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Virtual Assistants In Melbourne

Discover Virtual Assistant's Near You
Find Out How A VA Can Help Your Business

So you’re looking for a virtual assistant…

Brilliant decision!

Virtual assistants are becoming hugely popular with business owners all over the world.

In fact, experts suggest that by 2020 up to 40% of the U.S workforce could be made up of virtual assistants.

No surprise there - virtual assistants are incredibly beneficial!

Trust me, I know.

You see, when our client - a St.Kilda-based company - was looking to hire a virtual assistant, it was my job to find the perfect quotes for them.

And so I spent over 18 and a half hours researching.

It was a long process, but...was it worth it?

Absolutely!

Our client found that, after hiring a virtual assistant, their productivity levels soared by over 40%.

And the best part? It was all for the low cost of ||$||16.41||$|| an hour.

I bet you’re looking for results just like that, huh?

Well, you’re in luck.

Because I’m bringing you the ultimate guide to hiring a virtual assistant in Melbourne.

So that you can start working with your fabulous new VA and begin reaping the rewards as soon as possible!

Chapter 1

What Is a Virtual Assistant?
A VA IS Basically A Life-Saver
A VA Is Like A Personal Assistant - But Virtual

You know that a virtual assistant is a fantastic idea, but wait a minute -

What even is a virtual assistant?

And what do they do?

Well, you know what a personal assistant does, right?!

A virtual assistant performs essentially the same role - but virtually, of course!

Though you can hire specialised VAS, they focus mostly on administrative tasks.

Making phone calls, calendar planning, sending emails…

Virtual assistants have it covered.

And this can be a huge help!

I know that, as a business owner, you must have so much to do.

I always have so many emails to keep up with and meetings seem to pop up out of nowhere!

So yeah, I get it.

Well, why not outsource those never-ending admin tasks to a VA?

That way you can save your precious time for the more important jobs.

Take it from me!

Last year, our client was finding it challenging to juggle the workload that came with planning an international business conference.

Booking venues, bookkeeping, liaising with guests and speakers…

It all got to be a bit too much for them - which is completely understandable!

So, they came to us to find the best quotes for a virtual assistant, and then put them on the case.

Their VA managed their inbox, planned their calendar, took their calls - and so much more!

And they told us it was a lifesaver!

Our client found their virtual assistant took so much pressure off them, and allowed them to give 100% to all the income-generating tasks.

Although administration help is the most common reason VAs are outsourced, many virtual assistants also offer help with more specialised tasks.

These could be anything from transcription to graphic-making.

In fact, there are so many things a VA can do that it would take ages to list them all!

Instead, here’s a handy table outlining the most requested administrative and specialised tasks many virtual assistants are asked to complete:

Administrative Specialised

Inbox Management

Social Media Management

Calendar Planning

Marketing

Booking Travel and Accommodation

Transcription

Bookkeeping

Photo and Video Editing

Customer Service

Graphic Design

And that’s just the beginning!

There are so many tasks a virtual assistant can take off your hands.

One of our clients, a travel company, needed an infographic made for one of their articles - but back-to-back meetings meant their team just did not have the time to create it before the deadline.

So they assigned it to their virtual assistant, who had experience with graphic design - and they did a fantastic job!

It just goes to show how helpful a virtual assistant can be.

Seriously, you’ll wonder how you ever did without them!

Joanna Grimbley-Smith

Joanna Grimbley-Smith
Virtual Assistants

Did You Know?

As a business owner, we know your schedule is always full.

A virtual assistant can help you save time and increase productivity - score!

Chapter 2

How a VA Can Help Your Business
From Saving Money, To Increasing Productivity - They Can Do It All
There are 5 Key Ways A VA Can Help Your Business

Businesses around the world are seeing the amazing results virtual assistants can achieve every single day.

Need more convincing?

Well, here are the top 5 benefits of virtual assistants:

Saving Money

Did you know that experts have determined that virtual assistants can save business owners up to 78% in operating costs each year?

