The Ultimate Guide to Virtual Executive Assistants in 2025

• Lead Generation - prospecting, generating, qualifying, processing, and following up on leads using SMS Campaigns, different types of social media such as Instagram, Facebook, LinkedIn, Upwork, and Email Marketing then appointment setting for the external sales team.
• Photo Editing - basic editing using Canva and Adobe Lightroom
• Video Editing - Basic video editing using Hippo Video and ActivePresenter
• Data Entry - converting PDF to Spreadsheet, Scrubbing, Web Searching, Skip Tracing, Filling out Forms, Taking Notes of the meeting, Input searched data in CRM Tools, Maintaining Data/File Management
• Social Media Management - Content Creation, Social Media Engagement, Website Builder and Design, Blog Post, Marketing Research, Social Media Optimization

• Content Creation,
• Social Media Engagement,
• Website Builder and Design,
• Blog Post,
• Marketing Research,
• Social Media Optimization

• Responsible for conducting cold calling (Expired Listing, FSBO, Circle Prospecting),
• Data Entry/Admin Task (Google Drive, Google Spreadsheet),
• Email Management,
• CRM Update (zBuyer, RedX Vortex, Liondesk, Homebot, Podio),
• Web Searching (Zillow, Google, Propstrem, PeopleSearch)
• Lead Searching (Scrapping)

• Directly assisting the Trainers and Trainees needs.
• Make sure the program will run smoothly before, during and after. All materials will be prepared beforehand such as invitations, pax, foods, writing materials, laptop, projector, room/venue, etc.
• Securing all supporting documents for any claims to the trainees and payment for the training providers (if external).
• Maintaining training database of the employee (Excel Sheet).
• Other admin task such as document safekeeping.

• Responsible for analyzing of customer needs, staying up‑to‑date with industry trends and competitor activity and actively monitoring sales to determine which products sell the most.
• Set the overall merchandising direction through detailed short‑ and long‑term sales strategies. These include data‑backed product selections aligned with customer needs and requests.
• Inventory maintenance to store’s daily operations, must be aware of inventory levels at all times, preparing reports regularly and anticipating demand. They manage the whole gamut of inventory processes, including stocking, rotating, and discarding products.
• Responsible for sell out and sell in claims to supplier. Maintaining good relationship with the suppliers handled.

• Directly assisting SEO Manager in acquiring links from Email.
• Create the necessary details for Link Building Report
• Update the links acquired for the clients database
• Do Site Crawl Report using Screaming Frog
• Use Semrush to check the status of the keyword in Google Ranking

• I provide my clients with a variety of accounting and bookkeeping services.
• Keep track of their payroll, finance, and accounts, record every transaction that their company makes, and perform data entry services as needed.
• I also provide some administrative tasks like email management, social media management, data entry, and the like.

• Managed the company's financial data and compliance by maintaining accurate books on accounts payable and receivable, payroll, and financial entries and reconciliations.
• Handled accounting tasks such as monthly financial reporting, general ledger entries, and record payments and adjustments.

• Primarily reviews documentation for new customer accounts, evaluates high-risk accounts, and analyses new customer processes and policies.

• General administrative task
• Reporting 
• Sales and Marketing

• Escalation Team
• QA Monitoring
• Conduct SMART Coaching
• Reporting 

• Handling Team 
• Conduct SMART Coaching 
• Reporting (KPI's)
• SLA Report

• Screen rental applications
• Schedule showings
• Follow up rent payments
• Develop processes
• Send notices
• Attend work orders. 

• Assisting Students and Admin Staff in secretarial work
• Filing and running errands
• Answering Telephone Calls and making calls
• Encoding and Transcribing 
• Receiving and Recording Documents
• Doing Inventory of Supplies
• Doing Student Evaluations

• Assisting and Answering Patients and Customer Questions and Queries regarding their hospital bills
• Charging of Laboratory Procedures and requests
• Computation of Hospital Bills
• Coordination with HMO's and insurances for patients eligibility and hospital coverage
• Doing daily and weekly reports for the department

• Assisting Parents and Students in their questions and inquiries
• Organizing Appointments with the Assistant Headmaster
• Lay-out and printing of student ID's
• Pictorial of the Students for their ID's
• Documentation of events, forums and conferences
• Preparing and organizing meetings, conferences and forums for the teachers and parents
• Filing and running errands
• Inventory of office needs and supplies
• Receiving and making calls to different offices
• Receiving, recording and organizing documents
• Processing of Payroll for Special Education Teachers 
• Making entry ID's for the guardians and parents
• Releasing of tickets or forms for students going out of the campus

