March 8, 2024
What is a Virtual Assistant?
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In recent years, the virtual assistant industry has boomed and the term VA is used interchangeably for all kinds of assistants who work virtually. From the AI customer service chat bot on websites to highly specialized Executive level assistants.
In this episode, we share our definitions of virtual assistants and the rules and laws that govern this type of administrative support. Virtual Assistants operate within a business-to-business framework, rather than as employees.
Have a question?
Email us at heyvapodcast@gmail.com, join our Facebook group Find, Hire and Work with a Virtual Assistant (VA): https://www.facebook.com/groups/findavirtualassistant
or find our contact details here: https://linktr.ee/heyvapodcast
Please leave a like, comment or review and share our podcast with someone you know who could benefit from our content.
1
00:00:00,000 --> 00:00:10,960
Hi, welcome to the podcast that explores what virtual assistants want business owners to know,
2
00:00:10,960 --> 00:00:16,800
when they start asking themselves the question, hey, do I need a VA? I'm Rachel Davila,
3
00:00:16,800 --> 00:00:22,800
and after 18 years as a virtual assistant going it alone, I experienced the steep learning curve
4
00:00:22,800 --> 00:00:28,320
from the other side of the VA client relationship when I hired my own assistant.
5
00:00:28,320 --> 00:00:33,920
Joining me on this podcast is a group of friends and colleagues who all have their own take on
6
00:00:33,920 --> 00:00:40,000
what busy entrepreneurs need to know to find, hire, and work with a virtual assistant,
7
00:00:40,000 --> 00:00:45,600
and mindfully answer the question, hey, do I need a VA? Let's get this episode started.
8
00:00:46,880 --> 00:00:55,520
Hey everyone, welcome back to Hey! Do I Need A VA? The podcast. Today's episode number three,
9
00:00:55,520 --> 00:01:05,040
and we're going to talk about what is a virtual assistant. Because since I became a VA in 2005,
10
00:01:05,040 --> 00:01:12,960
when nobody knew what a VA was, the term has now become used interchangeably with chat
11
00:01:12,960 --> 00:01:22,400
bots on websites all the way through executive-level virtual assistants. So with me today is
12
00:01:22,400 --> 00:01:34,640
Leanne Erimli, Bree BV, and Sydney Hubbard and we are the cast of Hey! Do I Need a VA? The podcast. So for me,
13
00:01:35,440 --> 00:01:44,000
my definition of a virtual assistant has always been an administrative assistant who can handle
14
00:01:44,000 --> 00:01:52,880
admin type things virtually using phone, email, and web-based technology. They're a business
15
00:01:52,880 --> 00:02:00,720
owner, they're not an employee, and you're responsible for paying for the hours worked,
16
00:02:01,440 --> 00:02:08,800
but the VA handles all their own overhead. So that makes them a 1099 contractor versus
17
00:02:08,800 --> 00:02:19,840
payroll. So ladies, let me know, what is your definition of a virtual assistant? Sure, I'll go.
18
00:02:20,880 --> 00:02:26,800
My definition of a virtual assistant is similar to yours. It's somebody who works with you remotely,
19
00:02:26,800 --> 00:02:33,120
and you connect to have meetings kind of thing to see what tasks need to be assisted with,
20
00:02:33,120 --> 00:02:38,320
and that because they work remotely, you don't have those overhead costs of having to pay them
21
00:02:38,320 --> 00:02:46,080
for vacation time and pay them for having a place to come work out of. So there's benefits to that
22
00:02:46,080 --> 00:02:51,840
and that they're subcontractors, so then they like you said take care of their own business things,
23
00:02:51,840 --> 00:02:57,040
and then their business. One thing to note is if you are working with somebody that's not in the
24
00:02:57,040 --> 00:03:03,280
states like for me, I'm Canada, we actually don't have to have a 1099. So if you're working with a
25
00:03:03,280 --> 00:03:07,600
Canadian one, that's not something that comes into play, that's somebody if they're also in the
26
00:03:07,600 --> 00:03:15,920
US. And one thing that I will say for California, because that's where I'm at, a virtual assistant
27
00:03:15,920 --> 00:03:25,440
can only work for so many hours. They need to have other clients, you as a client or listener,
28
00:03:26,240 --> 00:03:33,040
can't be their only client they need to have more than one, and you can't take a bulk of their hours
29
00:03:33,040 --> 00:03:39,760
because then that gets counted as an employee, even if they themselves consider themselves
30
00:03:39,760 --> 00:03:47,040
of virtual assistant. So, LeAnn, what's your definition? I actually think you guys covered most of it.