Well, now you do!

Yep, VAs are super cost-effective.

Unlike an in-office assistant, when it comes to virtual assistants, you only pay for the hours you need.

Maybe that’s three hours a week - or maybe it’s thirty hours.

Whatever the number - that’s all you pay for.

Which means you’re not paying for anything other than actual time spent working.

Yep, that means no paid vacations or sick days, either.

Which can lead to huge savings in the long run!

Increased Flexibility

Virtual assistants give you the opportunity to decide when and how often you will need them to work.

This flexibility is very useful when you run a business.

It means you can adjust the hours your VA works depending on the needs of your company.

For example, maybe you are organising an exhibition and you require your VA to work many more hours than they regularly do.

Due to all the amazing flexibility a virtual assistant offers you, this is totally possible!

You will also find that using the services of a VA means you are not limited to the regular 9-5.

Need that particular task done before you get into the office on Monday morning?

Your VA can do that!

High-Quality Service

Most virtual assistants have years of assistance and admin experience.

So they definitely know what they’re doing!

But that’s not all - VAs are also highly skilled.

This means that you are pretty much guaranteed top quality work at all times.

And you won’t need to spend ages training or keeping a close eye either.

Virtual assistants know how to get a job done quickly and with amazing results!

One of our clients - an accountancy firm - needed a recording of an important meeting transcribed before the next morning, so that their team could work on the issues raised.

They assigned this task to their VA with the hope that it would be completed by 8 AM the following day.

Our client told us that not only was it completed by 6 AM, but it was also 100% accurate and perfectly presented!

Amazing, right?

Increased Productivity

As I mentioned before, our client found that using a virtual assistant helped their productivity levels increase by over 40%.

You see, virtual assistants are paid to work - which means they spend the hours you pay for actually working.

Tired of paying employees to waste time on Facebook or online shopping?

You don’t need to worry about that with a VA!

In fact, many virtual assistant services even offer monitoring services so you can see exactly what work is being done.

New Skills

No one is good at everything - that’s a fact.

Introducing a virtual assistant to your team can be hugely beneficial as you are getting an additional skill set added to your workplace.

And they may be highly skilled in areas that you or your existing team are not.

Your new virtual assistant could be a whiz at Photoshop and fluent in Spanish!

These skills can help to make massive improvements to your business!

Chapter 3

Questions to Ask a Potential VA
It's Crucial To Find A VA The Understands Your Business Completely
Asking The Right Questions Ensures You Get The Best VA Possible

No matter the role, it’s super important that you fill it with someone that's a perfect match for your business.

Finding someone that meshes well with you and your team not only improves communication, it can also affect how well a task is completed.

If a VA understands your business's needs, tasks are way more likely to be completed accurately and to a high standard.

That’s why it’s crucial that you are thorough when having that initial conversation with a potential virtual assistant.

Luckily for you, most VA agencies and freelancers offer free consultations so you can see whether they would be right for you.

Make the most of this!

Be prepared with a list of questions to really get to know if they are what you are looking for.

To help you, I’ve created a list of my own for you to copy (I won’t tell!):

What Experience Do You Have?

A no-brainer question!

It’s important to know how many years a VA has been working, but also what specific experience they have.

This is because the quality of the experience can make a huge difference in how well-trained and skilled a potential virtual assistant is.

A VA that has spent 8 years working for a world-renowned business as an Executive Assistant is likely to be better than someone who has spent the last 8 years at 8 different companies you haven’t heard of.

They both have 8 years experience - but the person that has spent 8 years at one company is likely to have a better quality experience.

Here is where you should also inquire about references or ask to see reviews.

Most VAs will show reviews on their website but if they don’t - make sure you ask about them.

You never know, they could be hiding something!

What Are Your Main Skills/ Do You Have Any Specialised Skills?

It’s important for you to know that your virtual assistant will meet your basic skill requirements.

