Virtual assistant

Overview 🔎

The first step to having the best overall experience with me as your assistant is to have open communication. Open communication is something I will always make a priority. If I do not know how I can assist you, or you don’t give me insight on the things you need assistance with it just makes the process 10 times harder. I always start out our first initial meeting with you telling me about your day to day tasks and which tasks take up a majority of your time that shifts your focus from your goal to more mundane things. Then I will asks out of the “mundane” tasks which ones you feel confident on me assistaning you on weather that’s emailing, editing, scheduling or more. After that i will set up a goal list that has all your goals you are wanting to achieve and the ways I will assist you. I will give you updates on the lists everyday I work on it just so you don’t have any anxious thoughts of is this getting done.

Problem & Solution 🤝

When working as a personal assistant to a CEO of a company we struggled with timing. The man I worked for was a very busy man where meetings would have to be scheduled months in advanced. But due to the nature of his work (multi-client lobbying) sometimes meetings with other busy professionals such as Michigan representatives and government agents needed to be accommodated quickly.

Problem/Solution: the goal for this case was to create spaces where meeting could be accommodated quickly while simultaneously not disrupting his work flow. • Requirement 1: build trust with your client, if Kevin the man I worked for did not trust me to schedule meetings that worked with his timeline this plan probably wouldn’t have worked. He trusted that I had his goals in heart and that I would not make him attend a meeting that didn’t have value. • Requirement 2: invite the person or people that Kevin had to meet with to a meeting that worked with Kevin’s timeframe. Things such as Kevin got coffee every morning at a local coffee shop. Inviting these busy professionals to join for a quick 20 min coffee date where they could discuss the logistics of the issue. Likewise, Kevin loved to take 30 min lunch breaks where he would order take out and sit in the patio to relax. Inviting these busy individuals to come on there lunch break to do the same while simultaneously getting work done left both parties feeling like work was accomplished while also not feeling overworked. • Requirement 3: after a meeting like this I always liked to send out a quick thank you email and encouraging the people to always reach out to me to schedule future meetings. In that email I would also send a list of dates that would work moving forward along with these dates connected to Kevin’s and there google calendar so they do not have to do back and forth and instead just accept the meeting time that works best for them moving forward.

Results 🎁

The results of scheduling meetings/discussions during ones downtime or within there already made routine resulted in being able to accommodate meetings in a timely manner while simultaneously not overwhelming the people involved in the meeting. It created a space where people felt as thought they were getting work done but in a less structured way. Kevin would never have a PowerPoint or huge packets of papers to give these people durning the meeting but instead gave them a quick overview of the issue and the solution they might be able to help with. I would type up quick little notes on the issue and print them out so Kevin could give the individual that so they are reminded what the meeting was about. This quickly turned into Kevin’s favorite way to get meeting done due to the laidback nature of it and how effective it was.

Name Hunter Ryan