31
00:03:48,880 --> 00:03:56,560
Yeah, the biggest thing with the VA is you can't be just one VA and one client, you have to have
32
00:03:56,560 --> 00:04:01,360
multiple, at least in California, I'm assuming that's in most places. And the only other thing
33
00:04:01,360 --> 00:04:07,360
is that they really are business owners. So, you know, it's not just some admin sitting in a room waiting
34
00:04:07,360 --> 00:04:12,960
for you to give them work. They are business owners too. So there's lots of stuff that they have
35
00:04:12,960 --> 00:04:19,920
to cover, marketing, all that other stuff too. Sydney anything to add? Yeah, I think I really appreciate
36
00:04:19,920 --> 00:04:26,000
how you guys highlight the business owner aspect of a virtual assistant, because I think that that's
37
00:04:26,000 --> 00:04:33,760
something that I kind of gloss over when I'm explaining my job to other people. I'll say that
38
00:04:33,760 --> 00:04:40,400
I'm a virtual assistant and they'll say, what's that? And I'll say, oh, mostly social media stuff
39
00:04:40,400 --> 00:04:46,960
for other businesses. And I think it's important to highlight that, yes, I am a business owner,
40
00:04:47,680 --> 00:04:55,760
which even is a little surreal to me because I think that there's so much more that comes
41
00:04:55,760 --> 00:05:05,040
into play being a business owner, right? Like, I am going to be thinking about my own social media
42
00:05:05,760 --> 00:05:15,440
and invoicing and my own website, etc, etc, etc, that if I was just an employee, I wouldn't be
43
00:05:15,440 --> 00:05:22,080
thinking about that. The business I would be a part of would take care of that for me.
44
00:05:22,080 --> 00:05:29,360
So, I think that's one way to think about being a virtual assistant versus being an employee that has
45
00:05:30,080 --> 00:05:40,240
virtual skills. Yeah, and I think that brings up a good point is that it's business to business,
46
00:05:40,240 --> 00:05:48,560
which I think can really help clients when they're looking for somebody to bring onto a team to handle
47
00:05:48,560 --> 00:05:56,640
the administrative stuff. They can also look at their VA as kind of a collaborator to give
48
00:05:56,640 --> 00:06:05,200
them business to business in how things get done, right? If a client is adding in social
49
00:06:05,200 --> 00:06:13,600
media, they're bringing a VA on to take over that a VA who has that skill set because they're
50
00:06:13,600 --> 00:06:19,280
doing it for their own business, they bring that knowledge and experience to the table.
51
00:06:20,080 --> 00:06:27,760
And I think all of us can say that the things that we bring to the table is that not only are we
52
00:06:27,760 --> 00:06:37,120
doing the tasks that we offer to clients for them specifically, but we also do them for ourselves
53
00:06:37,120 --> 00:06:44,320
most of the time. I mean, you know, it's kind of hard. I like to do the things for my clients more
54
00:06:44,320 --> 00:06:54,800
than I like to do the things for myself, but we can bring that knowledge base with us to the VA client
55
00:06:54,800 --> 00:07:01,360
experience. Absolutely, like that sharing and melting of ideas and not only what we're doing in
56
00:07:01,360 --> 00:07:06,480
our business, but what we're seeing in other clients businesses, I mean, obviously not sharing
57
00:07:06,480 --> 00:07:10,160
delicate information or anything like that, but if we're learning and growing with multiple
58
00:07:10,160 --> 00:07:15,040
businesses, you're going to learn and grow at different skills that you can bring to the whole
59
00:07:15,040 --> 00:07:20,720
collaboration of all of them and enhance everybody, right? And I feel like in doing that, it also
60
00:07:20,720 --> 00:07:25,600
makes you learn and to focus and learn and absorb different things that you can bring as a whole
61
00:07:25,600 --> 00:07:35,920
and contribute. Yeah, I exactly. I think a great example of that is that for another business,
62
00:07:35,920 --> 00:07:45,440
I learned how to set up a podcast feed so that it can go onto Spotify, Apple Music, etc.
