General Virtual Assistant

Administrative Skills
1. Data Entry - it’s similar to a typist, a member of staff employed to
enter or update data into a computer system database, often from
paper documents using a keyboard, optical scanner, or data recorder.
Example of data entry job.
● Researching information and putting them all into a
spreadsheet or Microsoft Excel.
● Transferring information from Word documents into online
sites or databases.
● Editing/Proofreading.
● Information Entry
● Uploading Photos
2. Transcription - Transcribing Audio or Video files into text. Converting
Files ( Word PDF), Editor, Proofreading.
3. Internet Research
4. Creating Slide slide show and SOP( Standard Operation
Procedure) - An SOP is a procedure specific to your operation that
describes the activities necessary to complete tasks by industry
regulations, provincial laws, or even just your standards for running
your business. Any document that is a “how to” falls into the category
of procedures. In a manufacturing environment, the most obvious
example of an SOP is the step-by-step production line procedures
used to make products as well as train staff.
5. Creating sign-up forms and templates.
6. Email Management - This is the most common task for a Virtual
Assistant. You need to make sure first that you have access to your
client’s email account.
Responsibility for Email Management:
● Labeling- Label all the messages with the same
subject or name.

Ex:
Step 1. Copy the email address.

Step 2. Click the button on the left side of the

search mail.
Step 3. Paste the email address in the “From”
section that you want to put in a folder or to have a
label, and your email address or your client’s in the
“To” section. Last, click the “ Create filter” below.

Step 4. Check the boxes, like in the image below.

● Label the email with colors, based on the most
crucial email up
to the least.
Ex. Once you label all the emails that you choose,
click the 3 dots on the left side to choose the color
that you want, to customize your folder. So that it
will be easy for you to find all the emails.
 ● Set the day for checking all the emails. - You need
to spend the rest of the day or schedule at least
once a week to organize your emails or your client’s
emails.

● Clear the inbox. - The goal is to clear your inbox or

your client’s inbox so that it is very easy for you to
notice if there are any important new emails or
messages. Apply all the steps above to organize
your email.

Tools that I used:

Lightshot- use the light shot for screenshots this is very easy and
convenient.
Grammarly - use Grammarly it’s an automatic correction for your grammar
and spelling. This
is the best tool for content creation.

7. File Management - it is very important that as a Virtual Assistant you

know how to organize your file this is the first thing your client will ask
you If you are being organized. You must have your Google Drive.
Ex.

Step. 1. On your Google home page on the left side, you can see the
dots there and then click.
Step 2. You will see Google Drive, where you can store your files.

Step 3. Click the New button.

 Step 4. Create a folder, for you to store your file.

Step 5. Go to your drive and choose the file that you want to store in
the folder that you created.

Your tasks:
Organize and create a folder inside your Google Drive.
 ● Take a Screenshot before and after you organize your file.

8. Calendar Management- this is the easiest task but it will make your
clients feel good when they know, that you are a pro at managing
their appointments using a calendar. You can use Calendly or Google
Calendar. But the very common and easy is Google Calendar.
Ex.
Step 1. On the left side of your Google home page click the dots, and you
will see the calendar below. Just click and you’re good to go.

Step 2. You can see the Google calendar.

Step 3. After you open the Google calendar on the left side you can see the
“create” button.

Step 4. You can set whether it is an event or a task that you don’t want to
miss.

● Calendly Management - https://calendly.com/ - is an easy way to

schedule for booking appointments and meetings.

Step 1. Sign up with your email address.

Step 2. After you sign up you’ll be directed to your home page of Calendly.
And you can create an event for your meetings and any other
appointments.

Step 3. Choose what type of event are you trying to set up, I always use
event type.

Step 4.
Step 5.
Step 6.
Step. 7 . You’re all set.
Note: Whole explanation will be in session.

9. Google Apps Overview - It is very important to familiarize all the

Google Apps. There are common tools that are needed as a VA.
Google Apps:
● Google Drive - You can store and access all your
files and documents in this one place, it is really
easy to access on any device, anytime anywhere.
● Google Sheets - This is an advanced, fast online
spreadsheet. Everything you need to get anything
done is now in one place.
 ● Google Docs - Create, edit, and collaborate on
online documents with the Google Docs app. Work
together in real-time. • Share documents with your
team.
● Google Meet - Hold meetings on the go, virtual
training classes, remote interviews, and more.
Messaging, meetings, docs, and tasks, are now
thoughtfully connected. Try it for free. Flexible
Payment Plans. Integrated Workspace. Work Offline.
Services: Productivity Tools, Professional Email.

Source: Google.com

● Creating your Email Signature - An Email Signature is a very important

aspect of your freelancing branding. It will be the first branding
avenue your clients get to experience. It has to be done properly, it
should reflect professionalism and trustworthiness.

Free sites for creating your Email Signature

1. Signature Hound
2. NewOld
3. Wise Stamp
4. Mail Signature
 STEPS FOR CREATING AN EMAIL SIGNATURE:
Example: Signature Hound

Step 1. Open the Free email signature site.

Step 2. Create your signature name here

Step 3:Fill up all your information here ( at the left picture), and it will
appear on the templates that you choose( right image)
Step 4. Click “Install Signature: once you’re done.

Step 5. Choose “Gmail”l to where you should install your new email
signature.

Step 6. Click “Copy Signature.

Step 7. Open your Gmail Account then go to your settings.

Step 8. Find the settings for creating a signature, and Click “ Create new”.

Step 9. Paste your signature here. It will appear like this.

Step 10. Check the box and, choose your name on the signature defaults
before checking the box.

Step 11. Check the box and then “ Save”.

Finally, you have now your Email Signature.

Example. Try to compose a new message and see if there is a new email
signature below.

● You can also try Wise stamp

Step-by-step on how to create your email signature on Wise
Stamp.https://app.tango.us/app/workflow/Creating-a-Professional-Email-
Signature-with-WiseStamp-7f78744135904234a4ab4a0ef7bf64c2