Virtual assisting; How I help creatives.
Wondering why you need a virtual assistant as a creative? Dive right in!
My dearest reader,
While I have written to you all this time, and always introduced myself as a Virtual Assistant, I believe the time has come to explain in detail what my job entails, and how I can help you as a creative. After reading this post, you should have left the school of thought that believes only business executives need virtual assistants.
A picture of my new workspace
First, you should know that I love my job, and the freedom and diversity it affords me. The learning opportunities too, because as a virtual assistant, you work with different individuals and are required to some extent to be knowledgeable about your client's industry. One key thing this job has enforced in me is emotional intelligence. As a freelancer, you are going to deal with individuals from different walks of life which makes the ability to intelligently relate with individuals essential to success.
As a virtual assistant, I can fit in various roles depending on what my client requires assistance with. For a creative, I would be taking on the role of an administrative virtual assistant.
What does this mean?
As the title implies, I would carry out your administrative tasks. It becomes my duty to ensure you are on top of your affairs. I ensure your calendar is in sync, deadlines are not missed, you’re constantly aware of just how much you can take at every point in time, keep your mails and log cluster free by responding as at when due, and schedule your appointments and meetings and subsequently remind you. I track your job applications, draft contracts, and create digital assets like portfolios, rate cards, invoices, and other documents required for smooth running. I also champion your staff recruitment.
Now, let me spill some tea on how you can thrive working with your VA.
As a Creative, you need an Administrative VA to help you perform these specific tasks.
Respond to emails and DMs.
Make cold calls to generate leads from a provided spreadsheet or list.
Schedule appointments and maintain calendars.
Schedule and coordinate meetings with team members and other external parties.
Create digital assets such as your portfolios, proposals, pitch decks, rate cards, analytic reports, audit reports, welcome packets, marketing plans, strategy plans, and other presentations according to the instructions given.
Write and edit contracts and other documents.
Create and maintain e-filing systems.
Manage accounts and perform bookkeeping.
Prepare communications, such as memos, emails, invoices, and receipts.
Conduct online research and create content.
Prepare customer spreadsheets and keep online records.
Manage a contact list.
Create an onboarding system and provide assistance during the onboarding process.
Assist in prioritizing tasks.
How to work with a VA as a Creative.
Partnership: Your VA handles all your administrative tasks while you handle the production/ Creative aspect on an agreed profit percentage.
Full employment: The VA is paid at the end of the month for the services being provided on a salary base.
Independent Contracting: The VA works only when their services are needed by the creative on an agreed fee or percentage.
Service Exchange: The VA provides administrative assistance to the creative, while the creative provides a service the VA needs. For example, A social media manager can provide some or all social media services to the VA depending on the scope of work.
Essential work requirements for the Creative and the VA.
A Growth mindset: This is a must for both parties.
Transparency and honesty: These are a must to develop any genuine work relationship.
Confidentiality and discretion: A VA knows this is essential.
A written contract: For the safety of both parties.
Effective Communication: Think of this relationship as a dating relationship and reminisce on how poor communication can ruin everything. Do not ghost yourselves.
Time management: Nothing will be achieved without proper time management.
Emotional Intelligence: This is crucial for both parties as it's business and nothing personal.
There is so much information on this but I can only cover a few and hope that this will provide you with some guidance in your creative journey.
In my journal entry this week, I delved into my roles as each type of virtual assistant in detail.
I also told a story about the time I was a virtual chief-of-staff for a client who loves having his fruits cut a certain way, and how I navigated conveying this to his chef to ensure his satisfaction. You can read it here.
Anytime you wonder about what I do as a virtual assistant, just imagine me unburdening my clients' tasks and leaving them to do the things they absolutely need to do.
My entry for the week will provide a clearer picture of the different roles I fill as a Virtual Assistant, enjoy!
Bye for now.
Do not forget to share this post with your creative friends