Services
We are pleased to offer the following services based on our years of executive administrative assistant experience. Although we are based in Newark, Delaware, the beauty of being a Virtual Assistant permits us to process your administrative needs no matter where you are located.
General Administrative Services
• Binding (spiral binding)
• Calendar Management
• Customer Service Management (Routine Follow Up)
• Database Management (Data Entry & Maintenance Service)
• Document Backup and File Retention Offsite for Safekeeping
• Document Scanning
• Editing, Proofreading, and/or Formatting
• Email Administration
• Excel Spreadsheet Creation
• Fax Services
• Forms Creation
• Internet Research
• Laminating
• Mailings (Process Your Regular & Bulk Mailings)
• Manuscript Preparation
• Medical Billing
• Meetings
• Notary Services
• PowerPoint Presentation & Report Creation
• Price Comparison Research
• Project Management
• Procedures/Manuals
• Resume / CV Maintenance
• Scanning, Document (Convert Paper Files Into Digital Images)
• Schedule (and Cancel) Appointments and Reminder Service
• Secretarial Services
• Shredding, Document
• Spreadsheets, Charts, Graphs & Presentation Creation
• Teleconference Coordination
• Telephone Calls (Make & Return)
• Time Management Techniques
• Transcription Services (General and Medical)
• Travel Arrangements
• Typing/Word Processing (Letters, Contracts, Miscellaneous Typing)
Real Estate Support
• Create Property Flyers & Just Listed or Just Sold Postcards
• Compile Buyer / Seller Packets
• Coordinate Open Houses
• Purchase Closing Gifts for Your to Present to Your Clients
• Coordinate & Process Your Marketing Mailings
• Create & Update Your Marketing Mailing List Databases
Event Planning / Conference Coordination
• Agendas / Minutes
• Build Mailing List of Qualified Individuals
• Concierge Services
• Researching Potential Meeting/Convention Locations
• Process Grant Applications and Management of Paperwork
• Process Speaker Forms
• Brochure and/or Invitation Creation, Typesetting, Printing and Mailing
• Organize Conference Giveaways and Speaker Gifts
• Poster Creation, Typesetting, Printing, and Bonding
• Travel Arrangements for You and Your Team
• Recap of Meeting Stats
• Chart & Graph Creation for Post-Meeting Sessions
Personal Services
• Schedule Personal & Business Appointments / Reminder Service
• Respond to Invitations
• Schedule Deliveries Based on Your Schedule
• Service Contract Management/Reminder Service
• Gift ordering / Purchasing Appropriate for Special Occasions
• Purchase, Sign & Send Greeting & Holiday Cards
• Concierge Services for Personal and Business Travel
Purchasing Services
• Locating Vendors to Provide Products at the Best Prices
• Purchase MRO Items (MRO = Maintenance, Repair and Operation)
• Create Forecasting for Purchasing
• Create Quotes, Bids, Inquiries (aka RFQ’s)
• Create/maintain Bill of Material Database
• Logistic Tracking, Assisting with Online Shipments
• Purchase Office Supplies (including Furniture)
Website Services and Support
• Design & Creation, Suggest Changes/Revised Based on Reports Received
• Enhance Your Online Presence
• Keyword and Meta-tag Suggestions to Enhance Search Engine Score
• Maintenance / Regular Updates to Ensure Prime Website Performance
• Proofreading Services
• Press Releases Created and Submitted
• Website Hosting
If you do not see a service that you require, please Contact Us. Terminology is often different with various specialties. It is possible that we provide the service you require and are using a term other than which you are familiar.
Your satisfaction is guaranteed!
Descriptions
Binding
Often used for manuals and notebooks. A series of round holes are punched into the binding edge, and black or white plastic coils are inserted. The inside margin should be generous to allow for the holes. These books will lie flat when opened.
