FAQ

WHY DO I NEED TO HAVE A CONSULTATION CALL?

To make sure you get to work with your dream VA from day one, it’s important that we know who you are, exactly what you need support with and what’s important to you before we start working on your to-do list.
At ExecProVA, we don’t only want to lighten your workload today, we want to enable you to grow your business for many more years to come. We focus on building happy, long-term client relationships here and our consultations are the first step in getting things moving.
Don’t worry, there’s no hard sell or obligation to sign up. The consultation is simply a chance for us to find out more about you, your business and for you to understand exactly what to expect from working with a Virtual Assistant.
You’ll speak with the Director of the company as she is someone who understands the demands of running a business and the value that a VA can offer.

WHICH MONTHLY SUPPORT PLAN SHOULD I CHOOSE?

We can help you decide this during a consultation call; however, we recommend working on the basis that there are approximately 20 working days in a month.
So, if you think 1 hour per day would be sufficient, based on how much time you spend on these tasks yourself, that’s 1 hour’s x 20 days = 20 hours per month.
We understand it’s difficult to be exact. That’s why unused hours will roll over and if you need any extra time each month, we will simply bill you for this. You can also switch plans at any time! Our pricing structure is designed to flex to your needs.

CAN I MEET WITH YOU IN-PERSON TO DISCUSS MY NEEDS?

We all embrace remote working as a team, so don’t offer in consultations unfortunately. We feel that a consultation call is just as useful, whilst saving you the travel time, meaning you can get on with the rest of your day.
We can always speak over video if you would like to put a face to our “name” – just let us know.

HOW DO I WORK WITH MY VA?

We don’t set any rules here. Most clients prefer to use a combination of email and phone calls to work with their VA, whereas others like to use Slack (a real-time messaging platform) or a to-do-list app like Evernote, OneDrive, Google Drive etc.
It’s completely up to you and your VA. If you prefer to work a certain way, just let us know on your consultation call and we’ll make sure your VA is happy to meet those requirements.
When working, your VA will also setup your tasks within our Timer Portal (Toggi) (e.g. “Travel booking”) and then log time to these tasks in real time. They log in, click “start” to begin any work and then hit “stop” when they’ve finished. These time logs are then debited from your balance of hours throughout the month.

HOW DOES HOLIDAY COVER WORK?

As soon as your VA lets us know, we’ll make sure you are aware when they plan to be away (though they’re likely to have told you anyway).
We’ll then recommend someone with a similar background and skillset to support you.
If you’re happy with our choice, your usual VA will provide a full handover to the second VA. This doesn’t cost you a penny and is always a smooth, simple process.
The cover VA may then provide a handover back to your usual VA when they return.

WHAT MAKES EXECPROVA DIFFERENT FROM YOUR COMPETITORS?

Well, where do we start? We don’t like to blow our own trumpet, but this seems a good place to stop being so modest.
We offer a unique service where we have your back and follow up on your leads, referrals and even upsell your new products or services and at no extra cost – it’s like having an admin AND sales team at your disposal.
First, with an average 9 years’ experience, our VAs are likely to be the most experienced and talented VAs available to you. And all for an ultra-competitive monthly fee. Our competitors will either price you out or water down the quality of their talent pool. But at ExecProVA we’ve got the best of both worlds ready for you – awesome people at a price you can realistically afford.
At ExecProVA, our team will work to understand not just what tasks you need to delegate, but also who you are as a person and what makes you tick. We then discuss this as a team and see who we feel would be the “best” Virtual Assistant for you based on our knowledge – from personality to software skills. We won’t stop until we have the perfect match.
We’ll then introduce you to your perfect VA match and if you’re happy, you’ll chat to your new VA directly to make sure you “click”. All before you’ve paid a penny to us.
We don’t believe you should be charged before you even know who you’ll be working with.
At ExecProVA you will be assured of the best service and the Director Carol McIntyre is available should you have any concerns.

WHAT IS A VIRTUAL ASSISTANT?

A Virtual Assistant (VA) provides support to businesses, assisting them remotely or “virtually” with a variety of day-to-day tasks.
The advent of super-fast broadband and cloud-based software (like G Suite and Office 365), combined with an ever growing number of people working for themselves and looking for a better work-life balance with a more flexible schedule, means the VA industry is rapidly growing.
As you can imagine, a “Virtual Assistant” is a very broad term and covers a range of different skills!

