Enjoying the support of a high caliber, experienced Executive Assistant (EA) is no longer a luxury only available to corporate executives! Through our New Zealand-based virtual assistant business services, you can have an on-call EA as and when you need.
Usually administration tasks are handed to an EA, but your EA can also specialise in high level administration or niche services such as recruitment, project or business management or consulting. Here’s an idea of some of the tasks we can help you with to help save time in your business:
- Document creation
(systems, processes, templates, presentations, graphic design etc)
- Email & calendar management or support
(screen your emails & respond on your behalf)
- Finding & organising corporate gifts for your clients or international visitors
- Business research and supplying a refined summary of information eg. for strategic planning projects
- Complex information gathering for due diligence on a new business venture
- Director support
- Webinar facilitation & online training
- Client follow up and on-boarding
- Chasing staff for their timesheets
- Xero bookkeeping & reporting
- Project Management
We always ensure communication is prompt, professional and conforms to your company culture. This enables us to manage tasks that are essential for your business but can be time consuming – just let us know what needs to be done and leave it to us!
Managing Your Emails
Wouldn’t it be amazing to have someone sort out your essential business emails from the junk? At Smart Assistant we work our magic by keeping on top of your emails and identifying the priorities for you to action.
There won’t be any more overwhelming starts to the day with a multitude of emails that distract you from the important business of getting on with business. Via a secure login access, you Smart Assistant can manage and file emails into sub-folders, reducing your in-box clutter.
Don’t worry though, you won’t lose track of anything! The important emails go into ‘To Do’, ‘Response Required’ or ‘To Action’ folders. Some emails go into an ‘FYI’ or ‘Read Only’ folder, and others go into specific folders, such as ‘Newsletters’, ‘Clients’ or ‘Admin’. Together, we work out the system that works best for you.
At the end of each day we send you a quick summary, so you know what is where, what you need to action first and if there are any new appointments in your calendar. It is usually a bullet point to-do list, so it is efficient and effective.
Managing Your Calendar
It can be difficult keeping up with appointments so why not let your Smart Assistant manage everything for you! Your Smart Assistant will prevent double bookings and keep you up-to-date, so you know exactly where you’ll be and when.
You don’t have to co-ordinate meeting invitations with multiple people, and your Smart Assistant can re-schedule appointments when something changes. We will also follow up with people who don’t respond to meeting requests.
Webinars & Business Presentations
Before you start planning your next webinar or corporate business presentation give your Smart Assistant a call! We have helped our clients create webinars for training, product showcases and professional development.
If you have never created a webinar before, we can help you from planning the process to providing access to reliable software and checking the guest list. All you need is access to the internet and a headset, and we can manage as much or as little as you require.
Of course, if you have your own webinar or meeting software, we can work with your system, too.
How do webinars work?
We need to start planning with you a few weeks before the webinar goes live:
- Consider the outcomes you need the webinar to achieve.
- We can help you plan content and give you guidance on how to present the webinar.
- We can help set up ticket sales and promote the webinar.
- We can collate and communicate with guests, reminding them when to sign in.
- We will have a trial run to ensure the software and presentation is working for you.
Following the webinar, we can follow up on any leads, homework or administration tasks.
Organising Corporate Gifts
This is so much fun for your Smart Assistant that it almost isn’t work! When you need the perfect product for a special occasion, a trade event, a staff reward or maybe even a family member’s birthday – we will do the hunting for you.
We can organise the same gift for every client or to make a personalised gift selection with messages and delivery to someone special. Some companies simply need us to source a great Christmas card and manage the postage to their customers and stakeholders.