63
00:07:46,080 --> 00:07:52,720
And now that this opportunity has popped up, I know how to do that. So I think a part of being
64
00:07:52,720 --> 00:08:01,200
a virtual assistant is continually learning and growing and I think that's what a lot of us
65
00:08:01,200 --> 00:08:10,080
really enjoy is the fact that, first, it's so collaborative. There's so many different facets and
66
00:08:10,080 --> 00:08:17,440
areas and, second, that there is learning and growing and incorporated into it.
67
00:08:18,640 --> 00:08:27,120
Yeah, my, my mentor when I was going through the virtual training program years and years ago,
68
00:08:27,120 --> 00:08:36,880
they said, you could learn something new every day and still not know everything and I love that
69
00:08:36,880 --> 00:08:44,000
over the decade that I've been a VA, technology has changed. I mean, social media wasn't even a thing
70
00:08:44,000 --> 00:08:53,280
when I started and watching that kind of come and grow and expand into, you know, just from Facebook
71
00:08:53,280 --> 00:09:00,320
into all of the different facets and podcasts. I mean, all of this was, I mean, podcast was radio.
72
00:09:00,320 --> 00:09:07,120
It wasn't anything we could do, right? You know, even though it's, you know, the way that business
73
00:09:07,120 --> 00:09:15,600
has grown and expanded, I think, I feel like I'm running to keep up sometimes because things just
74
00:09:15,600 --> 00:09:23,920
keep showing up and so one of the things that I have really loved about being a virtual assistant
75
00:09:23,920 --> 00:09:34,320
is that idea that we are not competition with each other, we can collaborate together, and that
76
00:09:34,960 --> 00:09:43,440
the skill sets that I have complement, the skill sets that my colleagues have, and that if I can't
77
00:09:43,440 --> 00:09:49,840
do something for a client, I know where to go and I can tell a client, well, that's not something
78
00:09:49,840 --> 00:09:57,440
that I offer, but I know somebody who can. Has that been your experience as well? Oh, definitely,
79
00:09:58,160 --> 00:10:02,720
I know I've sent a few clients over to you Rachel because you're way more creative than me.
80
00:10:04,000 --> 00:10:10,960
Well, all the technical questions go to you, so, but I think that that is one thing that
81
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a virtual assistant does bring to the table that even if we can't do the task, clients can still
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work with us because they know we can get it done, right? Even if we're not the ones doing it,
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we can find a team like Bree or, you know, somebody who has the skill set, you know, that can
84
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kind of fill in the gaps. With my team, we bring in other people that if we don't have somebody on
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our team members that cover that kind of thing, like Facebook ads or something that we're just not
86
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really looking to get into, then I'll reach out to you or other people and be like, hey, this is
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what my client's looking for is there's somebody who can come join us, like come collaborate with
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us and we kind of build out an even bigger team and doesn't have to always be within us.
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So one thing that I do want to let our listeners know is that the term virtual assistant really does
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encompass broad administrative support. Now within that, some VAs will have more specialized
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skills. They might focus in one area or another, but there are areas where we're not professionals
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in the areas. We might have dabbled in it, we might have some skills, but, you know, like, if you're
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looking for bookkeeping as a task to hand off, we might be able to do elements of it, but we
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are not bookkeepers. Those are specialty things. And in our next episode, we will be talking about
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those kinds of differences, but the term virtual assistant really does encompass, like, a broad
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general knowledge base versus that specialty skills. Is that fair to say? Yeah, and we will talk about that,
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I promise. And I forgot to send the timer. So I don't actually know how long we've been talking,
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but anything anyone else wants to share about what is a virtual assistant, what is not virtual
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assistant, I guess we could go in that direction too. I know we'll talk about that in our next episode.
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So thank you for joining us today on this episode of Hey! Do I Need a VA? If you have any
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questions, you can reach out to any one of us and our contact info will be in the show notes.