• Coil
• Comb
• Velo
Bulk Mailing
• 2nd, 3rd and 4th-class mail serviced on a non-preferential basis by the USPS
o This service can be combined with mail merge services (see Mail Merge)
• Mail consisting of large numbers of identical items (circulars or advertisements) sent to individual addresses at less than 1st-class rates and paid for in one lot
Calendar Management
• Schedule and confirm appointments
• Act as your clients’ contact person to schedule appointments
• Reminder service
Curriculum Vitae / Resume Service
• We will create your CV or resume
• As you make presentations or give talks, we’ll update your CV/resume
• Ensure pagination is proper and return the revised document to you via the Internet
Customer Service Management
• Contact your customers via telephone on your behalf to follow up after they received your service or product
• Mail professional looking, custom-made greetings cards either on an individual basis or on a pre-set schedule (quarterly follow up, semi-annually to keep in touch, etc)
• Follow up to customer complaints to ensure they received satisfactory service
Database Management
• Manage your clients’ information in a database such as Access, ACT!, or Excel:
o Enter data
o Modify or update data
o Report and manipulate the data to provide useful information
o Link cell information to other worksheets so charts & graphs can be created, etc.
Document Backup and File Retention Offsite for Safekeeping
• Save your important computer information to CDs and store it away from your office in case of natural disasters
Document Scanning
• Scan a variety of documents from different formats (hard copies, work that we’ve completed, forms you have online, etc) and convert to digital format that you can use on the Internet or to import into documents and presentations, forms, letters, etc.
Editing, Proofreading, and/or Formatting
• Editing: Change or correct the contents of a book or manuscript to improve the final results or to fit publisher-required formats
• Proofreading: one final, careful check on a document. It may include comparing the document with earlier versions to make sure certain corrections have been made, and it always involves finding spelling, grammar and formatting errors
• The process of defining how a document will look: formatting can occur at the character level, as well as at the paragraph and page level
Email Administration
• Forward your email to us and we’ll manage your emails for you: delete junk emails, respond to emails that need an immediate response, and return to you the emails that need your response
Event Planning / Conference Coordination
• Agendas / Minutes: Provide us with details of your meeting and we will create agendas complete with speaker names and title of talks, breaks, lunch times, etc. Either teleconference us into your meeting or take detailed notes and we will provide minutes of the meeting.
• Build Mailing List of Qualified Individuals: Detail for us the demographics of the audience you want to attract and we’ll do an Internet search to find the appropriate audience so that you can mail your event literature to them.
• Concierge Services: We’ll make dinner reservations, taxi or town car reservations, provide maps of the local area for you and your guests in advance of when you arrive at the event location.
• Researching Potential Meeting/Convention Locations: provide us with the criteria you want and we’ll do an Internet research to provide you with 4-6 potential event locations that all meet your criteria.
• Process Grant Applications and Management of Paperwork: If you fundraise for your meeting, we’ll forward to the source from where the grants come from the necessary grand application forms, will match it when the paperwork has been completed and returned and will forward the entire packet to you (or your designee) for proper filing.
• Process Speaker Forms: Under certain circumstances when you will be providing accreditation, it’s necessary to have your invited speakers complete forms. We will get the forms to your potential speakers and oversee the return of completed forms prior to your meeting (or provide you with information for those resistant speakers).
• Brochure and/or Invitation Creation, Typesetting, Printing and Mailing: provide us with the details of your meeting and we’ll create brochures and invitations and will have them printed on your behalf (after you approve our draft). Our printer will provide a blueline to you to approve before printing the final documents.
• Organize Conference Giveaways and Speaker Gifts: We will make suggestions for items that you can give away at your event to all registrants and/or speakers that are meaningful to your event.
• Poster Creation, Typesetting, Printing, and Bonding: We will utilize the information from brochures to create full size posters (4’x5’ or larger), will have the posters created and bonded (to protect the printing and also for ease of display at your event).
• Travel Arrangements for You and Your Team: We will work with each member of your event team who will be traveling to customize travel arrangements to each of their situations. All you need to do is to give us parameters you desire (maximum amounts of fares, if spouses/significant others can attend, flying first class as opposed to business class or coach, rental cars, hotels, etc).
• Recap of Meeting Stats: Provide us with the figures and details of how many people attended (or let us handle registration and we’ll do it ourselves) and we’ll provide tables, graphs and documents to recap the statistics of your event.
• Chart & Graph Creation for Post-Meeting Sessions: We will utilize some of the slides from your presentation along with stats of the meeting to create charts 7 graphs that you can use for post-meeting/post-event presentations.
• We coordinate both small and large meetings to include all details such as creating your mailing lists, typesetting of brochures and other text media, mail invitation letters to your speakers and ensure necessary speaker forms are received, will track registrations, coordinate with the hotel/resort/conference center staff to track rooming lists compared to registrations so you capture all registration fees, creation of your presentations (to be made at the meetings), provide post-meeting statistical documentation and presentations, etc.
