Level 2 VA Task List | The Virtual Hub Members

LEVEL 2 Virtual Assistant

Capable of handling administrative tasks and other more business-involved tasks such as social media, content management, and digital marketing tasks. They have a solid grasp on major social media platforms and are able to implement and monitor social media campaigns. They can also carry out content marketing and digital marketing tasks, such as content re-purposing and monitoring, email marketing funnels setup, and basic SEO implementation.

Recurring Task List

Check email & respond, deal with or delegate
Check Skype voicemails (or similar software) & respond, transcribe voicemail message or delegate
Check live chat website messages received overnight & respond, deal with or delegate
Open and close Live chat at the start and end of the day on the website so people know when we are there live and when we are not.
Manage customer service/support tickets – deal with or delegate (e.g. Zendesk)
Check for any messages or comments on Meetup or similar software – esp any reviews good or bad.
Check incoming orders/bookings (whatever it is for your biz) and follow the process (create your step by step process)
Update stock / Inventory (whatever it is for your business)
Create draft invoices for approval – get approved to send
Manage client bookings/calls in your calendar
Prepare and send agreement forms, contracts or other needed documents
Follow up on signed documents etc
Send a daily End of Day Report detailing tasks achieved, questions, roadblocks, feedback.
Handle inbound and outbound calls, voicemails, follow-ups ups via Skype or similar
Check & Follow Up ETAs from suppliers and purchase orders.
Sort admin files and documents via Google Docs/Dropbox (or similar)
Send the questionnaire to new applicants
Answer online inquiries via email/chat with set guidelines
Politely follow up overdue invoices
Check all social media channels for comments, questions, engagement & respond by liking, answering questions or alerting client to questions/comments client need me to respond to
Check all social media for mentions of our brand anywhere and alert client
Retweet any mentions you get on Twitter
Check google alerts and other content sourcing platforms (eg Buzzsumo) for 3rd party content we can use on our social media channels
Approve new joiners to the Facebook Group(s) and welcome each one by name with a template message (provide a template)
Moderate Facebook Group using set guidelines/process (create your process)
Create documents via Word, Excel, and presentation slide decks
Check Meetup and welcome new joiners with a message template (provide a template)
Highlight common questions and add to the Google doc and a meeting agenda to discuss adding them to your FAQ webpage and on your blog content ideas list
Document any feedback, comments, questions you get on social media on a google doc & bring up in your weekly meeting
Delete spam messages/comments in your Content Management System (CMS) e.g. WordPress or similar – set your guidelines
Manage Social Media Engagements : (Facebook, Twitter, Instagram, LinkedIn, etc.)
Check Sourcebottle (or similar) for PR opportunities suitable for VA to discuss with client going after them.
Input invoices in your accounting system and/or excel spreadsheets
Research for prospects and/or leads
Research for backlink (off-page SEO) opportunities

Book the weekly meeting with you in your calendar to discuss (insert your agenda)
Managing the transcribing services we recommend for podcasts or videos for use as blog content. (NOTE: Our VAs are generally not used for transcribing. We recommend www.rev.com)
Research, shortlist, and keep you informed of industry events you may want to attend
Research topics/content for the newsletter based on what’s happening in the biz, the industry and competitors.
Prepare a newsletter template using a set process and chase me you/your copywriter to write the blurb and make sure it goes out on time every week
Find the blog posts, bloggers, and discussions getting the most traffic and strategising ways for you to grab some of that traffic for your business
Create social media calendar for the week for approval – good mix of content, images, 3rd party content & insightful questions & engagement tactics
Pick up the latest content to post to the website in G Drive – read/ listen/ watch it
Find suitable ‘on brand’ images that match the content concept this week (2-3 min). Get approved by you
Pick out snippets from the content and add text to the images to accompany the content piece
Apply the correct tags and categories to the content not just on website but across YouTube/podcasting directories etc
Add the images to the social media calendar for use over the following week and then for later reuse if we need (min 2 month lag between re-posting something)
Create the bit.ly link for use across social media & utilize tools like snip.ly for more lead gen impact
Select the right trending hashtags to use with the content across social media
Basic editing of podcasts for uploading to website etc (NOTE: Basic means adding top and tail intro and outro with no technical fixing)
Optimize the content correctly for the right traffic including the images used
Keyword research to see what people are really searching for in your niche
Find, create, and edit images to go along with your blog posts
Re-purpose blog content for use across your social media
Simple SEO Optimization of your content to get more traffic or eyeballs
Uploading videos to YouTube and adding the right clickable links for maximum lead-gen opportunities
Collate the new tasks done for the week and create a step by step process for each one for our business training folder/workflow folder
Update the expected time to do various tasks in your business (after you have done a task several times and perfected it)

Contact clients/customers and ask them for feedback using a survey or questionnaire
Reach out to customers/clients and request testimonials using a template message
Follow up unpaid invoices with a template message
Research conferences, events, Meetups or online webinars you should potentially attend
Admin maintenance (organizing G-Drive database or similar)
Go through the older content pieces on your site to see what can be repurposed into infographics for new web content and social media
Keyword research – develop a fresh round of keywords and related blog topic ideas
Create a content ideas list based on what’s trending right now and what is getting most shares in our niche
Go through lead magnets and pick out tips/ quotes/ questions that can be used across social media to then entice people to sign up for the lead magnet. (20% of social media should leads/ sales focussed only)
Research and book guests for your podcast/YouTube channel/blog interview
Research and reach out to other podcasters / YouTubers that might interview you (Get approval first)
Compile a fresh list of 50-100 industry expert quotes you can use across social media
Compile a fresh batch of on-brand images for approval for use across social media
Follow up interviewees you haven’t heard back from or interviews we’re trying to get
Compile Facebook Insights report & suggest where you can improve/do more.
Social Media Analytics reports
Link Building opportunities research
Updating website information where needed – changes to dates/events, etc
Checking website for broken links or any issues
Check the website for any glitches / broken links and fix or alert the client.
Use client feedback/questionnaires to create ‘case study’ style blog content for your website and social media. This boosts your content and social proofing

Project Task List

General Admin

General admin roles and responsibilities include providing support for all types of organizations and businesses and their staff members.

