Administrative assistant, executive assistant and virtual assistant (VA).These are job roles with a broad set of duties. A great admin is typically a jack/jill of all trades, i.e., capable in a bunch of areas vs. specialized in one. And if the business owner, CEO, COO or similar position focuses on running the business with the big picture in mind, the admin is in the trenches making sure all the details are attended to. As a business executive, you know it’s important to stay focused on the big idea stuff but sometimes it’s hard to know what things you can (and should) comfortably let go of, as well as what things an admin can do. While no two clients have identical needs, I can give you a good idea of what Outsource Resource admins are used for.
Here is a list of the most commonly used tasks our admins perform:
- Contact Management: Enter contacts into your database, set up ticklers and the like.
- Scheduling: Schedule, reschedule and confirm appointments. For those who have a lot of appointments, this can be a big time saver!
- Filing & Organization: Yes, people still have paper files and you save a lot of time if you need to pull a file and it’s where it’s supposed to be! One of our clients, a chiropractor, uses an admin twice a month to keep inventory organized.
- Research: This is very individualized to the client, but could include researching an industry segment, finding contact info to make sales calls, or . . . the sky is pretty much the limit!
We also have clients who hire us to be greeters, answer phones, manage events, scan documents, do QuickBooks data entry, install software, photo research, and I’m sure plenty of other things I don’t even know about.
At The Outsource Resource, all of our admins are highly capable and experienced in a range of skills and software; they learn easily; and they’re delightful to boot! I work very hard to hire top-notch professional talent and I’m proud of our staff. Here’s a testimonial from a current client:
“When my assistant was assigned to me, there were only two things I could think of to put on her ‘to-do’ list and wasn’t really sure if I was ready for outsourcing. By the end of the week, the list had grown to 13 items . . . and that’s just because I didn’t want to overwhelm her. The service has been amazing. I put things on the to-do list and they just get done. I’m now outsourcing things that simply would never had gotten completed (because of a lack of time on my end) and my assistant is coming up with ideas I had never contemplated.”
If you’re contemplating getting administrative assistance but aren’t sure how to use an admin or aren’t sure your task can be done by one, give me a call! I’ll be happy to consult with you and help you determine the best course of action.