How to use your cloud-based virtual administrative assistant

How to use your cloud-based virtual administrative assistant

By Gayle Buske, President and CEO, Team Double-Click®


In short, a cloud-based virtual administrative assistant can do just about anything a regular employee can do. You just won’t see his or her face every day and the manner in which you send tasks to him or her will vary slightly. Instead of walking paper files into the next office, you can simply attach those same electronic files to an email and hit send. Your cloud-based virtual administrative assistant will work on those files according to your instructions and return them, mail them, or do whatever else you request with them.


Many cloud-based virtual administrative assistants are Jack’s or Jill’s of all trades, some are more specialized, but just a few of the tasks a cloud-based virtual administrative assistant can do are:


  • Accounting
  • Bookkeeping
  • Human resources
  • Concierge services
  • Collections
  • Sale
  • Marketing
  • Travel arrangements
  • Research
  • Word processing
  • Appointment setting
  • Meeting arrangements
  • Event planning
  • Letter preparation
  • Transcription
  • Reports
  • Proof reading
  • Manuals
  • Newsletters
  • Flyers
  • Mailings
  • Data entry
  • Data processing
  • Document scanning
  • E-mail processing
  • Answering phone calls
  • Procedure documentation
  • Customer support
  • Copyrighting
  • Web design


Professional cloud-based virtual administrative assistants are typically a very intelligent bunch. Many are college-educated and even more have countless years of solid business experience to draw on. This comes in very handy when you’re looking for ideas.

Your cloud-based virtual administrative assistant can dofollow up calls after post cards or letters have been sent (which by the way, she can also mail those post cards or letters for you). Follow up calls and outbound cold calling are essential in any business to keep touching new potential clients – your cloud-based virtual administrative assistants can also do the cold calling for you.


Give her a simple script, tell her what you want done with the good leads, and unleash her on your prospect list! If the prospect appears to be a good lead, ask her to garner as much information for you as she can and send the good leads back to you for follow through.

We’ve seen this type of approach and follow up net as many as one good lead for every hour of calling time.


Your cloud-based virtual administrative assistant can also take your inbound calls for you. We do not recommend using a company which utilizes a bank of people answering phones. Each and every client should be treated as the individual that they are. Each client, regardless of how big or small should be assigned just one cloud-based virtual administrative assistant (or at least a main assistant). This cloud-based virtual administrative assistant is then able to get to know your clients/customers, your business, and how you like your work performed. That’s how the personal touch and true human element stays intact. Sending your callers to a bank of phone operators generally doesn’t foster that kind of relationship or human contact.


Answering your inbound calls for you is as easy as forwarding your existing business line to one of our cloud-based virtual administrative assistants.


Cloud-based virtual administrative assistants come in all shapes and sizes, just as any business does.


They’re the savviest of the savvy when it comes to operating on a low budget and using technology to their advantage. Their cost consciousness should extend to your business expenses as well.


They are equipped with the latest software (and lots of it), multiple phone lines, Internet, e-mail, fax machine, cellular phone, copy machines, scanners, and a great attitude. Many even come with a cat or dog! He or she should use all of the latest technology to communicate with you and get your work done as quickly as possible. Hiring a cloud-based virtual administrative assistant that already comes with all of the best software saves you hundreds of dollars by not having to purchase all of that software yourself.


Our cloud-based virtual administrative assistants will only “clock in” when they’re on your project. This means you don’t pay for her time playing solitaire on the computer or while she’s waiting for the next assignment.


A cloud-based virtual administrative assistant can free your time to do what you’re good at and what’s important to your company. Whether that’s making sales, following up on leads, attending speaking events, or doing the other meaty tasks your business requires.




About the author:


Gayle Buske is the co-founder, president and CEO of Team Double-Click®. As the head of a virtual staffing agency, Ms. Buske is uniquely qualified to aid small business owners in their growth and development through cloud-based cloud-based virtual administrative assistant outsourcing. Clients across the country look to Ms. Buske and her organization to supply quality cloud-based cloud-based cloud-based virtual administrative assistants.


Team Double-Click®, the country’s foremost staffing agency for trained cloud-based cloud-based cloud-based virtual administrative assistants – Matching Top Virtual Workers with Top Companies! Visit or phone 888.827.9129 for a variety of full-service virtual staffing options.


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