Executive Personal Assistant Sample Proposal

Virtual Assistance Services Proposal

Congratulations on starting your new business. We know that every new organization can’t hire all the permanent help they need. We’re here to help. When U Need Us Virtual Assistance can provide a wide variety of clerical and expert services that can help your business compete and thrive.

And you pay only for what you use. Never heard of virtual assistance. Take a look at the enclosed information. We think you’ll be amazed at what we can do for you.

I’ll call you in a week or so to discuss which virtual assistance services you may need and answer any questions you may have at that time. There’s no need to hire more permanent assistants until your growing business can afford them. When U Need Us Virtual Assistance can help with all your needs right now, and we can continue to provide efficient services for your company as it grows.

Check inside to learn all the tasks we can do for you. Busy executives, especially those involved in startup businesses, need assistance every day but often cannot afford to hire the services of a qualified full-time executive assistant.

The solution

Our virtual executive assistants are there when you need them, and can be working for others when you don’t. You pay only for the services you need, and you can contract with us by the hour or with a pre-paid monthly package. Our team members at When U Need Us Virtual Assistance are trained and experienced in all the skills any busy office needs. We can handle any task from routine bookkeeping and scheduling tasks to daily social media postings.

We’d like to introduce the following When U Need Us Virtual Assistance team members, who are available to work with you on your projects. Depending on your needs and the amount of assistance you require, you may be paired with one assistant, or work with a variety. Rest assured that each of our clients will be assigned one contact person—we are here to make your life easier.

The following individuals are only a partial representation of our virtual assistants.

Paul Theron

Bookkeeping, Appointment Calendar Management, Email Management, Correspondence Special Skills. Presentation Development PowerPoint , Facilitation of Skype, Google, and other face-to-face teleconferencing meetings Experience.

Six years experience as shared Executive Assistant for a major corporation, four years experience with When U Need Us Virtual Assistance

Janeece Valuto

Basic Bookkeeping, Appointment Calendar Management, Email Management, Correspondence Special Skills. Quarterly and Annual Tax Preparation, Payroll, HR Recordkeeping Experience.

Eight years experience as Accounting Lead in a small accounting services firm, two years experience with When U Need Us Virtual Assistance

Emilio Martinez

Basic Bookkeeping, Appointment Calendar Management, Email Management, Correspondence Special Skills. Written and spoken Spanish and Portuguese, Database Entry and Query, Spreadsheet Design and Maintenance Experience.

Two years experience as Office Manager, Modern Language Dept of WWU, two years experience with When U Need Us Virtual Assistance

Brittany Willerbee

Appointment Calendar Management, Email Management, Correspondence Special Skills. Social Media Management and Postings in All Its Forms. Facebook, X, Google Plus, Snapchat, Pinterest, etc.

Experience. Three years experience with When U Need Us Virtual Assistance.

Hailey Carson

Bookkeeping, Appointment Calendar Management, Email Management, Correspondence Special Skills. Presentation Assistance with PowerPoint, Video Creation and Postings, Social Media Management using Facebook, X, Google Plus, Pinterest, etc. Experience. Four years experience with When U Need Us Virtual Assistance.

Casey Scott

Appointment Calendar Management, Email Management, Correspondence Special Skills. Online Research of All Kinds, Statistical Analysis, Tracking Industry News Experience. Formerly in the U.S. Navy, three years experience with When U Need Us Virtual Assistance.

Taylor George

Appointment Calendar Management, Email Management, Correspondence Special Skills. Website Design, Development and Maintenance, HTML coding Experience. Four years experience with When U Need Us Virtual Assistance.

Summary

We are always adding new assistants all around the country, both full-time and part-time, so if you require a special skill to assist in your work, just ask—odds are that someone on our staff can meet your needs. We are here to help with your needs, whether they be small repetitive daily tasks or major undertakings. The following is a list of a few of the tasks we have performed for our clients. Major Conference Organization and Preparation We have organized business conferences for up to 720 attendees.

This has included researching and reserving venues; hiring caterers; scheduling speakers and entertainment; developing, printing, and distributing advertising materials and attendee handouts, and so much more. Online Teleconferencing We have assisted our clients in planning, developing, and presenting teleconferences using a variety of media, from simple Skype face-to-face meetings to dial-in teleconferences that include dozens of parties from around the world. Printing and Distribution Services Not only can we help you write your pamphlet or brochure, we can oversee the printing and distribution, too. We work with a variety of print experts, so we can put together the package you need for minimal cost.

Payroll and Tax Preparation We have assisted small to medium-size companies with their payroll entries and periodic tax documents. Email Management and Services We can sort and manage your daily email to save you time. We can also help develop customer lists and send email bursts to aid in your marketing efforts. Social Media No company can afford to be without a social media presence these days, but keeping all the sites active is a time-consuming task.

We help with website development and maintenance, and with Facebook, X, Pinterest, Google Plus, and other social media postings. A much-requested service from us these days is social media research to pinpoint what is trending and who views what where. We are constantly updating our skills to keep up with the changing business world.

If you need something special not listed above, just ask. We understand that with the internet, doing business these days can be a 24 7 commitment. Although not all virtual assistants can be available around the clock, we can always provide someone to help.

We employ virtual assistants in every time zone across the United States, and we have partnership agreements with sister companies in other countries, so we’re always here for you. With our flexible structure, we can add or shrink the staff members committed to your project, and you’ll pay only for services you use. We strive to meet your deadlines, no matter how soon they might be.