• Submitting or Processing Insurance Claims 
• Calling Insurances for the Claims Status or payments
• Making Daily and weekly reports
• Reviewing Patient's eligibility 
• Fixing errors of claims

• Creating Social Media Content
• Creating Contract templates
• Making Brochures and Proposal
• Sending contracts and monthly reports to the clients

• Follow up appointments with the interested buyers and sellers
• Sales and Marketing of properties that are for Sale
• CRM Management

• Social Media Prospecting
• Sales and Marketing of the services that theclient is offering
• CRM Management

• The full cycle hiring process
• Manage both clients and candidates’ expectations
• Provide client’s feedback / follow up to candidates after stages of the interview
• Present job offers and job offer letter
• Perform background check
• Engage in networking activities to source candidates
• Post job descriptions and advertisements utilizing various job sites
• Interview and hire qualified candidates

• Identified and pursued new business opportunities through targeted market research and networking.
• Developed and executed tailored sales strategies, leading to the successful onboarding of 15+ new clients.
• Built long-term partnerships by understanding client needs and delivering tailored solutions.
• Collaborated with cross-functional teams to ensure smooth service delivery.
• Monitored industry trends to refine business development tactics.

• Managed daily service delivery across multiple client accounts
• Acted as the main point of contact for client concerns and escalations
• Led a team to ensure smooth operations and high client satisfaction
• Monitored SLAs and KPIs to maintain service quality
• Conducted regular client check-ins and performance reviews
• Implemented process improvements for better efficiency
• Collaborated with internal teams to align on client needs
• Handled onboarding and ensured seamless transitions for new clients
• Maintained strong client relationships and drove retention

• Acted as the primary point of contact for clients, ensuring satisfaction, retention, and upsell opportunities.
• Conducted regular check-ins and performance reviews to assess service impact.
• Improved client onboarding experience, reducing churn by 30%.
• Collaborated with delivery teams to align service strategies with client goals.

• Managed full-cycle recruitment, from sourcing to onboarding across multiple roles.
• Created and implemented hiring campaigns, increasing the qualified candidate pipeline by 40%.
• Partnered with hiring managers to ensure successful placement and onboarding.

• Payment Collection: Contact customers with overdue credit card and auto loan payments through phone calls, emails, and letters.
• Negotiate payment arrangements, secure payments, and follow up on outstanding balances to ensure timely collection.
• Payment Plan Setup: Assess customers' financial situations and provide guidance on setting up manageable payment plans or restructuring existing arrangements.
• Educate customers on available options, terms, and conditions to facilitate informed decisions

• Customer Inquiry Handling: Serve as the primary point of contact for customers, addressing inquiries related to phone plans, billing, account management, and technical issues via phone calls.
• Listen actively to customer concerns, gather information, and provide accurate and timely solutions.
• Phone Plan Assistance: Assist customers in understanding their phone plan features, benefits, and billing details.
• Provide recommendations or upgrades based on customer needs and preferences.
• Troubleshooting: Troubleshoot technical issues related to phone plans, such as network connectivity, device settings, and app functionality.
• Diagnose problems, escalate complex issues as needed

• Customer Inquiry Handling: Serve as the first point of contact for customers, addressing inquiries related to shipping, deliveries, and logistics via phone calls.
• Listen attentively to customer concerns, gather relevant information, and provide accurate and timely solutions.
• Shipping Concern Resolution: Identify and analyze shipping issues or concerns reported by customers, such as delays, damages, or tracking inquiries.
• Collaborate with logistics teams, carriers, and other stakeholders to resolve issues efficiently and proactively communicate solutions to customers.

• Customer Service: Address customer inquiries related to gas and electricity bills, usage, and account details.
• Provide accurate information, resolve billing discrepancies, and ensure customer satisfaction.
• Service Transfers: Assist customers in transferring their gas and electricity services from one address to another.
• Coordinate with internal departments and external service providers to facilitate smooth transfers.
• Payment Collection and Plans: Collect past due amounts from customers and negotiate payment arrangements or installment plans.
• Educate customers on payment options, terms, and conditions to support financial stability.
• Sales and Customer Retention: Proactively engage customers to transfer their gas and electricity services to our company.
• Highlight service benefits, promotions, and competitive advantages to convince customers and achieve sales targets.

