๐ Listen to Stamp TV on Your Favorite Platforms:
๐ Apple Podcasts
๐บ YouTube
๐ง SoundCloud
๐ Buzzsprout
๐ถ Spotify
Today, we're going to be talking about general administrative, virtual assistants. That can also be your personal virtual assistants. A general administrative person is usually working with the manager or the owner of a company, and they can do so much for you. You usually want them extremely detailed depending on what you're going to have them do. This goes to any industry.
If you're doing social media, what did this post get in terms of interaction? What did this video get in terms of views? Comments, saved shares. The general admin can go in and get your analytics, take that information and bring it back to you. And then from there, you can make decisions that might.
Hey, welcome back to our Stamp Staff podcast, Episode six. And today we're going to be talking about general administrative virtual assistants that can also be your personal virtual assistant. So let's get started. What can a general administrative virtual assistant do for any business owner? I mean, everything from email to paperwork to data entry documents, a little bit of customer service, maybe email marketing back to them, etc. Probably not on the phone because they're usually a very detailed person that would kind of not really work on the phone necessarily unless you kind of lean that way.
But you can find some for it bookkeeping. So basic stuff. If you have an Airbnb in the year, you've got to turn this stuff into your expenses, how much you paid for cleaning and how much you paid for electric. That's a big one where people should be using the virtual assistant because your accountant probably charging you $500 an hour.
So if you can pay a virtual assistant to do that and then send it to them, like just think of what you save because that's probably six, 7 hours of work. So just anything with that reports, any reports that are happening, if we're running a Facebook remarketing or how much have we spent, how many clicks did we get?
I mean, you want to see that form and they gather that for us. If we have a real estate industry and we have in showing how many showings and we had and when, what was the feedback on it, they come back to us said, Hey, we've had six showings this week. Two of them said they're going to submit offers, we haven't got the offers or if we've got offers, they organize the offers for us.
So it's a large variety of what you can choose to use them for hiring somebody virtually, you know, a staffing, whatever you want to call it, is buying your time. Yeah. And how much is your time worth? So a general administrative person is usually working with the manager or the owner of a company, and they can do so much for you.
Like Mark said, light phones, usually they can absolutely do, and some can do more phones than others, but they can do so many other things. They can do your travel. Airbnbs and VR bio and other management of properties. Absolutely. If you train them on that, they're usually more detailed people that can do that. If you're running certain of getting back to inquiries on your Airbnb or questions or working with contractors, working with cleaners, electricians and plumbers, they can actually put your list together.
They can research things for you. So anything that you need researched in your business and you say, Hey, can you go to Google or to YouTube and research whatever it is and put together a report for me of what you find out. Okay. They can do that. They should be the ones that are really reading and responding to your emails.
And then what they can do is if it's something that is important that you personally respond to, they put it in different types of files. Okay. So they're going to put spam into a spam files. They're going to put in things that you need to respond to within the day or maybe within the week. Any type of task coordination or, like Mark said, bookkeeping, like bookkeeping, you know, putting reports together, any type of detailed report.
So in an administrative assistant, usually you want them extremely detailed depending on what you're going to have them do. Yeah. So think about it like because this goes to any industry, any industry and everybody has some type of social media. What did this post get in terms of interactions? What did this video get in terms of views, comments, saves, shares?
What happens? Like you want to look at that list? I do anyway, because it's going to give me an idea about, oh, maybe I should do more of that. So if it if I'm looking for more reviews, I'm going to look for this. If I'm looking for more saves, I'm going to be looking.
This is the content I need to put out more of and then I can take it back to my team while the general admin can go in and get your analytics, whether it's a video, whether it's a carousel, whether it's a post, an email, how what was your open rate on the email?
You know, if you're an email marketing and you send out a thousand and you're open rates 18%, okay, Is that good or bad compared to last week? Well, if you haven't tracked it, because I know you're probably not going to track it, so you would have an admin go in there, take that information and bring it back to you.
And then from there you can make decisions from it. Yeah, they can help you with your transaction coordination, you know, calling or emailing for example, a lender getting information that a lender may need or a title company. They can have that conversation in emails back and forth. They're usually ones that can communicate well written well, so that they don't know that they're necessarily from a different country.
And there are a lot of people out there and a lot of virtual assistants that are very good general administrative. But those people are not the same as getting on the phone in customer service or inside sales. That's not the same personality, you know, from your data entry to your bookkeeping to your travel arrangements, to your email management, to your analytics, research and development.
Even if you don't have like a customer service and database entry type of person, they actually can be your database. They can help you with your database and making sure that people are following up and making sure that sales agents or whoever is supposed to input notes and things like that. If you don't have a customer service person, this person can do your data entry.