• Schedule meetings to accommodate schedules of participants
• Reminder service to all meeting participants of upcoming meetings
• Assemble and distribute agendas based on previous meeting minutes
• Live minutes, if we are teleconferenced into your meeting (we will take minutes as the meeting progresses and distribute, per your designation)
Excel Spreadsheet Creation
• Create an Excel spreadsheet that you can use to organize and analyze date utilizing a variety of formulas, linking cell data to recaps, conditional formatting, etc.
Fax Services
• Transmit documents on your behalf. Can be documents we typed while completing another job or those that you get to us otherwise
• Receive documents and scan to electronic form to email to you
Forms Creation
• We customize invoices to you can change your tagline periodically to maintain interest
• Need packing slips that are eye catching?
• Templates, tables, charts & graphs
Internet research
• You provide the subject, we’ll research it and report back to you with:
o In-depth details
o Comparisons
o URLs
o Pricing
o Recommendations
Laminating
• Transparent plastic film heated and applied/sealed to the surface of printed matter to enhance its appearance and to create professional-looking, strong forms/signs, menus, etc.
Mailings
• Forward your mail to us and separate important paperwork that needs your attention, will handle tasks that a physical secretary would do, discard junk mail. We’ll overnight mail that needs your attention to you
• We can mail merge large mailings for you (import a wide variety of records from a database and insert them into a form letter to cause the form letters to each appear personalized)
• Addresses can be printed directly onto envelopes for a more professional image or labels printed and put onto envelopes
Manuscript Preparation
• A book, chapter, document, or other composition written by hand or typewritten/word processed by one or more persons
• Prepared, formatted to editors requirements (we’ll need to know where you plan to have the manuscript published)
• We will also submit your manuscript to your publication choice
Medical Billing
• We print invoices and mail them
• We also will follow up with your clients’ A/P departments to ensure prompt payment
Meetings
• We coordinate both small and large meetings to include all details such as creating your mailing lists, typesetting of brochures and other text media, mail invitation letters to your speakers and ensure necessary speaker forms are received, will track registrations, coordinate with the hotel/resort/conference center staff to track rooming lists compared to registrations so you capture all registration fees, creation of your presentations (to be made at the meetings), provide post-meeting statistical documentation and presentations, etc.
• Schedule meetings to accommodate schedules of participants
• Reminder service to all meeting participants of upcoming meetings
• Assemble and distribute agendas based on previous meeting minutes
• Live minutes, if we are teleconferenced into your meeting (we will take minutes as the meeting progresses and distribute, per your designation)
Notary Public (Delaware & Pennsylvania) for Local Clients
• If you are within close proximity to our location, we can arrange to meet you to notarize, witness or attest
Personal Services
• Schedule Personal & Business Appointments / Reminder Service: We’ll be happy to schedule your doctor appointments (or those of your family), appointments for oil changes, with your lawyer to update your will, or any other appointments that you need made and we will remind you the week before the appointment, the day before the appointment and the day of the appointment so you remember to attend.
• Respond to Invitations: We’ll be happy to RSVP on behalf of you and your family for meetings and events to which you want to attend.
• Schedule Deliveries Based on Your Schedule: Do you purchase new furniture or other items that you need to have delivered to your home when you are there? We will be happy to coordinate your schedule with that of the delivery company.
• Service Contract Management/Reminder Service: For those contracts that you have which expire annually (cell phone, service contracts, oil changes, and other regular repetitive tasks), we’ll coordinate renewal of those tasks on your behalf.
• Gift ordering / Purchasing Appropriate for Special Occasions: Need gifts for people in your life? Provide us with a description of their preferences and we’ll purchase gifts and greetings cards that fit those preferences so you can give meaningful gifts.
• Purchase, Sign & Send Greeting & Holiday Cards: Provide us with birth dates, anniversary dates, graduation dates, and other important dates for people in your life and we’ll purchase greetings and holiday cards and will mail them on your behalf. We have the capability of having custom-made cards made and mailed via US Mail on your behalf.
