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Whether you’re a motivational public speaker encouraging small business owners or have a successful speaking career in education, chances are you’re really busy. Most people aren’t aware of what happens behind the scenes. Many assume that it’s as simple as standing in front of a group of people and just talking.

However, you and I both know that securing and preparing for speaking engagements is no easy feat. It requires building a personal brand, consistent marketing efforts, researching speaking events, and more. If you’re trying to do all of this alone, it can seem overwhelming and tedious. Fortunately, a virtual assistant for speakers can make it easier.

What is a Virtual Assistant?

Since you found this blog post, you’ve at least heard of virtual assistants (VAs), but you might not be 100% clear on what they are. Some people assume they’re some type of AI tool, and others think we’re talking about digital assistants like Siri and Amazon’s Alexa. However, anytime we talk about VAs, we’re referring to human beings.

A virtual assistant is a self-employed professional who works remotely. Some virtual assistants are employees, but the majority are independent contractors and, thus, business owners themselves.

Because they’re self-employed, they’re responsible for providing their own workspace, equipment, and benefits. In addition, they pay their own taxes. This equals cost savings for those trying to grow their speaking career but are not ready for employees.

Woman completing virtual assistant services

Why Hire a Virtual Assistant?

A virtual assistant for professional speakers

There are several reasons why a public speaking professional should hire a VA. The right one can help you focus on the building blocks in your business that can take you to the next level.

Streamline Business Operations

For one, they can use their expertise to help streamline various business tasks. As a business owner, you likely do things a certain way, but it might not necessarily be the quickest or simplest way.

Focus On Your Speaking Career Goals

If you’re handling everything on your to-do list except the tasks that lead to speaking engagements, this can stunt your business growth. A VA can provide administrative support and more, so you can zero in on what you do best.

Achieve Work/Life Balance

Has it been a while since you took a vacation? Are you missing out on family functions because you’re knee-deep in work? Hiring a VA can help you maximize your personal and professional schedule. Let them handle all the details so you can enjoy some leisure time.

Flexible

A virtual assistant for professional speakers only works when you need them to. So, if some months are busier than others, they can adjust. In addition, if you need assistance after hours or on the weekends, that may be possible.

Efficient

We match our clients to a top-tier U.S.-based virtual assistant with the specialized skills required to complete the tasks you need help with most. As a result, they are less likely to waste time or money when handling to-dos.

Cost-Effective Way

Virtual assistants for public speakers are responsible for paying their own taxes, benefits, and computer equipment, allowing business owners to save more money than they would with in-house employees.

What Tasks Can Virtual Assistants For A Public Speaker Do?

Now that you’re up to speed on what a VA can do for a professional speaker and why they’re beneficial, let’s discuss the numerous ways they can support you.

A Virtual Assistant for a Speaker Can Do Administrative Tasks

It’s no secret that administrative tasks take up a lot of time. In fact, entrepreneurs are believed to spend almost 40% of their workweek doing administrative work.

Here are some of the duties an admin VA can take on for you:

  • Creating, sending, and following up on invoices
  • Preparing service proposals and contracts
  • Researching speaking engagements and putting information into a spreadsheet
  • Assisting with travel arrangements: coordinate flights or ground transportation; select hotels and Airbnbs, etc.
  • Developing a speaker fee schedule document
  • Helping with pitch materials, PowerPoint slides, etc.
  • Looking up upcoming events and potential speaking opportunities
  • Assisting with lead generation
  • Identifying ways to keep your operations and processes consistent
  • Designing a speaker one sheet
  • Organizing digital files, like cover letters, a Canva presentation, and more
  • Aiding with the hiring of other staff members
  • Helping with calendar management
  • Keeping track of other admin tasks that come up
  • Finding locations where you can do book promotion (if you plan on selling a book)
  • Conducting email management, such as sorting and filtering emails, prioritizing inquiries about speaking opportunities
  • And more!
Virtual assistant doing admin work, like data entry, for an upcoming speaking engagement

Virtual Assistants Can Help With Customer Support Tasks

Wondering how a virtual assistant can help with customer service tasks? Consider the following:

Gathering details from clients
  • Connect with conference coordinators
  • Coordinate with event organizers about the goals of the speaking engagement and what they want the audience members to walk away with
  • Provide quick responses to potential clients interested in working with you.
  • Gather details about the event space from conference managers and/or event coordinators
  • Promptly follow up on requests about upcoming speaking engagements that align with your brand
  • Reach out to prospective clients about other products and services you offer
  • Respond to emails, text messages, and voicemails
  • Assist with any customer complaints and concerns from clients

A Virtual Assistant Can Manage Your Social Media Accounts

One way to boost your speaking career is by utilizing social media channels to leverage your social presence. When used correctly, social media can help generate leads, increase brand visibility, and improve audience engagement.