Make another list that outlines your must-have skills (I do love my lists!).

You should also consider whether you will need your VA to complete more specific tasks on occasion - photo editing for example.

For one of our client’s, photo editing isn’t a priority, as it isn’t a task they need completing often.

But as it’s something that needs to be done occasionally, it was still important for them to find a virtual assistant with editing skills.

That means that when they needed new photos edited, their VA was right on the task.

What Hours Do You Work?

Although most virtual assistants are flexible with their working hours, it’s still necessary for you to know what hours they are willing to work between.

Maybe they won’t work after 9 PM, or before 6 AM.

Or maybe they don’t work on Sundays.

It’s also important to consider time differences.

A VA based in India is going to be operating in a completely different time zone to us in Melbourne, for example.

Knowing this will allow you to figure out if their hours and preferred shift patterns suit you.

It will also allow you to plan how many tasks you can assign each week and get scheduling.

What Happens If Your Computer Breaks?

Disaster can strike at any time.

We’ve all been there - big deadline looming ahead and suddenly the computer conks out.

(I’ve actually had nightmares about it. Seriously.)

So, to put your mind at rest, it’s good to know what plans a potential virtual assistant has in place in case their computer malfunctions or some other setback occurs.

After all, deadlines are deadlines.

This is also a good question to ask to test how well a VA can deal with a crisis.

Are they resourceful in a jam?

Which, unfortunately, is a skill that comes in handy more often than we’d like!

How Much Do You Charge?

A biggie!

It’s important for you to know what you can get for your money.

Make sure you ask what their base rate is, and if they offer different services or different price points.

A potential VA may charge ||$||16||$|| per hour, but this may increase to ||$||20||$|| on weekends and public holidays.

More specific tasks that require special skills may also cost more - so don’t forget to find out!

Joanna Grimbley-Smith

Joanna Grimbley-Smith
Virtual Assistants

Did You Know?

Hiring a virtual assistant can save entrepreneurs like yourself over 70% in operating costs.

So what are you waiting for - get your free quotes today!

Chapter 4

Virtual Assistant Packages Explained
But The Total Price Can Be Affected By A Variety Of Things
VAs Offer Different Packages For Different Budgets

The number of options and packages when it comes to hiring a virtual assistant can be almost overwhelming.

But, honestly, don’t get stressed!

I’m here to help explain the most common options that virtual assistants offer, so you can make the right decision for you!

Ad-hoc VS Retainer Packages

These are two big options that almost all virtual assistants offer.

Ad-hoc basically means ‘as needed’.

This is essentially an option that allows you to use the services of a virtual assistant for as many hours as you need, when you need them.

Flexible, no-strings-attached fun!

You will usually pay a VA’s base rate if you opt for ad-hoc e.g. ||$||20||$|| per hour.

A retainer package, however, is where you pay for a set number of hours each month e.g. ||$||200||$|| for 15 hours a month.

Think of it like a fixed term contract!

This is a great option if you know you will need your virtual assistant on a regular basis.

Many VAs also offer discounts on their hourly rate if you choose a retainer option - score!

Tiered Packages

It is a fairly standard practice to offer different tiered packages.

This is where a virtual assistant will offer different services for increasing price points.

These services could increase in complexity, or be more specialised as the tier increases.

For example, a VA’s ||$||200||$|| tier may include 12 hours a month and the standard administrative tasks.

But their ||$||370||$|| tier may include 15 hours a month and marketing-related jobs on top of the administrative ones.

This is perfect if you need more specific tasks to be completed, as virtual assistants will often include discounts and bonus hours for the top tiers!

Short-Term or Long-Term Packages

This is relevant if you are choosing a contract option.

VAs will often offer packages that are specifically for a short or long-term basis.

For example, when one of our clients - a fashion design business - needed a virtual assistant for a 3-month project, they came to us for the best quotes.

They then decided to opt for their VA’s short-term package.

This included 15 hours per month for 3 months, all for the price of ||$||610||$||.