• Concierge Services for Personal and Business Travel: Provide us with information regarding the type of trip you’d like to take and when, and we’ll take care of all the details from providing ground transportation to/from the airport, air arrangements, hotel arrangements, we’ll create a draft itinerary complete with restaurants, and suggested tourist sights that you should consider seeing while you’re on vacation.
Presentations
• Create PowerPoint presentations
• Content may include Excel and Word tables, text documents, electronic illustrations for which you own the copyright, sound, film clips, etc
Price Comparison Research
• Provide us with what item(s) you want researched and we will do an Internet and/or telephone research to provide you with details regarding where the best prices can be found
• We will provide product ratings so you know what product is the best choice based on consumer research that has been done on the products
Project Management
• Using a variety of management techniques, we coordinate and oversee a wide variety of projects from startup to completion
o Ensure you have all the necessary supplies, equipment, etc., prior to the beginning of the project
o Contact all contracted services to establish dates of service
o Prepare master timeline of when services will be scheduled to be provided
o Prepare a draft budget based on quotes from vendors and contractors for the project
o Confirm delivery of services prior to due date
o Provide ongoing updates to you of overall project and will flag you when a potential problem arises
o Create and management of tracking documentation, graphs to show progress and where the project is compared to predetermined scope of objectives, etc
Procedures/Manuals
• Utilizing your notes and documentation, we assemble procedures & protocols into manuals with indexes and cross references
• We will be happy to modify your manuals to keep current when you provide us with changes in your procedures as they change
Purchase Supplies, Software & Equipment for Your Business
• Purchasing can be an extremely time consuming task.
• If you provide us with a description, budget and authorization, we’ll order your office supplies, staying within your budget, and will have them drop shipped directly to your office
• We also provide price comparison for larger items including Internet research complete with URLs from where we acquired information and will provide recommendations based on our research
• We’ll provide potential vendors and will also recommend the best product based on reliability and price)
• Purchase MRO Items: We’ll research the best items based on your criteria and will purchase the maintenance, repair or operation on your behalf utilizing your payment method
Real Estate Support
• Typesetting of your property flyers, “Just Listed” and “Just Sold” postcards. We will utilize your mailing database to have the postcards printed with the addresses printed directly on the postcards (as opposed to putting addresses on labels and putting labels on postcards)
• Coordinate your Open House: Assemble your buyer and/or seller packets for when you act as the buyer’s agent or the seller’s agent
• Coordinate all details regarding your Open Houses (provide for snacks, ensure that you have copies of brochures & flyers available, assemble buyer packets for the Open House, etc)
• Purchase Closing Gifts for Your to Present to Your Clients: if you provide us with hints of different things that your clients like, we’ll choose appropriate closing gifts to ship to you so that you can present those gifts to your clients. It’s a proven fact that if you go the extra mile for your clients, they will refer you to their contacts that are also looking to buy or sell a house.
• Coordinate & Process Your Marketing Mailings: we utilize your address list and postcard/marketing items and will oversee printing, labeling (direct impact onto the flyers or postcards), and mailing. You only need to provide us with your mailing list and marketing items.
• Create & Update Your Marketing Mailing List Databases: If you provide us with addresses as you get them, we’ll add them to your database. When postcards are returned because addresses on your mailing list are incorrect, we’ll remove those addresses so that your database contains active information.
Resume / CV Maintenance
• Provide us with your experience and we will create a professional resume for you
• If you make presentations, publish manuscripts, etc., you know that the upkeep of your curriculum vitae can be a time consuming task. Email the info to us and we’ll revise your CV regularly making sure to pagination falls within the proper places, keeping paragraphs intact, etc.
Scanning, Document
• Scan a variety of documents from different formats (hard copies, work that we’ve completed, forms you have online, etc) and convert to digital format that you can use on the Internet or to import into documents and presentations, forms, letters, etc.
Scheduling and Reminder Service
• We coordinate vendor meetings, events, and teleconferences and contact all participants to remind them of the upcoming meetings/teleconferences so your meetings are more productive
• We’ll schedule your doctor appointments, events, anniversaries, birthdays, and other important dates and will remind you of these dates to permit you time to purchase gifts or attend the events
• At the beginning of each week, we’ll provide you with a snapshot of your schedule for the week and will also remind you the day before meetings and appointments to ensure that you have the proper items needed for those meetings and appointments
Secretarial Services
• Secretaries provide a huge variety of services. The only thing we cannot do is to physically file in your office(s) or physically be in your office.