• Relationship Management: Build and maintain strong relationships with club members through regular communication and personalized interactions.
• Foster a positive and welcoming environment that promotes member satisfaction and loyalty.
• Documentation and Administration: Maintain accurate records of member interactions, holiday bookings, and membership details using CRM systems or databases.
• Process payments, manage invoices, and ensure compliance with membership policies and procedures.
• Customer Service Excellence: Provide exceptional customer service by addressing member inquiries, resolving issues promptly, and exceeding service standards.
• Anticipate member needs and proactively offer recommendations or solutions to enhance their holiday experience.

• Client Relationship Management: Serve as the primary point of contact for business clients in Australia, building and maintaining strong relationships.
• Facilitate connections and partnerships between clients and other businesses for trading opportunities.
• Billing and Fee Collection: Answer client queries regarding billing, invoices, and payment processes promptly and professionally.
• Ensure accurate invoicing, monitor payment statuses, and follow up on overdue accounts to facilitate timely fee collection.
• Customer Support: Provide exceptional customer service by addressing client inquiries, resolving issues, and ensuring client satisfaction.
• Collaborate with internal teams to coordinate responses and solutions to client requests or concerns.
• Documentation and Reporting: Maintain accurate records of client interactions, billing activities, and trading connections.
• Prepare reports on billing status, fee collection efforts, and client feedback for management review.

• LinkedIn & Facebook Research and Growth Hacking: Conduct research and analysis on LinkedIn and Facebook to identify target audiences, industry trends, and growth opportunities.
• Implement growth hacking techniques to increase engagement, visibility, and follower base on both platforms.
• Lead Generation: Develop and execute lead generation strategies to attract potential clients or customers.
• Utilize LinkedIn and Facebook advertising, content marketing, and outreach campaigns to capture and nurture leads.
• Collaboration and Reporting: Collaborate with marketing and sales teams to align social media and lead generation efforts with overall business goals.
• Prepare regular reports and presentations on social media and lead generation performance, highlighting key metrics and recommendations for improvement.

• Social Media Management/Strategy: Develop and implement social media strategies to enhance brand visibility and engagement.
• Create graphics, schedule posts, and monitor performance metrics.
• Stay updated with social media trends and best practices.
• Email Marketing: Plan and execute email marketing campaigns to nurture leads and engage existing clients.
• Design email templates, write compelling copy, and analyze campaign performance.
• Graphic Design: Design visually appealing graphics for social media, marketing materials, and website content.
• Ensure brand consistency across all visual elements.
• WordPress Website Management: Update content, and graphics Admin Tasks: Assist with administrative duties such as scheduling, email management, and client communications.

• Work with Linkedin Sales Navigator lists and find appropriate companies that fit the prospecting profile
• Identify and enroll the most suitable contacts into a specific marketing campaign
• Ensure day-to-day reporting on opportunities identified, organizations engaged, contacts engaged, etc

• Admin Work: Process applications, create quotes, and prepare invoices with accuracy and attention to detail.
• Preliminary Site Investigation: Order and research information, issue reports, and type detailed findings.
• Email Management - Sales Accrual: Monitor and manage emails related to sales accrual, ensuring invoices are accurately billed and reconciled.
• Reconciliation of Charges: Verify and reconcile charges in Dye & Durham for ordered land titles, ensuring accuracy and completeness.
• Inbound and Outbound Calls: Handle incoming inquiries and conduct outbound calls as needed, providing excellent customer service and support.
• Documentation and Reporting: Maintain records, prepare reports, and document findings from site investigations and administrative tasks.
• Coordination: Collaborate with internal teams and external stakeholders to facilitate smooth operations and project coordination.

• Email Management: Monitor and manage emails, prioritize correspondence, and respond promptly to inquiries. Sending Invoices and Quotations:
• Prepare and send invoices to clients, ensuring accuracy and timely delivery.
• Create professional quotations based on client requirements. Supplier Interactions: Obtain quotations from suppliers, negotiate prices, and facilitate communication to ensure timely procurement of goods or services.
• Administrative Support: Assist with administrative tasks such as scheduling appointments, organizing files, and maintaining records.
• Collaboration: Coordinate with team members and external stakeholders to ensure smooth operations and project completion.
• Council and Private Certifier Communication: Liaise with councils and private certifiers to facilitate project approvals, permits, and compliance requirements.
• Coordinate documentation submission, follow up on applications, and maintain updated records of communications

• I worked as a Researcher.
• I researched or helped him to find info or something that he wants to me check.