At ExecProVA, we specialise in PA support tasks such as Customer Service or dealing with Sales enquiries, following up on leads and referrals so you don’t lose any of your valuable clients, diary management and admin, helping with marketing activities such as social media scheduling and sending email newsletters, and other similar tasks which could fall into a “support” category such as assisting with recruitment.

WHO ARE YOUR VIRTUAL ASSISTANTS?

Our VAs come from a wide range of professional backgrounds – from PAs and Office Managers, to qualified Bookkeepers. They have an average of 9 years’ professional experience before they join our team and the ambition, passion, and discipline to work remotely.
All are native English speakers and work across the UK.

WHAT ARE THE BENEFITS OF WORKING WITH A VA?

There are a whole host of reasons to hire a Virtual Assistant.
First, it is a flexible way to grow your team. Employees come with long contracts, a long list of legal obligations and a commitment that is difficult to get out of if your business changes. At ExecProVA, we’ll work together on a monthly subscription or on an ad-hoc basis – whatever suits your needs.
Next is the efficiency and expertise that a skilled, dedicated professional can bring to your company.
No one can be excellent at everything and that includes you! Our Virtual Assistants have spent their entire careers supporting business owners and senior professionals, meaning they have developed a skill set which you would be hard pushed to compete with. It would be much more efficient for you to focus on what you are great at (and enjoy!) – anything from doing billable work for clients through to sales meetings – and leave a dedicated VA to take care of the administrative tasks that you perhaps don’t excel in doing.
It’s also makes a lot of financial sense! Remember, unlike an employee you pay regardless of the output they really generate, we’ll only ever bill you for time spent working on tasks (to the exact minute!). That means no money spent paying for someone to stand chatting at the office watercooler, having endless cigarette breaks or always running late.
Oh, and you also don’t need to worry about National Insurance payments, pensions, holiday cover, sickness payments, training, performance reviews, desk space, laptops, payroll, and the long list of other tasks and costs generated by hiring internally.
Hiring a Virtual Assistant is efficient, effective, and enjoyable!

WHEN DOES MY VA WORK?

Though we don’t set specific hours or schedules, as we operate a service supporting small businesses, our VAs generally work standard UK office hours, Monday to Friday. They will always work to ensure you are supported and some occasionally work weekends to suit individual company requirements such as the hospitality industry.

WHERE ARE YOUR VAS BASED?

All our VAs are based in the UK and English speaking. If you require a translation VA please let us know and we will do our best to find someone to help with this task for you.

We all live and breathe virtual working, so they work from their own cosy home office or a thriving co-working space.

HOW DO YOU HIRE OR SELECT YOUR VIRTUAL ASSISTANTS?

Our VAs must first apply to us and complete an application form, which includes uploading their glowing CV, submitting a professional LinkedIn profile, and providing strong references.
Our VA’s are then given a series of tests to prove the skills they have told us they are competent at doing and then have a final meeting with the Director to ensure that they’ll fit in well with our company values here at ExecProVA.

HOW DO I KNOW YOUR VAS ARE CAPABLE AND TRUSTWORTHY?

All our Virtual Assistants must pass a tough selection process which checks their suitability using a number of in-depth checks and measures. Each VA truly is handpicked to join our team. We don’t take any shortcuts.
This includes assessing their ability to work remotely: they must have worked remotely before, must have a suitable working space, must have a fast broadband Internet connection and a valid Indemnity certificate, and be registered with the HMRC.
We also check their references and don’t employ anyone without at least 5 years’ experience.

WHAT WOULD I DO IF I’M NOT HAPPY WITH MY VIRTUAL ASSISTANT? CAN I SWAP VAS?

Fortunately, because of the time we put into our unique matching process at ExecProVA, it’s very rare for a client not to gel with their VA.
But humans are well, human. We might not always see eye to eye on how best to tackle your busy day or launch your latest marketing campaign.
But we want you to be happy.
So, if you are ever feeling frustrated or fed up, at any point whatsoever, you simply get in touch with Carol McIntyre the Director and let her know how you feel. She will work with you to resolve the situation.
Working with a VA with a different background, skill set or working style is always a possibility – you would never be forced to work with someone you don’t get excited about working with.

HOW MANY OTHER CLIENTS DOES MY VA WORK WITH?

