virtual assistant, express virtual office support solutions

What is a virtual assistant?

An alternative and cost-effective secretarial, administrative, office support service without the office overheads.
Quick and accessible assistance at the end of a phone or email from a ‘virtual space’.
Able to offer you assistance and support no matter where you are in the world, you can count on your VA.
Virtual assistants work flexible hours - as little or as much as the workload requires.

More definitions....
Wikipedia’s definition….

What is a virtual assistant NOT?

A Virtual Assistant is NOT the client's business manager or decision maker. Your VA is NOT responsible for establishing business goals and strategies for your business.

Who use VA’s?

A VA is the perfect outsourcing solution for entrepreneurs, small businesses, business start-ups, the home/office environment, consultants, freelancers, busy executives, professionals, and sales people who need support because they can't do everything on their own but don't want the hassle of hiring a full-time employee or retraining a temp every time one is required.

What geographical area does a VA cover?

A VA can undertake internet-derived work from anywhere in the world, but the VA's business is located ‘somewhere’ (express-VA’s case, UAE - Dubai), and thus can provide a more personalised service to local clients, ie. minute taking, client representation. Using a phone, fax and email, VA’s support their clients without having to ever set foot inside the client's office.

How do you know if you are in need of a VA?

If you answer NO to the following questions:

Is your small business ready to justify the commitment and expense of a full-time employee (secretary, pa, ea, office assistant, etc.)?
Is the quality of your backup and paperwork up to that of the product/service you provide?

If you answer YES to the following questions:

Is your business suffering from growing pains, you feel trapped by work overflow?
Are you working from home and don't have the space for a full-time employee?
Is your admin workload overflowing, and preventing you from going after new business and clients?
Are you sometimes away from base and wish you had some backup?
Are you desperately in need of someone to set-up some business templates, a style guide, or brochures?
Do you sometimes want access to an experienced meetings and events manager?

Which software programmes do express-VA use?

This is a relevant question as sometimes due to different software or versions VA’s and clients can find that they are not compatible. But that said, there is always a solution, ie if express-VA has the ability but not the software or version, it is easy to set-up access to your PC via Gotomypc (a remote access web tool), which enables express-VA to access your PC, as long as it is on and connected to the internet, when you do not need to be on the computer. You are welcome to watch while express-VA is at work.

Express-VA uses Windows XP Home operating system; if you use Macintosh express-VA can refer you to a Mac VA.
On a daily basis express-VA use the following software, but express-VA’s abilities are not limited to these:

Windows XP Home (operating system)
MS Word (2003 or 2007) – creation and editing of general office documentation and templates
MS Excel (2003 or 2007) – creation and editing of spreadsheets, databases, forms
MS PowerPoint (2003 or 2007) – creation and editing of presentations
MS Access (2003 or 2007) – creation and management of databases
MS Outlook (2003) – main source of communicating with clients
Mozilla Firefox – web browser
Internet Explorer – web browser
Skype, Yahoo, MSN – messengers
Adobe Photoshop Elements 3.0 – creation and editing of desktop work
Nvu 1.0 – creation and editing of webpages
SmartFTP – live publishing to the www.
Nitro PDF Professional – to convert, edit, manage, secure PDF’s
TraxTime – for tracking time spent on assignments.

Express-VA uses the following web-based tools:

PowWeb – website host, template based website creator
Gotomypc – remote access tool
SurveyMonkey – for hr or marketing surveys.

How do I know my files (data) are safe with express-VA?

Express-VA understands the importance of confidentiality and integrity, therefore daily antispyware, antivirus and firewall protection are executed via Norton and McAfee. Express-VA further believes in a healthy computer and therefore performs a range of activities (scan disk, disk cleanup, defragmentation) on a weekly basis, to keep the doctor away.

What assurance do I have that express-VA will not loose my files?

A daily automatic back-up of critical files are done to an online remote location. Secondly, the entire system is backed-up to an external hard drive on a weekly basis.

What VA services are not available at express-VA?

Although your VA is confident and customer orientated she prefers not to do telemarketing, transcription or provide a receptionist service to clients.

Does express-VA have a communication preference?

Yes, via email. Firstly, because of convenience due to the difference in time zones, Dubai is GMT +4. Secondly, telecommunication is in a certain sense restricted in the Middle East, you do not get the great deals on international phone calls as in other countries due to a local monopoly. Skype is forbidden….. but used.

What is express-VA’s idea of an ideal client?

A client that is to-the-point and provides clear, concise, well-formulated instructions is any VA’s dream, it saves a lot of time and rigmarole! Someone that plans ahead, and that is not last-minute crisis management orientated. Someone that is computer literate, ie. confident in using the internet, opening email attachments, downloading software, managing email accounts, running antispyware, and using a firewall to protect his/her computer. The ideal is to form a long-term relationship with a client, to strive for a successful partnership, together. Express-VA’s niche markets are the construction and media industries, but are not limited to these markets.