Shredding, Document
• Avoid identity theft! Do you purge documents from your personal files? If you ship those documents, CDs and old credit cards to us, we’ll shred them to protect your identity.
• Do you clean out your files annually and need to shred documentation to protect your customers’ personal information? We’ll be happy to shred the documents and CDs to provide complete protection for you customers. Shredding can be extremely time-consuming. Let us help you save that time.
Spreadsheets, Charts, Graphs & Presentation Creation
• Create an Excel spreadsheet that you can use to organize and analyze date utilizing a variety of formulas, linking cell data to recaps, conditional formatting, etc.
• PowerPoint presentations can be created to look professional including animation
Teleconference Coordination
• Do you hold teleconference meetings? If you invite multiple people to participate in these teleconferences, you’ll know how time consuming it can be to work the teleconferences around everyone’s schedule. We’ll contact those people whom you want to participate and work with their schedules to coordinate the best possible meeting time.
• After teleconference is scheduled, we provide a reminder service to everyone who will participate one day prior to the teleconference and also the day of the teleconference.
• If you do not have your own teleconference number, we will provide you with a teleconference number, access number and pass code.
Telephone Calls, Made and Returned
• Making or returning telephone calls takes an enormous amount of time. Some phone calls, only you can handle. However, if your office is like most, many of those phone calls can be passed off to your support staff to make. We make or return telephone calls on your behalf to obtain details of what the call is regarding so we can pass that information to you so you can make phone calls with all the information that you will need at your fingertips, which will save you time.
Time Management Techniques
• We provide education regarding tips for time management to teach you how to accomplish more tasks in less time. Simple tips and slight adjustments are all that it usually takes to help you complete more in the same amount of time.
Transcription Services
• If you dictate your notes, minutes, letters, manuscripts, etc., utilizing micro cassettes, we will convert the dictations to typed format.
o Academic (students, call for special pricing)
o Conference calls
o Dissertations
o Essays
o Focus groups
o General correspondence
o Interviews
o Manuals
o Manuscripts
o Medical transcription
o Meeting agendas and minutes taken ‘live’ (see Meeting, above)
o Proposals
o Recorded statements
o Resumes
o School reports (students, call for discounted rates)
o Theses
o Webcasts (if we “attend”, we will take minutes during the webcast)
• Would you prefer to dictate into your computer? If you have headphones and a microphone, we’ll show you how to dictate into your computer so we can retrieve the info and transcribe it.
Travel Arrangements
• We will be happy to arrange airline, bus, or train arrangements for your travel and if you organize meetings, we will also arrange travel for all meeting attendees
• We’ll research hotels in the category you prefer and will make your hotel reservations to include your club points
• Schedule ground transportation to get you to and from the airport at the beginning and ending destinations
• Make restaurant suggestions and reservations
Typing/Word Processing (Letters, Contracts, Miscellaneous Typing)
• We type letters, contracts, complete forms, and a wide variety of other typing.
Website Services and Support
• Design & Creation, Suggest Changes/Revised Based on Reports Received: Do you know which of your webpages are visited the most? If you’re not successful, do you know why? We’ll provide you with an overview of the good points and areas that need to be revised to increase the flow of traffic to your website.
• Enhance Your Online Presence: As noted above, are you aware that there are tricks that can be utilized to bring more traffic to your website? We’ll be happy to help you.
• Keyword and Meta-tag Suggestions to Enhance Search Engine Score: Do you know what keywords and meta-tags will drive the most traffic to your website? We’ll provide you with suggested keywords and meta-tags and how common they are. We’ll provide suggested other meta-tags and keywords that are less frequently used but equally as pertinent, which will raise your search engine score.
• Maintenance and Regular Updates to Ensure Prime Website Performance: If we do create your website, we’ll also provide routine maintenance and regular updates to assist with keeping your search engine score at optimum levels.
• Proofreading Services: Since your website is when you should have your best foot forward, the last place you want to make a mistake is on your website! We’ll proofread your website, including testing all links to ensure they are all active. As you know, if a link is dead, the webcrawlers will immediately leave your website and your score will drop.
• Press Releases Created and Submitted: Do you advertise your business on the web by way of press releases? We can help you write dynamic press releases and submit them to a variety of websites that will post the press releases for you.
• Website Hosting
