What is a Virtual Assistant?

A Virtual Assistant (VA) is a business owner who provides administrative and personal support to clients in long-term collaborative relationships. 

You may be accustomed to having an Executive Assistant or Personal Assistant perform secretarial services in your office.  A VA utilizes the latest technology to provide quality off-site administrative assistance to successful business owners, rather than being on site taking up space in your office.  An assistant in a virtual office can do almost anything that can be done in a traditional office.

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Why is hiring a Virtual Assistant more effective than hiring an employee?

Most small business owners do not need an assistant for 40 hours per week but find it difficult attracting part time staff with the high level of experience that is necessary to accomplish assigned tasks efficiently. Virtual Assistants fill that need. With their high level of expertise, a Virtual Assistant is the perfect solution for the busy entrepreneur who needs world class administrative help but does not want to incur the cost of hiring full time staff.

Additionally, the real cost of an employee is up to 2 ½ times their salary.  For example, if you are considering hiring an employee at $20 per hour, that employee will actually cost you around $50/hour. With an employee, besides allocating valuable square footage, furniture and equipment, you have to pay employer social security taxes, collect and pay FICA taxes, pay workers compensation insurance, pay federal and state unemployment taxes, comply with OSHA, comply with the Federal Fair Labor Standards Act, comply with the Employee Retirement Income Security Act and if you really want the retain your employee, provide benefits such as medical, dental and vision care, vacation, sick, holiday time and retirement plans.  There are also other hidden costs such as recruiting, training and paying an employee to work even when work is slow.   Motivating and retaining qualified employees is one of the hardest things to do.  With many employees, there is little or no buy-in and many will leave once they find something better.  With a VA, you are working with a business owner who understands that long term collaboration is mutually beneficial.  You are working with a qualified professional who loves what they do and has made a career out of it.

In summary, hiring a VA is convenient, reduces your office costs, increases your profits and enables you to work with a highly trained professional assistant.

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How will I know if hiring a Virtual Assistant is right for me?

Call Bu Virtual Office Services.  Talk to Gayle about everything you wish to accomplish and plan a roadmap together. Generally, if you are busy and need experienced administrative support, you will reap tremendous benefits from utilizing the services of a Virtual Assistant. In order to gain the most value from the relationship, you must:

1. Need a highly experienced assistant for only a few hours per month
2. Understand the concept of a virtual office
3. Be able to respect a VA as an equal business partner
4. Be open to new ways of working
5. Be comfortable working virtually
6. Be comfortable delegating
7. Be organized and have definite goals
8. Be able to meet deadlines without a last minute rush
9. Understand that your VA works for several different people and prioritizes work accordingly
10. Communicate what you want and need effectively
11. Be able to use e-mail
12. Be driven to succeed

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Why shouldn’t I just do the administrative work myself?

Have you ever sat at your computer for a couple of hours trying to figure out how to use a certain piece of software and ended up frustrated in the process?  Have you ever spent an inordinate amount of time trying to figure out why your fax machine just won’t work on the day that you need to send out an important contract?

Many business owners find that they are so overloaded with the day to day administrative aspect of their business that they can’t seem to find the time to concentrate on the parts of the business that they truly enjoy or the parts that actually contribute to the bottom line. All this time spent on administrative details translates to “lost opportunity costs” of time and resources that could be better spent on the business owner's core competencies.  So while you’ve been sitting at your desk trying to re-format that Word document, your competitor may have already nabbed one of your prospects which could cost you valuable income!

The most successful business owners let others handle the details of their business while they concentrate on the strategy that will allow their business to grow.

A VA takes care of these distractions.  Your time is freed up to focus on the parts of your business that you enjoy and that actually make you money, rather than all the other things that get in the way.

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How can I be comfortable working with an assistant  I have never met?

Working in a virtual environment requires trust on both sides.  You need to be sure that you feel comfortable with your VA after the initial interview. Ask any questions you feel you need to in order to be comfortable.  Communication is key to any successful working relationship.

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How do Virtual Assistants work offsite?

A VA communicates with you, your partners, vendors and clients via phone, e-mail, fax or online conferencing. Many years ago, this type of assistance was not possible.  With modern technology at work in today’s business environment, VAs provide quality office support. If you are unsure how this would work for you, please feel free to call Bu Virtual Office Services.

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How much do your services cost?

Bu Virtual Office Services offers two payment options:

Retainer
This option works well for clients who need a Virtual Assistant to be available for a certain amount of hours per month. 

$45 per hour on a retainer provides for a set amount of hours per month as follows:

Any time in addition to the contracted retainer is billed at a rate of $50 per hour.  Any unused hours will not be credited toward the next month. 