Set up a Skype local phone number for our business
Check flight schedules, hotels, and other travel needs
Book a restaurant / find a restaurant
Book parking / find cheapest, closest, easiest parking
Send emails to confirm appointments
Send thank you cards, welcome cards etc to clients/customers/ suppliers
Organizing your Dropbox / Google Drive files
Creating and managing spreadsheets, word docs, files
Research best deals online for things you are looking to buy – office equipment, furniture, holidays …. Anything!
Organize flowers or gifts to be sent to your loved ones, colleagues, clients
Organize your Christmas card list
Head hunt for additional applicants for each given role when needed (LinkedIn, Facebook, SEEK, etc.)
Check emails and draft replies
Manage google calendar
Check Outlook Calendar and Email
Check Onenote for NewPost that needs to be done first
Update OneNote Key Dates for any upcoming meeting/ events
Check Map for travel distances taken for logbook for Tax Office
Create Zoom meeting rooms
Pay bills (gas, internet, electricity, online subscriptions and the like)
Make a tutorial video (via Loom)
Create a company procedures manual
Create a company policies manual (You provide policies)
Shadow you doing various tasks for a couple of weeks and use it to create a step by step process for the task for our business
Plan, organize & help coordinate an event
Assist with Pipeline Reports
Assist with End Of Manufacturing Report
Assist with Budget Report
Create a client survey
Create a client feedback questionnaire and ongoing process to track this
Create online templates/questionnaires my clients can fill out
Create a newsletter template design for ongoing use
Create a flyer for your event
Create a poster for your business
Create a Media Kit for your business
Create a Speakers page on your site with buttons to book you as a speaker
Watch videos of you doing a task (screencasts) and then turn that into a step by step process for your business. This is how your VA can create your business processes for you.
Manage the recruitment process (Video application)
Dashboard management for employee onboarding
Set up an online booking system & integrate with your website & calendar to streamline your client booking process
Create online payment forms your clients can use
Recruitment CRM Maintenance (uploading missing files from processed, placed or unsuccessful applicants)
Coordinate with talent consultant with new job openings, discuss positioning session
Create Product Post for Upcoming event
Create Event (Like EventBrite or other booking sites) for upcoming Keynote/workshop
Create Event in eSpeakers for upcoming Keynote/Workshop
Create in OneNote Task list to prepare for an upcoming event
Create a letter template to send out to clients that purchased the tickets
Send out emails for those who purchased the tickets for the event

Set up social media channels with full branding for your business
Create your social media profile images / headers
Create a social media content calendar
Check out what your ideal customer likes on Facebook and where they hang out
Research Facebook Contest apps
Run a Facebook Contest during a specific time – (Xmas, Valentines Day etc)
Create a Facebook Pixel for retargeting (note: this needs some tech input also)
Create images suitable for Facebook Ads (Note: You provide text / copy)
Research the best methods to get leads using LinkedIn, Facebook, Twitter, etc.
Set up a Facebook Group
Make a list of Facebook Groups you should join
Create Canva Tiles
Manage LinkedIn profile
Uploading Video in Youtube
Update Latest News in WordPress
Help to run ads and marketing campaigns online – you strategise, they implement!
Content concept and idea creation
Create lists of the top bloggers/industry who’s who for your industry
Cross-promote in Facebook to drive traffic and gain potential clients

Content Management

Oversees the content presented on websites and blogs, and may also be responsible for curating, posting, updating, re-purposing, and occasionally cleaning up outdated content.

Attend a webinar and takes notes
Go through old content and create a list of repurposing ideas
Go to old ‘lists’ style blog posts and create infographics
Create an FAQ page for website
Go to competitor websites and collate ideas useful for your business
Research for a book – stats, details, articles, other influencers
Make a list of all the major influencers in a specific niche

Digital Marketing

Implement strategies and manage marketing campaigns that promote your company’s brand, products, and services. Duties include campaign build off your strategy, analytics report generation and research trends.

Create a simple Ebook design
Create a list to video content ideas based on YouTube search data
Create a list of industry-relevant hashtags for use across social media
Conduct competitor research
Go through YouTubes videos and add the right tags, blurbs, links
Add ‘clickables’ to YouTube video content
Turn blog posts into downloadable PDFs for lead generation
Create an email automation ‘funnel’ (You provide content & strategy)
Set up a webinar
Create a webinar landing page (you supply content)
Create a webinar presentation slide deck
Create a sales page (Note: You need to provide a lot of content here)
Research & compare webinar platforms so I can choose one to use
Set up an automated webinar online

Systems

Build online processes that will benefit the business daily operation.

APPLICABLE FOR LEVEL 3 VA ONLY.