If we fall short on a promise we have made, you’ll get a credit for future services on your account. The virtual assistants at When U Need Us Virtual Assistance are trained and experienced in the following skills. Basic Bookkeeping Skills This includes entry of receipts and expenditures, invoicing, balancing books, future forecasting for account balances, etc.

Our assistants understand Excel and a variety of standard accounting systems. Translation Skills Our assistants speak Spanish, French, and Japanese, and we have formed alliances with translators in other languages as well. Research Skills Need to keep track of what your competitors are up to. Want to do a survey of your customers.

Do an analysis of sales patterns across the country. We have experts on staff who can find, analyze, and report the data you need. Correspondence and Communication Skills We can manage both online and print correspondence and keep all your communications on track.

We can also handle your phone calls when you can’t—just reroute them to us when you’re out of the office. Scheduling Skills You’ll never be double-booked when you use our scheduling services, and you’ll find your calendar right at hand and up-to-date when you need it. Teleconferencing Setup Skills Setting up and monitoring online conferences is one of our strengths. You’ll find that your sales presentations and educational meetings go smoothly when we’re in the mix.

Special Events Skills Whether you’re planning a major business conference, an offsite meeting for your employees, or a fundraiser for a good cause, we can help you organize and advertise your event. The skills of our assistants are extensive, so we can offer a wide variety of services to meet your needs. When U Need Us Virtual Assistance offers the following services. Email, Print Mail, and Telephone Services Receipt, tracking, and reporting on email messages, print correspondence, and telephone calls and texts.

Absolute discretion guaranteed. Scheduling Services Maintenance of online calendars, reminder messages posted to appropriate individuals in a timely fashion. Bookkeeping Services Entry of receipts and expenditures, invoicing customers, bill paying, tax preparation documentation. Social Media Services Setup, revising, monitoring, posting on all social media sites, including development of scheduled postings and advertising.

Research Services Tracking activities of competitors and competing or complimentary products; developing, deploying, and analyzing online or telephone surveys; collection and reporting of data to track customer purchases and feedback; historical research; statistical analyses. Presentation Services Creating or revising PowerPoint or video presentations, posting and distribution of finished presentation. Teleconferencing Services Planning and scheduling teleconferences using a variety of products, informing all parties about what to do and how, troubleshooting and assisting attendees as needed at conference time. Travel Arrangements Researching, scheduling, and booking flights, trains, rental cars, hotels, and so forth.

Special Events Services Assistance in planning events, researching venues, scheduling caterers, entertainers, cleanup, rentals, and event advertising. Writing, Editing, Proofreading Services Writing, editing, proofreading, and distribution of reports, marketing materials, brochures, etc. Printing and Distribution Services Scheduling and printing brochures, posters, pamphlets, flyers, postcards, and even books. It’s impossible to foresee all the services any business might need on special occasions.

Whether you need to find an attorney or figure out how to export your products to Turkey, ask, and we’ll do our best to supply the services you need. If you trust us with your email messages, social media messages, phone calls, and any other form of communication, our discretion is guaranteed. Your business will remain just that—your business, for your eyes only. Our assistants are trained to preserve confidentiality in the following ways.

Communications with only authorized individuals You tell us who is authorized to send or receive information about your activities with us. We will speak to nobody else. We will never release your name or any data without your permission. Secure computer files We use only the latest, most sophisticated software to safeguard all our clients’ data.

Background checks on all employees All our virtual assistants have undergone thorough background checks to ensure they have never engaged in criminal activities, and they receive periodic training on how to keep your information secure. All their work is consistently reviewed to ensure that our clients’ secrets are kept. We understand that information is power in the business world. All your data and personal and business information is safe with When U Need Us Virtual Assistance.

When U Need Us Virtual Assistance has been in business for eight years, growing from an original group of three to our present size of nearly seventy full and part-time employees. During our eight years, we have never had a security breach or a legal problem of any kind. Our reputation for discretion and professional service is unmatched. Check out the letters of recommendation in the following section to see what some of our clients are saying about us.

The following are letters of reference from past clients. You may contact any of our references about their experience with When U Need Us Virtual Assistance. I couldn’t run my business without When U Need Us Virtual Assistance.

I have used their services for five years to manage my crazy schedule, research and manage the best advertising services for me, keep my website updated, and send email notices to all customers who may be interested in a new listing. They have also facilitated videoconferencing with remote clients, which is something I could never do without their help. I can’t recommend the services of When U Need Us enough. Believe me, you DO need them.

I am one of only three people running a small clothing manufacturer that creates custom fashions for young women, specializing in quinceanera gowns for Latinas and unique prom dresses for young women everywhere. Although my business primarily serves the U.S., we sometimes get requests from Latin America, and when that happens, I use When U Need Us to help with translations. They also make all my business travel arrangements for me, and do social media postings in Spanish and English to keep our name in front of our customers’ eyes.

When U Need Us has definitely helped our business grow over the years. My corporation says we can’t afford a personal assistant for all five managers, so we share one poor secretary who is constantly overwhelmed with our requests. I am thrilled to have discovered When U Need Us Virtual Assistance to fill the void.

I rely on them to help with email lists and print advertising, send out the endless updates we are legally required to send customers, and to help with our annual meeting each year. I truly believe they can do almost anything. Our clients are always sending us kudos. After checking with them to be sure we have their permission, we post their compliments on our website.

Feel free to visit and see what they have to say about When U Need Us.