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How Your Virtual Assistant Can Be Like a ‘Traditional’ Secretary

Office tools

Just because your Virtual Assistant isn’t seated outside your office doesn’t mean you can’t utilize your  Virtual Assistant as a “traditional secretary”.

Today’s modern technology allows you to use the computer rather than an intercom but the results are still the same and, in some cases, even better!  Your Virtual Assistant can set and confirm appointments for you, manage your calendar and book meetings for you.  The only difference is you can’t actually peek around the corner of your office and see the Virtual Assistant in action.

According to the dictionary a secretary is: n. pl. sec•re•tar•y

1. A person employed to handle correspondence, keep files, and do clerical work for another person or an organization.

2. An officer who keeps records, takes minutes of the meetings, and answers correspondence, as for a company.

Both of the above mentioned definitions are well within the realm of what a VA can handle for you. Let’s break it down into tasks:

  • Correspondence: Your Virtual Assistant can handle this for you; all it takes is a bit of planning and preparation.  For example, your company stationery and envelopes, this can be sent to your VA to use as needed.  Postage can be purchased and your Virtual Assistant can have keep stamps on hand. Your VA can also take care of your customer service emails and even summarize your inbox for important correspondence, so you spend less time going through emails.
  • Files:  In today’s society so much is kept on the computer and online in places such as Dropbox. And if you need to keep physical files, simply have a conversation with your Virtual Assistant on how best to handle that.
  • Clerical work: Remember, many Virtual Assistants have worked in traditional office setting and this does not present any challenges for them. Does your business require taking meeting minutes?  Your Virtual Assistant can be on conference in a meeting with great technology like GoTo Meeting or Skype and your minutes will be done.  Transcription? Not a problem for your virtual assistant, they have the knowledge and equipment to get the job done.

Basically, having a virtual assistant can be as traditional as the client wants it to be.  Today’s virtual assistant has the experience, knowledge and willingness to adapt to what the client’s needs and desires. If you are still looking for that secretary who can serve you a cup of coffee and bring you your morning newspaper a virtual assistant may not be the best choice. However your Virtual Assistant will be able to get the latest news stories for you via online and direct you to your nearest coffee shop in the fastest and most efficient way!

 

photo credit: Håkan Dahlström

Posted on December 26th, 2011 by Angela Anderson, Virtual Assistant

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