• I worked as Executive Assistant of our CEO/Director. She gave tasks to do, helping her to book a flight, also as a Recruiter to background check candidates, and do some research as well as Daily reports/ Tasks.

• I worked as Executive Assistant of President of the company. He gave tasks to do, helping her to book a flight, computed and encode his business and personal expenses, processed his taxes, scheduled his DMV, and do some research as well as Daily reports/Tasks.
• Tools used: DMV, H&R block, Login.gov, Whatsapp, TTP (Trusted Traveler Programs)/Global Entry, SAP Concur, and ADP.

• I also worked as a Customer Experience representative/ Email support/Chat support in an E-commerce company.
• Tools used: Shopify, Shipstation, Richpanel, Hubstaff, Slack, ticket tracker, ASANA, Reamaze, Zendesk, Gorgias, Slack, USPS, and Social Media.

• I worked as Executive Assistant of Senior Sales Manager of a Marketing company. He gave tasks to do, helping him to book a flight, computed and encode his business and personal expenses, Quotation/ quote prices, Email/ Sent Campaigns to Clients thru Mailchimp
• The tools that I used were ERPR2, PDFESCAPE, PDF creator, Slack, Google suites and Time doctor.

• As a Virtual Assistant, I assisted with admin tasks
• Gave me task to do and checked the email for prospect clients, posted on some announcements in slack and FB group page
• Do research regarding podcast and speaking/conference/events and contacted or emailed client.
• Tools used: Slack, Gmail, Google sheet, Trello, Linkedin, Kajabi, Canva, and FB.

Initally started working as a Personal Assistant to the CEO prior being promoted to managing/supervising the Dispatch Team.

Responsibilities include:

• Email Management - responding to emails on behalf of client
• Calendar Management - reminding client of their daily meetings and schedules; create schedules for the Dispatch Team to follow
• Travel Management - schedule flights, books hotel accommodations or reservations for clients
• Phone Handling - doing outbound call to follow up on reservations
• Internet Research of drop-off information (Zip codes and streets) and patient's information
• Database management - updating ambulance and patient schedules and ambulance information on client's main system
• Technical Support - provide assistance to Dispatch Team by providing basic troubleshooting steps if their ipads are experiencing technical issues
• Send daily reports

• I worked as Level2 Technical Support Representative for POTS line.
• I Troubleshoot the POTS line of the customer by dispatching technicians and thru our Switch.

• I worked as Project Manager for the Return equipment in a  telephone company.
• I emailed and called the customer with disconnected telephone lines and ask to return the equipment such as telephones and routers.
• I send a dispatch if the customer couldn’t take off the router or send them a FEDEX label for them to shipped the equipment.

• I worked as Technical Support Representative Level 1.
• I’m assisting customers who has a dsl problem and some basic computer problems.

• I worked as Technical Support Representative Level 1.
• I’m assisting customers who has a dsl problem and some basic computer problems.

• Preparing signup packs and lease renewals for lease properties
• Provided clerical support to company employees by copying and filing documents.
• Created and updated digital files to maintain current accurate and compliant documents.
• Email arrears reminders to tenantsProcessing invoices

• Provided administrative support to real estate agents and property managers, managing multiple transactions simultaneously.
• Created and updated property listings, ensuring accuracy across.
• Assisted with contract preparation and document management, ensuring compliance with state regulations.
• Managed CRM systems and led client communication.
• Coordinated appointment scheduling and follow-ups, reducing administrative time by 15%.

• Opened new accounts and documented personal, demographic and payment information in system.
• Educated customers on product and service benefits, explaining features and answering questions.
• Pitched products and services to potential customers, securing new deals and sales opportunities.
• Collaborated with marketing teams to develop and execute promotional strategies.
• Set up appointments with interested customers according to schedule availability.

• Outgoing calls and emails to current customers and asked openminded questions to determine needs.
• Developed lasting relationships with customers, which helped to bring in additional business opportunities.
• Developed and maintained user documentation to establish product understanding.

• Responsible for the sales order process-taking orders, discussing customers requirements and providing knowledgeable advice regarding their flight itenrary.
• Responsible for ensuring that customer enquiries are resolved at first point of contact.
• Promoting company’s products and services to customers.
• Handling objections professionally Issuing refunds or compensation to customers.