Multi-tasking is part of a Secretary’s life. Its a skill you learn early in your career starting off as a Secretary. What does it involve? Typing a letter, answering the telephone, attending to a customer at the front desk, scheduling appointments, filing, ordering stationery supplies, organizing meeting venues & catering, setting up audio visual equipment, ensure office equipment is maintained regularly, editing & co-ordinating monthly reports, statistical data, banking, training and induction of new staff, and working for a group of people with different requirements.
Therefore, a Virtual Assistant who has already had several years of Secretarial experience in the business world is fully equipped to cope with serving many clients at the same time. The VA copes confidently juggling different job requests that may come in during the day.
Some typical scenarios:
- While typing on a report required by ABC Company, she receives an urgent phone call from another client Mr Brown “Can you quickly convert a Word document I’m emailing you now to a PDF file?”. “Yes that can be arranged in a few minutes.” Within 15 minutes the Word is scanned to PDF and emailed to a very relieved Mr Brown.
- She continues typing. Checking emails … she finds an email request enquiring about transcribing some recordings. Quickly she responds with a standard reply. The job is approved and emailed digital recordings arrive by email which are required in a couple of weeks.
- Next job on the list – Mail merge from an Excel database of 200+ to a standard letter. Letters and labels printed.
- Phone call from another client “Can you help me with Powerpoint Presentations for a meeting first thing tomorrow morning?”. “Yes how many slides are there and what time do you need it by?”. VA quickly estimates that the job can be done later that evening and emailed to client.
Each customer is given individual and prompt attention. Full details of the task is discussed to get an estimate of timelines and costs. Most jobs are completed within the required timelines.