And this was perfect for them!

It meant they weren’t locked into a long contract that would force them to pay for months of work that they didn’t need.

Long-term packages can be multi-year long, but are most often on a rolling month-per-month basis.

Which is great if you know you want a more permanent virtual assistant.

Chapter 5

Best VA Services in Melbourne
There Are Thousands of VA's Out There, One For Every Need!
Comparison is Key When Hiring A VA

Finally, what you’ve been waiting for!

I won’t leave you hanging much longer, promise.

Without further ado, here are my top 5 picks of the best virtual assistant services in Melbourne:

Provider Summary Key Services Pricing

Virtual Office Melbourne

An agency that focuses on providing high-quality virtual receptionists and assistants, as well as virtual office spaces.

  • Customer service
  • Pay-as-you-use option
  • Administration
  • Data entry

Prices start at ||$||20||$|| (+GST) per month.

The Admin Guru

A family-run virtual administration business that offers quick and efficient work.

  • General admin support
  • Invoicing
  • Bookkeeping
  • Logistical support

Contact for a bespoke quote.

Virtual Reception

Provides highly-trained virtual assistants to businesses throughout Australia.

  • Administration
  • Call and email monitoring
  • Data entry
  • Diary management

Pricing starts at ||$||40||$|| (+ GST) for a standard package.

The Virtual Assistant Australia

Founded in 2008, they were the first virtual assistant company in Australia and pride themselves on the quality of their service.

  • Social media management
  • Administration
  • Calendar planning
  • Inbox management

Prices start at ||$||250||$|| (+ GST) for 5 hours - they also offer bespoke quotes.

UpWork

A world-renowned business that allows freelance virtual assistants to advertise their services.

  • General admin
  • Transcription
  • Data entry
  • Inbox management

Prices start at ||$||10||$|| per hour.

Joanna Grimbley-Smith

Joanna Grimbley-Smith
Virtual Assistants

Did You Know?

A virtual assistant allows you the flexibility to choose how many hours of work you need a week and when.

Forget the Monday to Friday, 9 to 5 - it’s up to you!

Chapter 6

Frequently Asked Questions
We Answer All Your Burning Questions
Everything You Need To Know About Virtual Assistants

Questions are great - they’re how we learn and grow!

And I know most of our clients had a ton of them when they first started.

So I’m going to do my best to answer some of the more pressing questions you may still have...

What Tasks Should I Outsource to My VA?

What tasks can’t you outsource is the better question!

Virtual assistants can complete almost any task you can think of.

(Except maybe picking up your lunch for you…)

All they need is a computer and they can get it done!

Can I Use a Virtual Assistant From Anywhere in the World?

Technically, yes.

As all your virtual assistant needs is a computer and an internet connection, you can hire a VA from anywhere.

You may even find that international VAs charge less than local ones.

Hiring an international virtual assistant can mean work can get done when you aren’t even in the office.

A VA from the UK, for example, could even get your tasks completed before you get to work in the morning!

But there are sometimes disadvantages to opting for a VA in a different part of the world.

These include different time zones and language barriers.

So definitely consider this when you are looking!

Are Virtual Assistants Better for Small or Big Businesses?

Both!

Virtual assistants are brilliant for small start-ups and huge global organisations.

In fact, many VA services offer packages that cater to specific business sizes.

Meaning you can breathe easy knowing you’re getting the perfect service for your business!

What If I Need More/Less Hours One Month?

Easy - you pay for more or less hours!

Many virtual assistants actually offer flexible options that allow you to hire them on a monthly basis.

Meaning you can add and take away hours to suit you.

Amazing, right?

Fill Out Our Free Form To Get Matched Now!
Let us Help You Find A Virtual Assistant

So there you have it - everything you need to know about hiring a virtual assistant in Melbourne.

Have you made up your mind?

Well, we’re here to help!

Fill out this free form and let us find you all the best quotes for virtual assistants today!