competing priorities. How did you approach the situation and what was the outcome?”
4. Implement a Trial Period
It’s widely recommended that you implement a trial period before making a long-term commitment. This trial period can range from a week to a month. This will give you the chance to observe their work style and communication.
This period should function like any other “trial run” at a company and be paid at the hourly or project rate you’ve agreed on.
Conclusion
Virtual executive assistants for managers are no longer just a trend, but rather, a necessity in this fast-paced world. Bringing a skilled and trustworthy virtual executive assistant onto your team can make all the difference as you work toward creating the level of business you envision while creating space for a more balanced, satisfying life.
Contact us today and we’ll help you in finding a virtual assistant who will be your best hire yet.
