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November 11, 2024

Creating and Pitching Virtual Assistant Roles

The number one job type we see come through our website is for virtual assistants. These are folks that work remotely to manage multiple daily tasks that vary from place to place such as social media posts, scheduling meetings, or even doing bookkeeping. Because this job is so popular, we want to share some tips for companies looking to hire VAs on what to put in their job descriptions as well as some tips for job seekers hoping to become a VA.

For Companies

How to Write an Engaging Virtual Assistant Job Listing

An engaging job listing starts with a captivating headline that emphasizes the role and its remote nature. Provide a brief overview of your company, touching on its values to attract applicants who share similar ideals. Clearly outline the purpose and importance of the role within your organization, making it relatable and essential. Use straightforward language to ensure readability, employing bullet points to highlight key aspects. Specify the role’s primary tasks and responsibilities, making sure to cover day-to-day activities. Mention opportunities for growth or unique benefits that set your company apart. This approach will appeal to top talent looking for meaningful work.

Highlighting Essential Skills and Qualifications

To attract the best virtual assistant candidates, it’s crucial to detail the specific skills and qualifications needed for the role. Commonly, these include strong communication abilities, excellent time management, and proficiency with software tools like Microsoft Office or Google Workspace. For industry-specific positions, highlight relevant experience, such as familiarity with e-commerce platforms for online retail. Emphasize technical competencies along with soft skills, such as problem-solving and adaptability, to provide a comprehensive understanding of your expectations. Additionally, specify any advanced skills that might set candidates apart, like project management or social media expertise. This specificity helps ensure that you attract applicants who are well-suited to your company’s needs.

General Template for Listing VA Responsibilities

In general, you want to layout your information like this:

  • Job Intro: provide two to three sentences on what the job is about at your company.
  • Company Intro: from the job intro, flow into another sentence or two on what your company is and your values.
  • Job description: offer a more detailed job description with an overview of tasks; it is a good idea to provide bullet points here of what you need someone to do.
  • Skills: create a bullet point list of skills you want your ideal VA to have such as experience with project management software.
  • Final thoughts: include specific application instructions such as providing a portfolio.

For Job Seekers

Tips for Job Seekers Crafting a Standout VA Pitch

Research the company thoroughly and customize your pitch to reflect its unique values and requirements. Start by highlighting your most relevant experience and skills, using concrete examples of past successes. For instance, if the company values efficiency, mention how you streamlined processes or improved productivity in previous roles. Show that you understand the company’s specific challenges and offer actionable solutions based on your expertise. Keep your pitch concise, focusing on the most impactful aspects of your background. Demonstrate your ability to adapt and learn quickly, which is essential for virtual assistants in a dynamic work environment. Use clear, professional language and maintain a confident tone to convey your competence and enthusiasm for the role. Use bullet points to keep it readable and concise.

For your cover letter, personalization is key. Start with a tailored introduction that addresses the hiring manager by name and references the specific role you’re applying for. Highlight your most relevant skills and experiences that align with the job description. Use specific examples to demonstrate your capabilities, such as “I successfully coordinated schedules for a team of 15 remote employees, resulting in a 20% increase in productivity.” Address the key requirements mentioned in the job listing and elaborate on how you meet or exceed them. 

Additionally, ensure that your resume and cover letter are visually appealing. Use a clean, professional layout with consistent formatting. Proofread carefully to avoid any grammatical errors or typos, as attention to detail is crucial for a virtual assistant role.

Examples of Successful VA Pitches and Listings

A job listing might stand out with a headline like “Seeking a Proactive Virtual Assistant for Dynamic Tech Company.” Follow this with a brief introduction about the company’s mission and culture, such as, “We are a forward-thinking tech startup dedicated to innovation and customer satisfaction.” The listing should then outline key responsibilities, like managing emails, coordinating schedules, and providing customer support, using bullet points for clarity. 

On the other hand, a successful VA pitch could start with, “As a dedicated virtual assistant with over five years of experience, I excel at optimizing workflows and boosting team efficiency.” The candidate should then provide specific examples tailored to the prospective employer’s needs. For instance, “In my previous role at XYZ Corp, I managed a team calendar, resulting in a 15% reduction in meeting overlaps.” Highlighting skills such as proficiency with project management tools or experience in social media management can also be beneficial.

For added impact, both the job listing and the VA pitch should incorporate the company’s values and specific challenges. By aligning the candidate’s strengths with the company’s needs, you create a compelling narrative that resonates with potential employers or applicants. This approach not only attracts top talent but also ensures a good match between the company and the virtual assistant.

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May 16, 2022

A Checklist for Your Team Before Someone Leaves for Vacation

Besides managing the normal workflow, it’s that time of year when people head to the beach, the mountains, or wherever they want on vacations! While your team members are recharging at their favorite relaxation spots, vacation time for those that are still working can be very stressful.