So let's say you have an inside sales agent that is also doing some customer service. Usually that person is not going to be really good with the details. So this person could interact with your database management. Yeah. And just to help them, I mean, the big thing is the cost for you to hire somebody locally is you know, it's going to cost you more and more than what it did just two years ago.
And then from there you're going to play employment tax. Plus you have to have a space forum. So you're finding more and more people going overseas and doing it virtually because literally they can do everything the same thing and maybe even a little bit better. What we're finding is the local admin assistants are now becoming higher paid and they're taking higher executive assistants now.
Yeah. And so you're going to pay for that and they can make doctor's appointments for you. And like I said, they can manage properties for you, they can manage people for you. If you are a busy mom or busy dad and you have a lot of personal things that need to be handled, they can be doing all of those things for you.
So the first thing that you want to do is you want to figure out what is the job responsibilities of this administrative person, What can you give away? So whatever the cost is nine, ten, $11 an hour, like, why are you doing that? Right? Like, I mean, in the beginning you do it because you're like, you're not bringing any revenue, but now you're bringing in revenue.
So you want to give away these tasks. You don't want to give away the high paying tasks, You want to give away the less expensive tasks, and you can hire somebody to do. You know, a lot of the time people wake up in the morning, they look at their email and they let their email run their day and that's what you don't want to do.
So this person is saving you so much time because they're the ones that are looking at your email and figuring out what is important. We do everything. So a couple of years ago we had a we were at an event, we took your coach members out and we were in Celebration, Florida, and there was a group of probably 40.
You'd be surprised how hard it is to find a restaurant that can seat 40 people, like in a party on a Friday night. It was on Friday nights. That was a little bit different, but like, there's just not a lot of restaurants built that way. So are you going to go spend that time, call it around to figure out and celebration Florida which restaurant can take a party of 40.
Yeah and so that's just an example of things that they can do to help you save time. Well, an example if you are managing properties, are you doing Airbnbs or VR boats and you need an electrician and you don't have one, they can call a lot of different companies to schedule appointments to see how much something's going to cost.
Same with plumbing or anything. Let's say you need your something hooked up, like your internet or your TV or anything. They can do that. If you're running in rental property and with short term rental property, what are the questions? What's the Wi-Fi password? You get the same questions. How do I open the door? How do I lock the door?
It's just time consuming. They can go in there. Yeah, you press the red button. That's the picture of the lock to lock it to Wi-Fi. It's one, two, three. Whatever they can give that to you so they can go in there and help you with that stuff as well and booking reservations. So the first thing that you need to do is you need to figure out what can a general administrative do for you and what personal things and business things can they do so that you can focus on money producing activities, training, hiring, marketing, sales, whatever that is.
Then you come up with a job description and you train them in the best way to train a virtual assistant. And stuff like this is actually recording yourself doing it. So if it's on a Zoom call or Lume or whatever it is, you record yourself doing it and then you build a training library for them. When I talk to people that I coach and I ask them, they spend so much time in their emails and responding to emails, it's an hour, 2 to 3 hours per day.
And that to me is crazy when you can actually train somebody to do all of that for you. So what else do you think with this? I think if you're busy, you get a marketing assistant and then you get a general administrative assistant and maybe you hire two part-time. Yeah. Like you hire two part-time, 20 hours a week for each and then they can support each other and then you build from there.
So marketing the system first. Second should be general administrative. Yeah, I think they should be virtually. I am 100% until you're making really good money. Yeah. Before you hire somebody. I was just talking to one my coaching members yesterday, they actually do pretty well. Their commissions are, you know, over $350,000 in real estate and they only have one virtual assistant currently.
And we were talking about what they needed to hire next. And it was a general administrative virtually because if they get an in-house assistant, we figured out it's going to be about 50 to $60,000 per year. Easy. Okay. And that was really out of their budget for the profitability that they need to make to run as a business.
You just said they make 350,000 and let's say it's 50,000. That's over 15%, right. For one person, 15%. That's 15% off the top line. Yeah. When you're looking at employees, you're looking at usually to run a small business, all the employees should be about 12% of your income tax revenue of your revenue should be 12%. So just this one person, if they hired an administrative in-house, is going to be more than that.
So really think about what can you do virtually? What does an in-house person have to do? Do they have to be in-house? Is it better to pay nine or ten or $11 an hour as opposed to 20 or $25 an hour? So think about that and you are going to be so surprised at how many things virtual assistants can do for you.
And definitely think about a general administrative and personal assistant and write down all the things that you're doing currently and that you really can train somebody else to do. And then look at hiring a general administrative virtual assistant. See you next time by.