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Take care. See you next episode. Thank you for joining us on this episode of Hey! Do I Need a VA?
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the podcast. If you found this episode helpful, please leave a like, comment, or review.
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00:13:02,240 --> 00:13:08,160
And feel free to join our Facebook group, find, hire, and work with a VA for more tips and tools.
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00:13:08,160 --> 00:13:32,880
If you have any questions, please email them to heyvapodcast@gmail.com. We'll see you next time.
00:00:00,000 --> 00:00:10,960
Hi, welcome to the podcast that explores what virtual assistants want business owners to know,
2
00:00:10,960 --> 00:00:16,800
when they start asking themselves the question, hey, do I need a VA? I'm Rachel Davila,
3
00:00:16,800 --> 00:00:22,800
and after 18 years as a virtual assistant going it alone, I experienced the steep learning curve
4
00:00:22,800 --> 00:00:28,320
from the other side of the VA client relationship when I hired my own assistant.
5
00:00:28,320 --> 00:00:33,920
Joining me on this podcast is a group of friends and colleagues who all have their own take on
6
00:00:33,920 --> 00:00:40,000
what busy entrepreneurs need to know to find, hire, and work with a virtual assistant,
7
00:00:40,000 --> 00:00:45,600
and mindfully answer the question, hey, do I need a VA? Let's get this episode started.
8
00:00:46,880 --> 00:00:55,520
Hey everyone, welcome back to Hey! Do I Need A VA? The podcast. Today's episode number three,
9
00:00:55,520 --> 00:01:05,040
and we're going to talk about what is a virtual assistant. Because since I became a VA in 2005,
10
00:01:05,040 --> 00:01:12,960
when nobody knew what a VA was, the term has now become used interchangeably with chat
11
00:01:12,960 --> 00:01:22,400
bots on websites all the way through executive-level virtual assistants. So with me today is
12
00:01:22,400 --> 00:01:34,640
Leanne Erimli, Bree BV, and Sydney Hubbard and we are the cast of Hey! Do I Need a VA? The podcast. So for me,
13
00:01:35,440 --> 00:01:44,000
my definition of a virtual assistant has always been an administrative assistant who can handle
14
00:01:44,000 --> 00:01:52,880
admin type things virtually using phone, email, and web-based technology. They're a business
15
00:01:52,880 --> 00:02:00,720
owner, they're not an employee, and you're responsible for paying for the hours worked,
16
00:02:01,440 --> 00:02:08,800
but the VA handles all their own overhead. So that makes them a 1099 contractor versus
17
00:02:08,800 --> 00:02:19,840
payroll. So ladies, let me know, what is your definition of a virtual assistant? Sure, I'll go.
18
00:02:20,880 --> 00:02:26,800
My definition of a virtual assistant is similar to yours. It's somebody who works with you remotely,
19
00:02:26,800 --> 00:02:33,120
and you connect to have meetings kind of thing to see what tasks need to be assisted with,
20
00:02:33,120 --> 00:02:38,320
and that because they work remotely, you don't have those overhead costs of having to pay them
21
00:02:38,320 --> 00:02:46,080
for vacation time and pay them for having a place to come work out of. So there's benefits to that
22
00:02:46,080 --> 00:02:51,840
and that they're subcontractors, so then they like you said take care of their own business things,
23
00:02:51,840 --> 00:02:57,040
and then their business. One thing to note is if you are working with somebody that's not in the
24
00:02:57,040 --> 00:03:03,280
states like for me, I'm Canada, we actually don't have to have a 1099. So if you're working with a
25
00:03:03,280 --> 00:03:07,600
Canadian one, that's not something that comes into play, that's somebody if they're also in the
26
00:03:07,600 --> 00:03:15,920
US. And one thing that I will say for California, because that's where I'm at, a virtual assistant
27
00:03:15,920 --> 00:03:25,440
can only work for so many hours. They need to have other clients, you as a client or listener,
28
00:03:26,240 --> 00:03:33,040
can't be their only client they need to have more than one, and you can't take a bulk of their hours
29
00:03:33,040 --> 00:03:39,760
because then that gets counted as an employee, even if they themselves consider themselves
30
00:03:39,760 --> 00:03:47,040
of virtual assistant. So, LeAnn, what's your definition? I actually think you guys covered most of it.
