Virtual "Super" Assistant Required - Organised and Experienced

I am a business consultant based in the UK - in need of a virtual assistant to organise my business life.

You must have:

# Fast internet access and a good computer
# Access to all office tools - Word, Excel etc
# Experience of CRM systems - TRELLO
# Email Management Experience
# Calendar Management Experience
# The ability to work 8am - 6pm UK time - Monday to Friday.
# Excellent Written and spoken English.
# Access to Whatsapp, email and skype to communicate
# Daily meetings at 9am to daily tasks and to be as productive as possible.



1) Sending of letters using online systems

Part of my business involves marketing to directors / owners of Limited companies with the intention of buying them. We send letters out to those directors using EXCEL, Mail Merge and an online letter sending system. The process is simple and not very time consuming but I would still like to give it to someone else to free up my time to take calls.

- Access the spreadsheet and filter by company sector of interest
- Grab the relevant company data and put it into a new spreadsheet
- Mail Merge that data with the letter sending website Upgrade to see actual info
- Ensure all information is located correctly and reads ok.
- Pay and send using my account details.

2) Company and director research

Due to the increase in letter sending, I know have a lot more inbound calls coming in. I have an answering service that answers the call and takes a note of the directors name, phone number, and limited company name - and then emails me the notes.

- I would like a short research brief to be prepared on each director that calls
- Screen shot of their website
- Screen shot of their business overview and financials on credit safe
- Screen shot of the directors linked in and other social media pages.
- 3 pages of information at the most and this to be input into a spreadsheet or CRM that we both control
- This gives me a clear snapshot of the company and directors before I give them a call back - rather than calling them blind.

I expect 15-30 calls per day and this should be treated and the primary task - with the other tasks fitting in around this.

3) Editing and emailing of Non Disclosure Agreements (NDAs) to directors whom I have spoken to on the phone.

Once I’ve spoken to a director and established their desire to sell, I need to edit an NDA - to include all their information, sign it digitally and send it to them so they will then send me their accounts.

- Edit a word or PDF document to include company and directors names
- Send it to the directors email address
- Tick task off on TRELLO
- Remind director to send accounts on email if they haven’t been received
- Upload accounts into TRELLO as a file to be viewed

4) Calendar and Email Management

- Read, Prioritise and Filter emails
- Organise them using TRELLO and remind me to respond
- Create actions / todo lists from those emails.
- Schedule calls and meetings in a calendar app

5) Invoicing and Expenses on Xero

- Sending invoices to clients using Xero
- Sending Expenses invoices to clients using Xero
- Managing receipts between Receipt Bank and Xero
- Describing and reconciling expenses on my business bank account via Xero
Thats the most important tasks for the time being.


Please respond to this Job Role with the Title " SUPER VA" - if you believe you have the experience to do this role. I would like you to suggest best practise methods from your previous experience and will work with you to implement them in the best way.

I am looking for someone who is very high performance and organised. Someone who understands systems, learns very quickly and is very reliable.

Look forward to hearing from you.

Warm regards,
James