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“Pay-as-you-go”
This is a great option for clients who do not know how many hours they will need each month or who know they will use less than 10 hours per month.

The rate for “pay-as-you-go” is $50 per hour. 

1. List all the things that immediately come to mind that you’d like to delegate to your VA.
2. Keep a pen and paper handy during a workweek and jot down additional items that are taking you away from what you prefer to do.
3. Call Bu Virtual Office Services to discuss your needs and to determine the amount of your hours you will need each month.

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Why choose an AssistU Virtual Assistant?

Two words – Experience and Dedication.  Unfortunately, a handful of so-called VA organizations have sprung up on the internet and in exchange for a small fee and completion of a basic questionnaire, will certify a VA.  AssistU VAs pay a significant training fee and have graduated from its 20-week Virtual Training Program.  Only VAs who are actively working in the VA industry may continue as members.  When you hire an AssistU VA, you can be assured that you are getting a professional who is experienced and dedicated to the industry.

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How long does it take to process assignments?

Most VAs have several retainer clients that they work for each month and are adept at juggling multiple priorities.  At Bu Virtual Office Services, rather than adhering to rigid turnaround times, you will be asked about your deadlines.  This way, all the various client jobs can be prioritized and projects will be ready on time.  If for any reason an assignment cannot be processed within the timeframe that you need, you will be told up front so that other arrangements can be made. 

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What forms of payment do you accept?

Preferred payments are by check.  However, for a service charge, you may also utilize Paypal to pay with your checking account or major credit card.

Do you only accept work from clients in your immediate geographical area?

No.  Bu Virtual Office Services is virtual and can service clients from around the globe.

However, we recommend that you evaluate the way you personally work on a daily basis.  If you need to have access to your VA during business hours, it would be a good idea to have a VA in your time zone.  However, if you do not need to have immediate contact with your VA, having a VA in the same time zone may not be necessary.

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What are your office hours?

I work at the times when I can be the most productive, which means that part of my time is spent working during conventional business hours, yet often I’ll be at my desk long after the corporate world has closed office for the day. That being said, I always get the job done when promised. If you have special needs regarding availability, let me know.

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Why should I choose Gayle Bu as my VA?

Because I genuinely love being a VA!  I have the willingness, combined with tested experience to go above and beyond the call of duty for my clients.  As we partner together on various projects, you’ll see how this will contribute to the prosperity of your personal and professional life.

Excellence
Excellence is the basis of my business and my goal is for us to have a long-term relationship that gets you where you want to be. 

Experience
In the years that I have been in the administrative field, I have gained a wealth of skills, resources, ideas and knowledge, enabling me to become highly competent to serve my clients. Being a business owner, I can be a sounding board for the various issues that you may face with your business. 

Education
I have graduated from AssistU, a Virtual Training University, which instructs Virtual Assistants on sustaining their businesses and relationships.  I continue to stay abreast of current technology and trends by attending classes, seminars and conventions as well as reading.   

Network
As a member of AssistU I have a network of associates locally and nationally and regularly attend networking events and industry association meetings.  If I don’t have a solution to a problem I will find someone who will. 

Work Ethic
I work with a high degree of discretion and confidentiality and aim for exceptional results. 

Attitude
I’m laid back and love to work with people who are energetic, fun and upbeat.  I am friendly, self disciplined, enthusiastic and pride myself in producing fast and accurate results while representing my clients in a professional manner. 

Communication
I aim to keep the lines of communication open at all times and to provide professional and friendly service to people with diverse personalities and backgrounds. I understand that trust in a VA sometimes takes time when working from a distance.  Not only will communication help for us to build a lasting, trusting relationship, but it will enable me to process your work in an efficient and accurate manner. I will also ask a lot of questions in order to clarify tasks, to search for what is unsaid, or to recommend solutions.

Honesty
I want you to be comfortable with me. I will share with you my suggestions or opinions regarding a variety of things as I want you to be informed about new concepts or possibilities you may not have considered, with the understanding that the final decision is up to you.

I am honest and can't participate in anything illegal or that violates my values. If I have a problem with something you've asked of me, I'll tell you immediately.

Proactivity
I constantly challenge myself to stay in a productive mode.  I will not simply sit back and wait for projects to arise. I try to get to know my clients’ businesses and long-term goals in order to anticipate needs before they arise. 

Attention to Detail
I have strong attention to detail and follow up.

Collaborative Partnership
I believe that successful relationships require collaborative partnership.  Whether that means partnering between two people or interacting with other members of your team, I know the value of teamwork.  I am here to help you with professional and personal matters.  If there's something going on in your life that impacts you or if there's something you want to share with me, call me.  I'll do my best to help you, encourage you, motivate you, or simply listen.  We’ll do whatever it takes to continue your path of success!

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