Your VA will work anything from 40 to 160 hours per month with ExecProVA, depending on their schedule and existing commitments. That means one VA may fill their entire month with one larger client, but another VA may work with a mix of smaller clients. So unfortunately, there’s no straight answer on this one.

We’ll never recommend one of our Virtual Assistants to you without first ensuring they have plenty of availability to support you and have the flexible schedule you’re looking for.

HOW DO I PAY YOU?

95% of our clients prefer to pay us by direct debit. It’s the safest, most convenient way to pay in the UK and means you don’t need to lift a finger, as payment is taken automatically on your billing date, meaning one less task on your to-do list.
If direct debit doesn’t work for you, you can pay by credit/debit card and payable 5 days from receipt of our invoice. We do require our new clients to pay the first month upfront on commencement of the job. Any ad-hoc work is payable upfront, and hours are underestimated as we find it’s difficult to estimate how many hours some work will take until the work has commenced.
Just let us know how you’d like to pay. 

WHAT HAPPENS IF I NEED MORE SUPPORT THAN I’VE PREPAID FOR? CAN I USE EXTRA TIME?

Yes. Our service is designed for small businesses. We know that without a crystal ball to hand, it’s impossible to forecast exactly how much support you’ll need from your VA every single month.
That means that your Virtual Assistant will simply continue working for you throughout the month and if they exceed the prepaid hours you have on account with us, we’ll bill you for the extra time on your next billing date. You will always be informed if you are getting close to the hours you have booked with us so you can budget and decide whether you’d like us to carry it over into the following month. Just let us know and we will accommodate you needs and budget.
It’s really that simple.

WHAT ARE YOUR PAYMENT TERMS?

ExecProVA is a prepaid service, but we do allow plenty of flexibility.
If you pay by direct debit, payment for your plan will simply be debited on your billing date. If you pay by card, you will be sent a monthly invoice to be paid within 5 days of receipt. If we can’t successfully process payments on your account before the billing period starts, however, we will need to pause your account until the balance is settled.
Likewise, if you use any extra time above the prepaid allowance in your Support Plan, we will bill you at the end of that period for this additional time (at the equivalent hourly rate for your plan).

ARE THERE ANY HIDDEN OR ADDITIONAL FEES TO PAY?

No, like any good holiday, our plans really are all-inclusive. There are absolutely no hidden fees.
The only extras you might need to budget for are if your VA will incur expenses as a result of the work you need them to do. Postage costs, travel expenses would be examples of any costs you would need to reimburse us for (at cost).

DO I PAY EXTRA IF I NEED TO WORK WITH MORE THAN ONE VA?

No, utilising the skills of one or more of our VA’s include the hours available for use by any of our team working on your account. If you have more than one Virtual Assistant (e.g. a Marketing VA and a PA), they each debit the time they use from that single total balance.

AM I LOCKED INTO A SCARY LONG CONTRACT WITH EXECPROVA?

No. If you don’t want to stay, we’re not going to make you. We’d prefer to impress you with an outstanding service you can’t live without – not try to pull the wool over your eyes or lock you into a seemingly endless contract.
But if your needs change, just let us know.
Please just note that a minimum of 72 hours’ notice is required.

HOW WOULD I CANCEL MY ACCOUNT IF MY NEEDS CHANGE IN THE FUTURE?

You can cancel your account with ExecProVA at any time. We also won’t make you call our “Customer Liaison Manager” to pressure you into staying either, that’s the joy of working with a remote worker.
Simply drop us an email at least 72 hours before your next billing date and we’ll make sure you don’t lay your eyes on another invoice. That’s it! 

DO YOU AND YOUR VAS HOLD INSURANCE?

Yes, all ExecProVA VAs individually hold Professional Indemnity insurance, however you would hold a legal contract with ExecProVA and not with any individual VA that works on your account.
We hold comprehensive Professional Indemnity insurance with Hiscox which covers all work on your account, with a claim limit of £2.5k for any one task.

WHERE DO I FIND YOUR PRIVACY POLICY?

You can read our Privacy Policy here. https://www.exec-pro-va.com/privacy-policy/ Please ask us to clarify anything that you are not sure about. We are 100% fully GDPR compliant and take your privacy seriously.
If you have a question or feel your rights have been affected, please contact us.