As organizations scale up, it becomes more difficult to track various tasks performed by different departments and ensure smooth operations. This is especially true if there are fewer employees, as they would have to take on multiple roles in a quick-moving work environment. In such a situation, businesses can hire virtual assistants. These professionals take over certain basic administrative tasks so that the other employees can focus better on their jobs.

Who is a virtual assistant?
Typically employed by businesses of all sizes across industries, virtual assistants are remote employees who offer administrative support. Often, it is a part-time role that does not require a person to dedicate an entire day. Sometimes, virtual assistants work in full-time remote roles, too. Their tasks are similar to those of a typical executive assistant, such as making phone calls, scheduling appointments, organizing emails, and arranging travel. Most virtual assistants work as freelancers or independent contractors.

Roles and responsibilities
A virtual assistant’s portfolio of roles and responsibilities is quite extensive. It usually includes administrative work, managing certain activities, taking on a few assignments, etc. The exact responsibilities can change depending on the organization and the contract terms. For example, some virtual assistants might need to book travel arrangements, do data entry, and conduct consumer or market research, while others may need to manage clerical and bookkeeping tasks. These days, companies also hire virtual assistants to post regular updates to their social media accounts or write blogs and articles for them.

Virtual assistant jobs may also entail several other responsibilities.

• Answering and directing calls
• Billing and accounting activities
• Calendar and schedule management
• Email monitoring and organizing
• Vetting potential clients, projects, partnerships, etc.
• Writing and maintaining records

A virtual assistant’s role can often change depending on the business’s needs, so they must adjust and provide tailor-made solutions to ensure growth and efficiency.

Skills required by virtual assistants
Those looking for virtual assistant jobs must develop particular skills to succeed.

Travel planning
Many businesses require a virtual assistant to make travel plans for their employees traveling to another city for conferences, meetings, and other work-related purposes. So, one must be proficient in booking flights, accommodation, and transportation and creating a detailed travel itinerary to avoid unnecessary hassles during the trip.

Project management
This is one of the most essential skills virtual assistants need to possess. It involves managing tasks and resources to achieve the goals of the team or business within a predefined time. For effective project management, a virtual assistant must have planning, communication, organization, and problem-solving skills.

Attention to detail
Since a virtual assistant’s primary function is to improve the business’s effectiveness, efficiency, and productivity, they should be able to pay close attention to detail. Most businesses value this skill because it reduces the chances of making blunders and mistakes that might have serious repercussions later.

Word processing
Candidates applying for virtual assistant jobs should know how to enter and format data on a computer. They should know how to proofread and use online tools to develop correctly formatted and well-written messages without grammatical errors.

Calendar management
Businesses often need someone who can meticulously organize and schedule meetings, events, and appointments. To do this job well, a virtual assistant must know how to use the tools and applications that help maintain and update calendars and set reminders to avoid conflict in commitments.

Communication skills
A virtual assistant must be highly proficient in written and oral communication. They should convey information and messages clearly and concisely to everyone, including employees and clients. Candidates must also be able to craft effective presentations, reports, emails, and other documentation, such as minutes and agendas of meetings.

Basic accounting
Sometimes, a business might want their virtual assistant to possess basic accounting skills for managing financial records, tracking income, and maintaining budgets. Such skills are especially valued by small businesses and freelancers who require help managing their day-to-day financial tasks.

Basic graphic design
While not an essential skill, knowing the basics of graphic design can be useful. Aspiring virtual assistants can learn to use tools and applications that help create engaging and visually appealing content, such as flyers and pamphlets, for the business.

Benefits of working as a virtual assistant
Job flexibility is one of the biggest advantages of working as a virtual assistant. One can choose to work part-time or full-time and deal with several clients or just a single client. Besides this, virtual assistant jobs are mainly remote, so one can work with a business or individual located anywhere in the world.