As a busy leader, your time is invaluable. With increasing business and personal demands, hiring the proper support can significantly enhance your well-being, productivity, and effectiveness. When getting help, consider hiring a virtual admin assistant (VA) or a virtual executive assistant (VEA). Understanding the distinction between a VA and VEA is essential to making an informed hiring decision.
What is a Virtual Admin Assistant (VA)?
A virtual admin assistant primarily handles day-to-day administrative tasks that help streamline operations. Their responsibilities typically include:
- Calendar Management: Scheduling meetings, appointments, and events.
- Email & Correspondence: Handling routine communication and basic responses.
- Data Entry: Inputting and organising information in databases or spreadsheets.
- Personal Tasks: Assisting with non-work-related tasks as needed (e.g., booking personal appointments).
- Ad-Hoc Duties: Taking care of other miscellaneous tasks that arise throughout the day.
See a full job description of a virtual admin assistant here.
Virtual admin assistants excel in managing routine tasks that help keep things running smoothly, but their scope is generally limited to administrative functions. To ensure you're hiring the right person, it’s essential to outline a precise job specification that defines exactly what tasks and responsibilities you expect from your VA.
What is a Virtual Executive Assistant (VEA)?
A virtual executive assistant (VEA), on the other hand, plays a more strategic, high-level role. VEAs go beyond simply managing administrative tasks; they become key partners in managing your business, offering support that aligns with executive priorities. Key skills include:
- Exceptional Organisational Skills: VEAs are masters at organising complex schedules, meetings, and projects, ensuring everything runs seamlessly.
- Prioritisation Expertise: They can differentiate between urgent and important tasks, allowing you to focus on critical decisions while they manage the rest.
- Proactive Thinking: Unlike a VA, who may wait for instructions, a VEA anticipates your needs and takes initiative. They proactively address issues before they become problems.
- Cognitive Load Management: VEAs help you offload complex tasks and projects, freeing your mind for high-level, strategic thinking. This allows you to make decisions without unnecessary stress.
- Excellent Written Communication: VEAs are skilled at drafting professional, error-free emails, reports, and documents, ensuring clear and consistent communication.
- Business Acumen: A VEA understands the business landscape and can contribute valuable insights to help guide decision-making.
While both VAs and VEAs provide administrative support, the latter offers a higher level of strategic assistance, making them more suitable for busy executives or founders who need more than just routine support.
Interview Questions for Virtual Executive Assistants vs. Virtual Admin Assistants
When hiring either a VA or a VEA, it’s essential to ask questions that help assess their fit for your specific needs. Here are some tailored questions to guide your interview process:
For Virtual Executive Assistants:
- "Tell me about a time when you had to manage multiple competing priorities. How did you decide what needed to be prioritised?"
- "Can you provide an example where you anticipated the needs of an executive and acted proactively to address them?"
- "Describe a situation where you took the initiative to solve a problem or improve efficiency in the workplace."
- "How do you handle a situation where your executive needs deep focus? What steps do you take to minimise distractions?"
- "Can you share an example of a professional email you wrote that required careful thought and consideration? What was the outcome?"
For Virtual Admin Assistants:
- "What administrative tasks have you managed in previous roles? How do you prioritise them?"
- "Can you describe a time you encountered a challenge while performing routine administrative duties? How did you overcome it?"
- "How do you keep track of deadlines and ensure that tasks are completed on time?"
- "What steps do you take to ensure clarity in your communication with managers or clients?"
Hiring the proper support can transform your life, mental well-being and productivity as a leader. While virtual admin and executive assistants play essential roles, understanding their distinct skill sets is crucial for making informed hiring decisions.
At RecruitMyMom, we specialise in connecting business leaders with skilled job-seeking mothers. Many of our candidates are virtual assistants and virtual executive assistants who understand the nuances of remote work. Our candidates are equipped with the soft skills necessary to build strong relationships while alleviating your cognitive load, allowing you to focus on what truly matters: growing your business.
Get in touch with us for your VA hiring needs. Contact us to learn more.
And if virtual doesn’t work for you, our talent pool in South Africa can work in the office, too!
Written by Phillipa Geard, CEO and Founder of RecruitMyMom. Connect with her on LinkedIn.
