In recent times, the business landscape has changed fundamentally due to the remote work era, which has introduced new challenges and opportunities. One significant trend from this shift is the increasing reliance on virtual assistant services.
Virtual assistants (VAs) have become indispensable for many businesses, including those in Africa, where the remote work culture has been accepted. This article will discuss who a virtual assistant is and how you can become one.
Who is a Virtual Assistant?
A virtual assistant is an independent contractor who provides administrative services to clients without physically operating in the client’s office. A virtual assistant usually operates from a home office but has remote access to the documents essential for planning, such as shared calendars, and works with those documents.
Virtual Assistant Roles and Responsibilities
Typically, a virtual assistant performs tasks such as;
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Calendar management
This is a primary skill of a virtual assistant. As basic as this, it is needed to schedule and organize appointments for the employer effectively.
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Project management
This is managing tasks and resources to achieve specific goals within a given time frame. Your ability to deliver tasks promptly will make your assistance invaluable.
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Travel planning
This involves carefully arranging the logistics of journeys for your client.
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Technical knowledge
A virtual assistant must be tech-savvy, have a wide range of computer skills, and possess a high level of proficiency with software and business programs that are commonly used, such as Mailchimp for email management and Google Workspace (formerly known as G Suite).
Google Workspace provides collaboration tools like Gmail, Calendar, Meet, Chat, Drive, Docs, Sheets, and Slides, which enhance productivity. There is a wide range of other software, from Dropbox for data storage to Doodle for scheduling meetings, Xero for Bookeeping, and Canva for basic graphic design. The list goes on and on.
Other skills expected of good virtual assistants include:
- Scheduling of appointments,
- Making phone calls,
- Making travel arrangements,
- Data entry
- Online file archiving
- Email accounts management.
Some virtual assistants specialize in graphic design, writing articles for blogs and websites, bookkeeping, and social media management, and some offer marketing services. Business owners usually hire virtual assistants for the flexibility of contracting for just the services they need.
Read also: Best Freelancing Websites to Find Work in 2024.
Virtual Assistant Skills
Some essential skills define a virtual assistant and make for a successful career in this field. These include both soft and technical skills. Soft skills include;
- Excellent time management
- Attention to detail
- Strong communication skills
- High level of organization
- Resourcefulness
- Professionalism
- Honesty
- Growth mindset
- Emotional intelligence etc.
These skills are prominent among those sought after by those who will take on the administrative role of virtual assistance.
Read also: 10 Must-Have Skills For Tech Ladies in Africa.
How To Become A Virtual Assistant in 2024
Becoming a virtual assistant requires taking the following steps:
- Decide what services you will offer and then build the relevant skills in that area. One of the best ways to do this is to take online courses on them, which you can complete at your own pace.
- After honing your skills, you must create an online presence, that will make it easier to promote your virtual assistant services. You can display the skills and experience you possess, thus putting yourself out to find new clients.
There are at least ten different types of virtual assistants, according to the skills each possesses and the service they render.
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Administrative virtual assistant
This virtual assistant is responsible for all personal and business administrative work such as bookkeeping, schedule management, email management, expense reports preparation, and paperwork filing. They work closely with the executives and leaders to aid them in all administrative work.
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Bookkeeping virtual assistant
This virtual assistant specializes in keeping accurate records for their client’s company.
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Social media virtual assistant
Those in this category are responsible for the management of their client’s social media accounts. They keep track of all company posts on existing social media platforms.
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Real estate virtual assistant
These assistants manage administrative and technical duties for real estate agents and brokers, such as researching properties, managing customer databases, creating and updating listings, helping with appointment scheduling, and assisting with other general administrative work.
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Customer service virtual assistant
They provide customer support through various phone, chat, email and social media channels. They manage chatbots, respond to emails and assist with product or service-related issues. They also handle customer requests and resolve complaints
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Public relations virtual assistant
These help their employers in the field of public relations with tasks like writing press releases and ghostwriting for their blogs, creating and distributing media kits, updating media contact lists, and researching content.
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Technical virtual assistants
These are tasked with all the technical aspects of the business, such as providing website updates, troubleshooting and creating or finding new software tools for clients.
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Graphic design virtual assistants
These aid companies or business owners in managing their graphic designs and create visual content such as logos, business cards, catalogues, and graphics for their social media and web pages.
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E-commerce virtual assistants
They are those who render administrative and marketing support to online businesses.
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Bookeeping virtual assistant
The management of bookkeeping tasks of businesses falls into this category. These assistants carry out tasks such as invoicing, monitoring of accounts, calculating taxes, reconciling bank statements, preparing financial statements, and ensuring bills are paid on time.
Read also: Who is a Virtual Creator: Tips to Get Started.
Conclusion
Becoming a virtual assistant is an excellent career choice that offers flexibility, independence, and the opportunity to work with clients from diverse industries. Before you jump into the world of virtual assistance, take some time to assess your skills, interests, and strengths, build on them, and start your own journey in the career.