31
00:03:48,880 --> 00:03:56,560
Yeah, the biggest thing with the VA is you can't be just one VA and one client, you have to have
32
00:03:56,560 --> 00:04:01,360
multiple, at least in California, I'm assuming that's in most places. And the only other thing
33
00:04:01,360 --> 00:04:07,360
is that they really are business owners. So, you know, it's not just some admin sitting in a room waiting
34
00:04:07,360 --> 00:04:12,960
for you to give them work. They are business owners too. So there's lots of stuff that they have
35
00:04:12,960 --> 00:04:19,920
to cover, marketing, all that other stuff too. Sydney anything to add? Yeah, I think I really appreciate
36
00:04:19,920 --> 00:04:26,000
how you guys highlight the business owner aspect of a virtual assistant, because I think that that's
37
00:04:26,000 --> 00:04:33,760
something that I kind of gloss over when I'm explaining my job to other people. I'll say that
38
00:04:33,760 --> 00:04:40,400
I'm a virtual assistant and they'll say, what's that? And I'll say, oh, mostly social media stuff
39
00:04:40,400 --> 00:04:46,960
for other businesses. And I think it's important to highlight that, yes, I am a business owner,
40
00:04:47,680 --> 00:04:55,760
which even is a little surreal to me because I think that there's so much more that comes
41
00:04:55,760 --> 00:05:05,040
into play being a business owner, right? Like, I am going to be thinking about my own social media
42
00:05:05,760 --> 00:05:15,440
and invoicing and my own website, etc, etc, etc, that if I was just an employee, I wouldn't be
43
00:05:15,440 --> 00:05:22,080
thinking about that. The business I would be a part of would take care of that for me.
44
00:05:22,080 --> 00:05:29,360
So, I think that's one way to think about being a virtual assistant versus being an employee that has
45
00:05:30,080 --> 00:05:40,240
virtual skills. Yeah, and I think that brings up a good point is that it's business to business,
46
00:05:40,240 --> 00:05:48,560
which I think can really help clients when they're looking for somebody to bring onto a team to handle
47
00:05:48,560 --> 00:05:56,640
the administrative stuff. They can also look at their VA as kind of a collaborator to give
48
00:05:56,640 --> 00:06:05,200
them business to business in how things get done, right? If a client is adding in social
49
00:06:05,200 --> 00:06:13,600
media, they're bringing a VA on to take over that a VA who has that skill set because they're
50
00:06:13,600 --> 00:06:19,280
doing it for their own business, they bring that knowledge and experience to the table.
51
00:06:20,080 --> 00:06:27,760
And I think all of us can say that the things that we bring to the table is that not only are we
52
00:06:27,760 --> 00:06:37,120
doing the tasks that we offer to clients for them specifically, but we also do them for ourselves
53
00:06:37,120 --> 00:06:44,320
most of the time. I mean, you know, it's kind of hard. I like to do the things for my clients more
54
00:06:44,320 --> 00:06:54,800
than I like to do the things for myself, but we can bring that knowledge base with us to the VA client
55
00:06:54,800 --> 00:07:01,360
experience. Absolutely, like that sharing and melting of ideas and not only what we're doing in
56
00:07:01,360 --> 00:07:06,480
our business, but what we're seeing in other clients businesses, I mean, obviously not sharing
57
00:07:06,480 --> 00:07:10,160
delicate information or anything like that, but if we're learning and growing with multiple
58
00:07:10,160 --> 00:07:15,040
businesses, you're going to learn and grow at different skills that you can bring to the whole
59
00:07:15,040 --> 00:07:20,720
collaboration of all of them and enhance everybody, right? And I feel like in doing that, it also
60
00:07:20,720 --> 00:07:25,600
makes you learn and to focus and learn and absorb different things that you can bring as a whole
61
00:07:25,600 --> 00:07:35,920
and contribute. Yeah, I exactly. I think a great example of that is that for another business,
62
00:07:35,920 --> 00:07:45,440
I learned how to set up a podcast feed so that it can go onto Spotify, Apple Music, etc.
