What does a virtual office assistant do?
A virtual office assistant works independently as a contract worker who provides services for administrative, creative, or technical. Typically, handling tasks as an office manager or secretary but doing those responsibilities from a home setting, through the virtual assistant's computer equipment, internet connection, phone, and software. They do complex tasks but are not limited to, schedule of calendar meetings, including travel arrangements, manage a contact list of customers, and handle billing for accounting payment. Moreover, they handle customer inquiries by e-mail and provide the requested information to customers.
Virtual office assistant responsibilities
Here are examples of responsibilities from real virtual office assistant resumes:
- Evaluate websites using SEO ranking tools and Google page ranking toolbar to select suitable leads for clients.
- Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
- Assist in the preliminary hiring process, maintain payroll, all office accounting and customer follow-up
- Assist office manager in accounting, payroll and bidding during periods of heavy workload or absence.
- Handle small scale bookkeeping in Quickbooks, process payments and invoicing as well as, companies accounts payables.
- Utilize Google apps in working with share documents, and Skype in hosting monthly meetings with international clients.
- Employ via virtual office as a data entry clerk, proofreading, and data entry via Skype, and dictation.
- Lead DoD team that assist Pakistan in gaining military capabilities to conduct counter-terrorism operations against the Taliban.
- Copy documents, files and information need to submit claims for veterans while maintaining HIPPA regulations.
- Process confidential paperwork including HIPPA documents.
- Process and resolve vendor expenses thru non-regulate PeopleSoft.
Virtual office assistant skills and personality traits
We calculated that 64% of Virtual Office Assistants are proficient in PowerPoint, Administrative Tasks, and Email ETC. They’re also known for soft skills such as Interpersonal skills, Writing skills, and Organizational skills.
We break down the percentage of Virtual Office Assistants that have these skills listed on their resume here:
- PowerPoint, 64%
Used University Website, Excel, Microsoft, PowerPoint, Outlook, Intra and Internet.
- Administrative Tasks, 10%
Work from my home, doing various clerical and administrative tasks for individuals and companies.
- Email ETC, 7%
Facilitated senior management staff by providing effective internal and external communications via phone, text, email etc.
- Website Content, 5%
Collaborated via email with overseas office on regarding website content.
- Payroll, 3%
Follow up to collect on-boarding paperwork and maintaining payroll detail, applicant/associate files and employment documents/posters per company requirements.
- Office Assistance, 3%
Provided remote office assistance from Boston, MA for retina practice located in greater Charleston, SC.
Common skills that a virtual office assistant uses to do their job include "powerpoint," "administrative tasks," and "email etc." You can find details on the most important virtual office assistant responsibilities below.
Interpersonal skills. One of the key soft skills for a virtual office assistant to have is interpersonal skills. You can see how this relates to what virtual office assistants do because "secretaries and administrative assistants interact with clients, customers, or staff." Additionally, a virtual office assistant resume shows how virtual office assistants use interpersonal skills: "have the ability to multi task, have strong interpersonal skills and set the benchmark high for true customer service professionals. "
Writing skills. Another essential skill to perform virtual office assistant duties is writing skills. Virtual office assistants responsibilities require that "secretaries and administrative assistants write memos and emails when communicating with managers, employees, and customers." Virtual office assistants also use writing skills in their role according to a real resume snippet: "offered specialty services to small to medium sized nonprofit organizations which included internet research, grant administration and writing grant proposals. "
Organizational skills. Another skill that relates to the job responsibilities of virtual office assistants is organizational skills. This skill is critical to many everyday virtual office assistant duties, as "secretaries and administrative assistants keep files, folders, and schedules in order so that an office runs efficiently." This example from a resume shows how this skill is used: "create and maintain complex organizational system for filing and data entry. "
The three companies that hire the most virtual office assistants are:
- Ken Garff Automotive Group1 virtual office assistants jobs
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Compare different virtual office assistants
Virtual office assistant vs. Office worker
An office worker is responsible for performing administrative and clerical duties to support the daily operations of the business. Office workers assist in receiving calls to respond to the clients' inquiries and concerns, as well as welcoming visitors, verifying their appointments, and leading them to the appropriate personnel and department for their business needs. They also do data processing, sorting mail, and filing documents for easy retrieval and reference, especially during meetings and company activities.
These skill sets are where the common ground ends though. The responsibilities of a virtual office assistant are more likely to require skills like "email etc," "website content," "office assistance," and "schedule appointments." On the other hand, a job as an office worker requires skills like "data entry," "telephone calls," "front desk," and "scheduling appointments." As you can see, what employees do in each career varies considerably.
Office workers really shine in the education industry with an average salary of $40,267. Comparatively, virtual office assistants tend to make the most money in the finance industry with an average salary of $24,231.On average, office workers reach similar levels of education than virtual office assistants. Office workers are 0.5% less likely to earn a Master's Degree and 0.3% more likely to graduate with a Doctoral Degree.Virtual office assistant vs. Office clerk
Office clerks are administrative employees who handle clerical activities for the organization. They are in charge of managing company records, organizing and storing documents, filing and sorting hard copies of documents, and liaising with other departments or external partners. They are also in charge of handling and scheduling meetings and appointments, managing the reservation of office meeting rooms, and manning telephone lines. Office clerks may also be in charge of ordering office supplies, preparing purchase requisitions for office needs, sending out and receiving official company documents, and other correspondences.
Each career also uses different skills, according to real virtual office assistant resumes. While virtual office assistant responsibilities can utilize skills like "email etc," "website content," "office assistance," and "schedule appointments," office clerks use skills like "data entry," "telephone calls," "office equipment," and "office machines."
Office clerks may earn a higher salary than virtual office assistants, but office clerks earn the most pay in the transportation industry with an average salary of $31,504. On the other hand, virtual office assistants receive higher pay in the finance industry, where they earn an average salary of $24,231.office clerks earn similar levels of education than virtual office assistants in general. They're 2.0% less likely to graduate with a Master's Degree and 0.3% more likely to earn a Doctoral Degree.Virtual office assistant vs. Assistant secretary
An assistant secretary is responsible for performing administrative and clerical duties to support the daily operations of various departments and management personnel and ensure the efficiency of business functions. Assistant secretaries usually assist in business communications, responding to customers' inquiries and concerns, reaching out to existing clients to schedule appointments, welcoming guests on the office, and routing calls to the appropriate department. They also handle data entry procedures, updating customer information on the database, as well as creating reports on business and financial transactions.
The required skills of the two careers differ considerably. For example, virtual office assistants are more likely to have skills like "email etc," "website content," "office assistance," and "schedule appointments." But a assistant secretary is more likely to have skills like "telephone calls," "scheduling appointments," "financial statements," and "office equipment."
Assistant secretaries typically earn similar educational levels compared to virtual office assistants. Specifically, they're 4.0% more likely to graduate with a Master's Degree, and 2.3% more likely to earn a Doctoral Degree.Virtual office assistant vs. Administrative office specialist
An administrative office specialist helps offices to run efficiently and smoothly by performing clerical support tasks. Their responsibilities often include preparing and processing documents, arranging meetings and appointments, monitoring the budgets and expenditures, answering calls and correspondence, handling the inventory and procurement of office supplies, and developing strategies to optimize office operations. They may also address issues and concerns, resolving them promptly and professionally. Furthermore, as an administrative office specialist, it is essential to coordinate staff, all while implementing the company's policies and regulations.
Types of virtual office assistant
Updated January 8, 2025