Is your team ready for one of them to go on vacation? Even if it’s you as a manager and business owner (yes, you deserve time off too!)? Below is a checklist that should help you answer those questions with a resounding YES after you’ve completed it!

#1 Get the 411

As vacation time nears, schedule a time to sit down with your team. Discuss who is going on vacation, what they are working on, and what the plan is to handle that workload. Now is a great time to delegate tasks so that projects don’t slow down while employees are able to relax.

The sooner you do this, the better. That way small tasks can be handed off bit-by-bit rather than all at once in a mad dash on the final day before someone leaves for vacation. This allows your team to ask questions, get acquainted with new pieces of projects, and not feel so stressed.

#2 Get some ICE

We aren’t talking about the cold kind of ice; we’re talking about In Case of Emergency. Create an emergency vacation coverage plan just in case something goes wrong. What if a website you’re building for a client breaks in the middle of the night? What if in the middle of running an accounting report, the numbers just aren’t adding up? Don’t let it scare you. Run through those crazy what if scenarios. Come up with solutions on what to do so that (hopefully) you don’t have to disturb anyone’s vacation.

Also, get key contacts. If the website does go down, who do you call? Or, what if you normally manage a team of remote workers, do your other employees know how to get in contact with everyone else if it’s you going on vacation? Write it all down where everyone can get access to it. If you are working at a physical location, make sure people that need keys get them. You don’t want to wake up and realize your keys are on their way to the beach!

#3 Get out of the office

Besides literally getting out of the office, ask your employees to set out of office notifications on their emails, instant messages, calendars, and even voicemails. This will make sure that clients know what’s going on if they call; make sure to include who to contact while that employee is out of the office in the meantime!

#4 Get out of your head

A vacation is all about relaxing. If an employee is taking a break, make sure they stick to it. Everyone needs time to recharge, so they shouldn’t be worrying about work. The same goes for you as a manager! Don’t worry about work the whole time. Rest. Relax. Recharge. Get out of your head for a bit! Resist the urge to send that vacation email to your team.

By following this short checklist, vacation time should be a little more relaxing for everyone involved, but if your team is already stretched to the max, you can always look at outsourcing some of the work as well.

Now we need to know, did we miss anything on this checklist? Reach out to tell us about your procedures for employees taking a vacation!

 

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January 14, 2020 0 Comments

5 Tips for Setting Achievable Goals for Today’s Entrepreneur

Goal setting is a common practice for entrepreneurs and small business owners like yourself. At the beginning of a new year, we typically feel inspired to be better, to do better. Let’s face it, it is a great time to create goals and ideals for the next twelve months.

Effective goals are those that are able to be accomplished, don’t cause too much stress or strain, and create a feeling of accomplishment. Read along for some actionable tips to set effective goals for an improved year.

Here are 5 tips to help you set achievable goals for the coming year:

Be Specific

The best goals are specific and measurable. For example, “grow my business” is a nice goal, but it’s not very specific or strong. Lay out your ideal job when creating your goal, as this allows you to see it in action more clearly.

Another example would be, “I want to earn more money.” Again, a great goal, but can you assign a specific amount?  The more measurable the goal, the more concrete steps you can take to achieve it.

Be Realistic

Although setting lofty goals is admirable, it’s important that they’re also obtainable. If you hope to get a new client in one week, but you don’t have a plan on how you will do that, it’s not likely to happen.  Although it can be done, goals are more likely to be achieved when the timing makes sense.

Give yourself a push with the goal, but don’t stress yourself out either! Becoming too focused on a goal can cause burnout – do your best but skip the rigid thinking.

Consult the Past

What worked in the past? Maybe you’ll notice that a specific type of goal keeps popping up, or that one goal is always on your list, but never gets done. Consulting your past goals can help you see what works for the future, and what’s likely to get done and propel you forward in the year to come.

Check in Often

Checking in on a daily, weekly and monthly basis keeps the goals fresh in your mind. We tend to create goals at the beginning of a new year and stop thinking about them by the end of the month! Put them in your calendar, on your “to do” list, and every other place that you consult frequently.

Seeing and spending time thinking of your goals keeps them top of mind, which is the first step to successfully achieving them.

Do Something Everyday

Be sure you’re doing something every day that moves you closer to your goals. You’ll be checking in weekly on an official basis, but a daily reminder is even better. Work from a daily, weekly, monthly goal sheet such as the one we’ve created for you. Or create a vision board where you can see your goals visually, or simply work from a positive mindset when working towards career goals.

Setting and achieving goals is a challenging process, but one that is truly important to our personal and professional growth. Follow the steps above when creating your goals for this upcoming year, and you’ll be well on your way to new and exciting things this year!

If your goal is to find your next great hire or to find a great remote job, let us help! You can find great candidates right here on HireMyMom as well as great work from home jobs posted by small businesses and entrepreneurs across the country.

 

 

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