However, despite its benefits, where would you even find the time to spend on all of the different social media sites? This is where a social media virtual assistant comes in. A virtual assistant can help with:

  • Developing a strategy for each of the social media sites
  • Staying on top of trends that align with your expertise and posting your opinion
  • Monitoring key performance indicators, like follower count growth over time
  • Scheduling your content calendar
  • Directing you on what types of content you should gather at speaking events
  • Replying to direct messages and comments
  • Acting as a Facebook moderator if you have a group
  • Utilizing Canva, Photoshop, Premier Pro, and other photo and video editing tools
  • Completing hashtag research
  • Making sure content aligns with your overall aligns with ones speaking engagement strategy
  • And more!
VA assisting with social media marketing

A Virtual Assistant Can Aid With Email Marketing

Social media can help get leads to your website, but email marketing campaigns are what nurture them into paying customers. Here’s how an email marketing VA can help:

Helping with email marketing
  • Upload name, email, and other prospect information into email automation software
  • Stay on top of email practices to avoid email being marked as junk or spam
  • Campaign content preparation, such as obtaining images, writing copy, and more
  • Double-check that email templates look great across all mediums
  • Segment your subscriber list based on different types of audience members
  • Monitor the analytics, such as open rate, clickthrough rate, etc.
  • Schedule the content in advance

A Virtual Assistant Can Help With Technical Tasks

Wouldn’t it be nice if you could use technology to make running your small business easier? Well, a virtual assistant can help with that too. Here are some suggestions of what a technical VA could do:

  • Add and/or update website plug-ins
  • Upload informative blog posts to your website
  • Design landing pages and sales page
  • Identify ways to integrate tools to reduce manual labor
  • Set up a teaching platform to sell digital courses
  • Add digital products to your website
  • Set and manage a CRM tool like Honeybook, Dubsado, etc.
  • Assist with a virtual presentation to ensure all tools work correctly
Working on website to increase speaking events

A Virtual Assistant Can Assist With Personal Tasks As Well

Maybe all of your business tasks are covered, but you need someone who can assist with lifestyle management duties. Let a virtual assistant handle the following personal to-dos:

Virtual assistant can help with all the details
  • Manage your and your family’s calendar
  • Assist with hiring landscapers, housekeepers, dog walkers, and other household staff members
  • schedule appointments with doctors, dentists, etc.
  • Find recipes that align with your diet
  • Perform online shopping for anniversaries, baby showers, weddings, birthday parties, etc.

What Qualities Does A Great Virtual Assistant Have?

Keep in mind that you don’t want to hire any virtual assistant that comes along. Hiring the wrong one could be a nightmare, so here’s what you should look for:

Very Organized

A great public speaking assistant won’t have any issues keeping track of information for your various speaking opportunities. They’ll ensure your presentation materials and more are ready for your upcoming events.

Incredibly Detail Oriented

The small details matter, so you want a virtual assistant who can focus on what’s required for your upcoming speaking engagement. Are there certain things you should know about the audience or venue? What kind of presentation is appropriate? They’ll gather those details so you can focus on the big picture.

Superb Time Management

Your virtual assistant won’t just be managing their own time; they’ll be managing yours too. They should be skilled at dividing their time between various activities.

Professional

Whether your virtual assistant is client-facing or solely working with you, it is paramount to exercise professionalism at all times. This includes maintaining confidential information.

Excellent Communication

As a public speaker, you know how important great communication is. The best virtual assistant excels at written and verbal communication, so your personal brand remains polished.

Event Experience

While this isn’t a deal-breaker, a VA who’s helped with a virtual or in-person event knows the ins and outs. This can help you.

Virtual assistant for public speakers aiding with travel arrangements

How Can I Prepare For A Virtual Assistant?

One of the biggest mistakes people make when outsourcing for the first time is failing to prepare. Just like you thoroughly prepare for potential annual speaking engagements, you should also do the same when selecting a VA. Here’s what we suggest:

Public speaker looking for virtual assistants to help with speaking event
  • Develop a to-do list that includes all of the tasks you’d like them to complete
  • Create work instructions/SOPs if you want certain duties done in a specific way
  • Confirm when you’d need your VA to be available
  • Come up with a list of tools/software they’ll need access to
  • Decide your budget
  • Consider if you want overseas talent or U.S.-based talent
  • Schedule a discovery call with Imperative Concierge Services

When Is The Best Time To Hire A Virtual Assistant?

If you’re questioning whether or not you should hire a virtual assistant, you probably already need one. Here are some signs that it’s time to take the leap:

  • Your workload is temporarily increasing, and you need an extra set of hands
  • You have no clue how to complete certain tasks and have no interest in learning
  • There are tasks you dread doing and place on the back burner, although they’re important
  • You’re overwhelmed/experiencing burnout
  • A software/tool may improve your business operations, but you don’t know how to set it up or manage it
  • You’re ready to scale your business but know you can’t do so alone
Public speakers virtual assistant assisting with event

Ready to Find Your Best-Match Virtual Assistant?

Virtual assistant helping speaker with event

We’ve been helping entrepreneurs and busy professionals just like you since 2015, so we’re not new to this. From solopreneurs who need assistance for a one-time project to large businesses that require daily support, we can accommodate our clients’ needs. It’s time for you to work on perfecting your next speaking engagement and let a virtual assistant handle the rest.

Book A Discovery Call: VA For Speaking Engagements

We’re a public speakers solution for outsourcing. If you’re ready to be matched to the right virtual assistant, schedule a discovery call below!

You can learn even more about our virtual assistant services here.