For as long as we all could remember, secretaries have been the power source of your office management, working behind-the-scenes to ensure admin work efficiency. Their role extends far from just answering and making calls; they organise tasks, facilitate communication and implement procedures.
But let’s face it, in this digitally propelled business era, traditional secretaries who make coffee outside your door just won’t cut it.
If you are really serious about streamlining operations to maximise productivity and efficiency, you need to embrace the modern way of doing business.
Hire a virtual secretary!
Check out the major differences between the traditional admin assistant and a virtual assistant secretary.
Who is a Secretary?
A secretary is an office assistant, providing real-time support from just outside your office’s door in a typically 9-5 schedule. Basically, they are tasked with maintaining the daily activities in the office.
What Does a Secretary Do?
Secretaries handle all sorts of clerical duties that include the following:
- Answer phone calls
- Take notes during meetings
- Organise schedule
- Redirect calls
- Greet clients and guests
- Create reports and presentations
- Maintain office supplies
- Assist the top management officers with tasks
- Schedule meetings and appointments
- Oversee new employees
- Facilitate communication with other organisations
- Implement procedures
Who is a Virtual Secretary?
Perhaps you know what a secretary is, and you have a vague sense of their capabilities. But do you know what a virtual secretary is?
Well, a virtual secretary is just like your typical secretary but on steroids.
Yes, they don’t work in a physical office. However, they provide wide-ranging support to clients using software tools that allow them to work from a remote location.
Virtual secretaries are virtual assistants who offer business-related services to free up your time so you can do more important things.
What Does a Virtual Secretary Do?
As to what we mean by saying that virtual secretaries are a step-up from the traditional secretary, take a look at the lists of tasks that VAs can handle for you remotely.
- Look after Your Company’s Financial Health
- Take Calls and Place Calls
- Manage Social Media
- Manage Your Emails
- Edit Documents
You’ll be amazed at how accurate and fast your virtual secretary can balance your books using bookkeeping software. They can track expenses, make invoices and process payroll easily.
Virtual secretaries won’t just be answering calls; they can make calls as well to suffice your needs in travels and appointments.
Yes, we’ve come to that age where secretaries are handling your social media profiles, so you can reach out to potential customers and partnerships.
Every time you pause to look at your email, you’re cutting your line of thought. Let a virtual secretary handle the decluttering of your inbox messages so you can keep intensive focus.
You won’t have the time to read lengthy contracts and proposals. So, it’s only smart to get a virtual secretary to go through the files and mark inconsistencies, refining the quality of your paper.
A virtual secretary’s toolkit is deep. Then again, their job is still dependant on your needs and where they work.
Outside of the typical clerical tasks, a virtual secretary can handle an extended list of chores that can surely lighten up your daily workload. Finally, you can be the boss and lead the company further.
How Different Are a Secretary and a Virtual Assistant from Each Other?
When it comes to “who the best person is” to handle the variety of administrative responsibilities you have in your company, two of the most common figures are a secretary and a virtual assistant.
Yes, these two roles might have been interchangeable at one point, but they have major differences that can’t be ignored.
By considering the following factors, you’ll find that a virtual assistant and a secretary approach their duties differently.
Scope of Work
The main difference between a secretary and a virtual assistant is their area of accountability.
A secretary manages office-centric duties. These are the basic activities in the office, like doing the paperwork or booking appointments.
Alternatively, a virtual assistant does more than just clerical work. They also handle complex chores like market research or database management, taking on a wider range of activities to support your business.
Working Environment
Secretaries work on the tasks they’re hired for and tied to a rigid company hour. They work alongside other team members in a physical setting in a more structured environment.
Virtual assistants are not confined by the same limits. They operate more independently, offering services to clients from different time zones. Depending on your needs, VAs can modify their support and level of involvement to match yours.
Flexibility and Availability
Let’s be real; a secretary can’t compete with the level of flexibility a virtual assistant has.
An onsite secretary operates in a conventional 9-5 working schedule. They simply lack the flexibility to cater to the fluctuating needs of your modern business.
Virtual assistants introduce a fresh stream of flexibility. They can work round-the-clock across varying time zones, supporting you and your clients whenever you need it.
In addition, they can adjust their efforts without drama. Plus, you don’t need to set up a working space to get them started on their work. That’s the sort of versatility a remote worker brings to the table.
The Cost-Factor
If you still haven’t made up your mind, then maybe the cost factor will be the dealbreaker.
Traditional secretaries are employees. They get hired and come along with all the employee-associated costs, such as office equipment and compensation benefits.
Now, VAs are possibly the most cost-effective choice you have. They get hired and eliminate almost all the employee-associated costs.
- No expenses for rent, utilities or equipment.
- No compensation benefits.
- No pay beyond the actual work completed
What are the Advantages of Hiring a Virtual Secretary?
Beyond the tasks, a virtual secretary brings about bigger benefits. And after knowing all of them, you’d find yourself asking, “Why haven’t I hired a virtual secretary?”
This ishow online assistants can be the driving force behind the growth of your business.
More Cost-Efficient
Virtual assistants can save up to 78% of your operation costs. But did you know that virtual secretaries can give you more than that?
For starters, virtual secretaries are super flexible. You can hire them for a part-time job. This means that you don’t have to commit to bringing them full-in and start worrying about the future.
You can go for minimal investment until you’ve slowly learnt the ropes of handling them and smoothed out your excruciating workflow.
Better Flexibility
You hire virtual assistants for the skills that they already have. Simply put, they have done this job before and know how to streamline processes and excel beyond your set expectations.
Yes, you might need to onboard your virtual secretary and fill in additional training if you want to boost their already superb capabilities. But ultimately, the skills of your remote worker are already present, boosting your business.
Improved Efficiency
Your virtual secretary arrives at your virtual door with the skills and experience to handle each task effectively. In a sense that they already know which system works and what tools to leverage for this particular business process
This adds more value to your hire because they don’t just shoulder your routine tasks, but complete them with far superior speed and accuracy than you would.
Virtual Assistant Frequently Asked Questions
Are Administrative Assistant and Virtual Assistant the Same?
No, they’re not.
Administrative assistants are full-time employees who commute and go to a physical office, clocking in and out around a set schedule.
On the other hand, a virtual assistant is a contractual worker who operates from a remote location around a more flexible schedule.
What is the Key Distinction Between a Virtual Assistant and a Receptionist?
A virtual assistant takes charge of a multitude of tasks. They don’t just answer phone calls or book appointments; they also plan travel and manage social handles.
Meanwhile, a receptionist is primed to do one major task, and that is to answer calls and deal with anyone who is on the other line.
What Does Virtual Assistance Mean?
Virtual assistance refers to virtual support, assisting clients from a remote location with the use of the internet.
Wrapping Up!
Weighing down secretary vs. virtual assistant? That argument is pretty lopsided.
Yes, each of them brings unique strengths to help grow your business. However, virtual secretaries yield a way higher return on investment that is hard to ignore.
The choice is obvious; find your virtual secretary with us and take on the road to success!
Related topic: What is a Virtual Assistant Company?