Many organizations and top-level business executives hire virtual assistants to handle administrative tasks like scheduling appointments, managing emails, and bookkeeping. This helps them focus on more important things and become more productive. People taking up virtual assistant jobs also benefit because they enjoy immense flexibility. That said, those looking to make a career in this field must develop certain skills, understand the roles and responsibilities, and look for lucrative opportunities.

Roles and responsibilities of a virtual assistant

1. Responding to phone calls
Virtual assistants typically answer phone calls remotely on behalf of their clients. Since they are well aware of their clients’ schedules and responsibilities, they can respond effectively to inquiries regarding their availability and eligibility. If the query is more specific, the individual can pass on the call to the client.

2. Checking and responding to emails
Business professionals have multiple commitments and rarely have time to check and respond to their emails, so they often assign this task to someone else. Virtual assistants efficiently check their clients’ emails and pass on necessary information to them. They also organize their inbox by unsubscribing from unnecessary emails and deleting spam messages that are no longer relevant. As time passes and the virtual assistant gains more experience working with a client, they may even respond to some of these emails with the client’s permission.

3. Making travel arrangements
Business executives need to travel frequently, within and outside the country, for conferences, events, and meetings. In these cases, virtual assistants can book flight and train tickets, reserve hotel rooms, book seats at restaurants or events, and plan the itinerary for the trip.

4. Maintaining online records and spreadsheets
While spreadsheets have made life incredibly convenient, maintaining one is a task. Virtual assistants can help professionals create and maintain spreadsheets and online records, including payment records, activity trackers, schedules, and daily and weekly tasks.

5. Providing customer service
Business executives involved in customer care usually have to answer multiple client queries over the phone or in a chat. So, they often hire virtual assistants as the direct points of contact to answer such customer queries quickly and efficiently. If the query is complex or technical, they can redirect it to their clients.

6. Conducting market research
While virtual assistants do not usually perform market research, many are trained to handle this task. After studying the client’s business, they help assess consumer trends, make logical predictions, and strategize marketing and sales campaigns. This helps the business grow and expand its customer base over time.

Benefits of working as a virtual assistant

1. Remote working model
Among the most significant benefits is that one can work remotely from anywhere worldwide. This helps save money, time, and energy on commutes.

2. Work flexibility
Virtual assistants can work as per their schedule and convenience, without being bound by strict work hours.

3. Liberty to pick clients
Unlike full-time assistants, who have no choice but to work for a designated individual, virtual assistants can choose their clients and projects. This enables them to take up only the work they would like to do.

Benefits for businesses

1. Work-life balance for professionals
Those in leadership or executive positions typically have several tasks to focus on every day. Amid busy schedules, administrative tasks like managing emails, setting up calls and appointments, and maintaining spreadsheets can take up considerable time, hampering work-life balance. Hiring a virtual assistant eases their workload in such cases.

2. Better decision-making and productivity
With someone handling mundane tasks, professionals can freely focus on more meaningful business activities. It increases their productivity and helps them make better decisions for the betterment of the organization.

3. Cost-effective
Virtual assistants bill their clients on an hourly basis rather than charging a lump-sum salary. That’s why hiring a virtual assistant is more cost-effective than appointing a full-time employee.

4. Enhanced customer service and retention
Answering consumer queries is integral to customer care. Virtual assistants are usually trained to answer customer calls, respond to emails, and answer chat queries, which ensures customers do not have to wait and their problems are solved proactively. Good customer service increases the chances of customer satisfaction and retention.

5. Organized workflow
With tasks like maintaining records, responding to calls and emails, and maintaining an online presence assigned to someone else, business professionals’ schedules are highly streamlined and organized.

Key skills required by virtual assistants

1. Effective communication
Since virtual assistants are usually the main points of contact for clients and business partners, they must communicate fluently and effectively.

2. Organizational skills
They should also be able to schedule appointments, manage time, and respond to emails promptly.

3. Bookkeeping
Some business professionals hire virtual assistants to manage their day-to-day accounts and expenses. That’s why a basic knowledge of bookkeeping and payment processing is preferred.

When applying for virtual assistant jobs, one should check the job description thoroughly and ensure they fulfill all the requirements.