63
00:07:46,080 --> 00:07:52,720
And now that this opportunity has popped up, I know how to do that. So I think a part of being
64
00:07:52,720 --> 00:08:01,200
a virtual assistant is continually learning and growing and I think that's what a lot of us
65
00:08:01,200 --> 00:08:10,080
really enjoy is the fact that, first, it's so collaborative. There's so many different facets and
66
00:08:10,080 --> 00:08:17,440
areas and, second, that there is learning and growing and incorporated into it.
67
00:08:18,640 --> 00:08:27,120
Yeah, my, my mentor when I was going through the virtual training program years and years ago,
68
00:08:27,120 --> 00:08:36,880
they said, you could learn something new every day and still not know everything and I love that
69
00:08:36,880 --> 00:08:44,000
over the decade that I've been a VA, technology has changed. I mean, social media wasn't even a thing
70
00:08:44,000 --> 00:08:53,280
when I started and watching that kind of come and grow and expand into, you know, just from Facebook
71
00:08:53,280 --> 00:09:00,320
into all of the different facets and podcasts. I mean, all of this was, I mean, podcast was radio.
72
00:09:00,320 --> 00:09:07,120
It wasn't anything we could do, right? You know, even though it's, you know, the way that business
73
00:09:07,120 --> 00:09:15,600
has grown and expanded, I think, I feel like I'm running to keep up sometimes because things just
74
00:09:15,600 --> 00:09:23,920
keep showing up and so one of the things that I have really loved about being a virtual assistant
75
00:09:23,920 --> 00:09:34,320
is that idea that we are not competition with each other, we can collaborate together, and that
76
00:09:34,960 --> 00:09:43,440
the skill sets that I have complement, the skill sets that my colleagues have, and that if I can't
77
00:09:43,440 --> 00:09:49,840
do something for a client, I know where to go and I can tell a client, well, that's not something
78
00:09:49,840 --> 00:09:57,440
that I offer, but I know somebody who can. Has that been your experience as well? Oh, definitely,
79
00:09:58,160 --> 00:10:02,720
I know I've sent a few clients over to you Rachel because you're way more creative than me.
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Well, all the technical questions go to you, so, but I think that that is one thing that
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a virtual assistant does bring to the table that even if we can't do the task, clients can still
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work with us because they know we can get it done, right? Even if we're not the ones doing it,
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we can find a team like Bree or, you know, somebody who has the skill set, you know, that can
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kind of fill in the gaps. With my team, we bring in other people that if we don't have somebody on
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our team members that cover that kind of thing, like Facebook ads or something that we're just not
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really looking to get into, then I'll reach out to you or other people and be like, hey, this is
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what my client's looking for is there's somebody who can come join us, like come collaborate with
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us and we kind of build out an even bigger team and doesn't have to always be within us.
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So one thing that I do want to let our listeners know is that the term virtual assistant really does
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encompass broad administrative support. Now within that, some VAs will have more specialized
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skills. They might focus in one area or another, but there are areas where we're not professionals
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in the areas. We might have dabbled in it, we might have some skills, but, you know, like, if you're
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looking for bookkeeping as a task to hand off, we might be able to do elements of it, but we
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are not bookkeepers. Those are specialty things. And in our next episode, we will be talking about
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those kinds of differences, but the term virtual assistant really does encompass, like, a broad
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general knowledge base versus that specialty skills. Is that fair to say? Yeah, and we will talk about that,
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I promise. And I forgot to send the timer. So I don't actually know how long we've been talking,
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but anything anyone else wants to share about what is a virtual assistant, what is not virtual
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assistant, I guess we could go in that direction too. I know we'll talk about that in our next episode.
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So thank you for joining us today on this episode of Hey! Do I Need a VA? If you have any
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questions, you can reach out to any one of us and our contact info will be in the show notes.
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Take care. See you next episode. Thank you for joining us on this episode of Hey! Do I Need a VA?
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the podcast. If you found this episode helpful, please leave a like, comment, or review.
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And feel free to join our Facebook group, find, hire, and work with a VA for more tips and tools.
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If you have any questions, please email them to heyvapodcast@gmail.com. We'll see you next time.