There is no doubt that in our ever-increasing and complex digital age, the internet has enriched our lives in many different ways. One of the most important impacts on our working lives has been the capability to work remotely from anywhere in the world. And, whilst it may seem incomprehensible, this has allowed many office-based businesses to outsource many of their more mundane and routine administrative tasks to freelancers who work remotely as professional administration and virtual assistants, thereby streamlining workflow and allowing owners and management teams to focus on core business functions. By hiring a Virtual Assistant (VA) or Administrative Assistant (AA) – often viewed as the same thing – businesses often gain access to a broad range of skills without the need to hire multiple people. This shift is not just about convenience – it’s about unlocking productivity, scaling the level of operations appropriately, and leveraging the fact that actual physical presence is no longer a prerequisite for efficiency.
What Are Remote Administration and Virtual Assistants?
Remote administration refers to the concept of managing administrative tasks from non-site-based locations, using cloud-based tools, project management software and digital communication platforms. Although they do not work on-site from the businesses’ physical offices, these assistants are still in a perfect position to tackle many routine tasks which may not require an on-site presence. Gone are the days of manual paper filing, faxing letters and documentation to others, and even the need to write and sign letters which used to be posted via snail mail. Post Offices are in the process of – or have already – been closed and many (in the UK, for instance) now serve mainly as corner-shop offshoots, selling groceries and essentials rather than stamps and envelopes. This has happened due to the evolving, more efficient, faster, and more convenient methods of doing business, not only within your own country but on a global scale.
Explaining the Role of a Remote Administrative and Virtual Assistant (VA)
This role includes responsibilities such as:
- Scheduling and Calendar Management: Coordinating meetings, appointments, and events.
- Email Management: Sorting, responding to, and organising emails to ensure smooth, efficient and timely communication between all parties involved.
- Document Management and Editing: Assisting in the creation, proofreading, editing, and formatting of documents, presentations, and reports.
- Data Entry: Maintaining databases and inputting information accurately and timeously.
- Customer Support/Client Liaison: Handling inquiries, resolving problematic issues and queries, and providing specific information to clients.
- Social Media Management: Many VAs/AAs are skilled in this area through either their personal experience or working with and for others in the field. As such, they may also be well-versed in content creation and writing general blogs to keep the business constantly in the customer’s line of vision.
- Market Research: This sphere is important in keeping businesses updated on consumer trends and upcoming requirements, which also enables them to stay ahead of their competitors.
- Bookkeeping: One of the most common areas for outsourcing in smaller enterprises involves the accounting/bookkeeping side of the business, so being able to accurately assess and track the profitability of the organisation and refocus where necessary.
Additional Help Is Always Welcome
Many male bosses (yes, there’s that old proverbial glass ceiling), who, in the past, would never have countenanced typing their own correspondence or even understanding the administrative side of their office functions, now take on many of these responsibilities themselves. But even so, with the fast pace of business these days, where staying ahead of the competition is key to remaining relevant and innovative, they simply do not have the time to bog themselves down in routine administrative tasks. Neither do they want the overhead cost of employing full-time staff in operations which may well not need their services daily. It makes sound economic business sense to prioritise profit and actual requirements over the niceties of having staff around all the time, particularly where they are not really needed. Yet, employees need a steady job to earn a living, and for many of these office workers, there are no desperate calls from an unlimited number of potential employers.
Working Hand-in-Hand is the Answer
So, what is the answer – for both employers and employees? The internet has evolved, administrative needs still exist, and there is a wealth of freelance talent available to fill the gap that has been created by this new way of working. Whether you are from a corporate or business background or are simply well-organised, industrious and conscientious in your approach, you can quite easily learn new skills and turn your knowledge and experience into a well-paying and rewarding job as an administrative or virtual assistant. Two birds with one stone, not so? The business owner knows that there is someone who can handle routine tasks such as diary maintenance and coordination, client liaison, appointment-making, typing correspondence from audio files, keeping accurate records, assisting with bookkeeping functions and the general grunt work associated with all office-based positions – all performed without the unnecessary cost of paying full-time employees, covering their sick and annual leave entitlements, travel or transport costs, medical-aid and pension contributions and having to budget for annual bonuses. The remote (freelance) employee finds work which is conveniently situated within their home environment, so no arduous travel and traffic delays are involved, their work hours are flexible around family priorities, so they are often more productive with the time they dedicate to the job, as well as bringing in an income whilst teaching new skills and building valuable experience.
There is no doubt that VAs and AAs will always find a place in the working world as businesses and small enterprises move their resources and concentration more into survival and continued growth in these tough financial times. So, whilst they need administrative help, they certainly don’t need to overspend on human resources which are surplus to requirements. It works for both sides and can only increase the demand for teamwork between businesses and freelancers.
