Anything a Personal Assistant can do,
I can do for you from my own office.

Efficient and Dedicated



Personal Assistant for administration and event coordination.

Are daily administrative tasks distracting you from your core business? You may like to consider outsourcing those essential daily tasks to a Virtual Assistant.

Hello, I’m Karen Barclay, and I’m a Virtual Assistant.

In our competitive market, your growing business needs support. My skills drive productivity, no matter what industry you are in.

From my office in Melbourne’s North-West, I can provide a cost-effective alternative for organisational day to day and project tasks allowing you to focus on the strategic development of your business.

Supported by a solid history of more than twenty years’ experience as an Executive Assistant and a Personal Assistant, I have gained knowledge across several industries working in businesses both large and small.


My ideal clients are small businesses, sole traders, and start-ups who are trying to balance the strategic aspects of their business with the demands of their daily operations.


I crave knowledge and am constantly re-educating myself to remain highly skilled in all aspects of administrative processes and technology.

I have provided my services, in a volunteer capacity since 2009, to the child protection organisation – Bravehearts.

Hiring a Virtual Assistant is a flexible and cost-effective alternative to employing an administrative professional. You only pay for the time you use. I do all things a Personal Assistant would, but without the need to attend your office.

Get your schedule back on track and take your life back. Contact me today to see what Karen Barclay Virtual PA can do for you.





Board and Committee support
Correspondence and reports
Data entry
Diary management and meeting coordination
Document management
Editing and proofreading
File and database management
Office management

PowerPoint presentations, video cutting, audio, animations/transitions
Real Estate support
Recruitment coordination
Stakeholder liaison
Travel and flight management
Word processing


Social media
Direct mailing/emailing
PowerPoint presentations
Design and print brochures/newsletters


Coordinate trade booths
Furniture and equipment hire
Liaise with expo organisers
Couriers and transport
Prepare delegate satchels
Organise venues, catering, entertainment
Manage guest and VIP lists
Distribute invitations and collate RSVPs
Organise seating arrangements
Coordinate bump-in/bump-out

Still looking for more information? Any service that you need help with not listed?





A Virtual Assistant is an independent contractor who provides secretarial, administrative, project coordination and event management support to businesses. Using the latest technology, a Virtual Assistant is able to work flexible hours and from their own home office or leased office space. I am a Virtual Assistant.


The initial consultation is free. This is where we discuss your business, what your requirements are, how I can assist you and together we develop a plan on how we can partner to make your business better. All this will be confirmed in a Service Agreement issued with a Welcome Pack prior to work commencing.


A Service Agreement is signed by both parties prior to any work commencing. The Service Agreement confirms the description of service, confidentiality, payment and collection, client approval of work and amendments, and service termination.

A detailed Confidentiality Agreement is also provided to the client as an addendum to the Service Agreement.



I can do most things that a personal assistant would do, but without the need to attend your office.

Below is a snapshot of some tasks that are offered:

  • Board and Committee support;

  • Word processing;

  • Document formatting;

  • Diary management and meeting coordination;

  • Travel and accommodation bookings;

  • Receiving calls and scheduling bookings;

  • Updating social media and website content;

  • Data entry;

  • File and database management;

  • Transcription

The list is endless. Visit my website ‘Services’ page for a more comprehensive list.


I care about my business and the business of my client. Each client receives personal, friendly service, my exceptional high standards and attention to detail, and confidentiality reinforced with a wealth of experience obtained from working within a variety of industries.

My job is to make yours easier.


8:00am to 6:00pm weekdays.

However, I am not limited to these hours and am flexible, in some circumstances, to work around my clients and their timelines.


Time tracking software TOGGL is used monitor the time spent on a task or project. A report is generated and provided to the client.


Advancing technology allows me the opportunity to work remotely whilst maintaining the ability to stay in touch with clients at any time. I am experienced in many office-based software programs that can be found within any business. I am fully competent in all Microsoft Office modules, productivity software, the Adobe suite of modules, Google apps, a variety of CRM databases and accounting programs, Skype, Zoom and online meeting programs, and file sharing programs such as OneDrive, Google Drive, DropBox and Evernote.


The type of work required determines the cost involved and is discussed at the initial consultation.

The fee structures I offer are:

  • A base rate of $46 per hour for standard administration. eg. Diary/email management, travel arrangements, document formatting, etc.

  • A slightly higher rate will be charged for more complex jobs. The rate will be determined by the complexity of work involved. eg. Report writing, minute taking, etc.

  • Projects and event management require that the hours and work involved be calculated and a packaged price quoted;

  • Packs of hours can be purchased at reducing hourly rates from the base hourly rate. Packs of 5, 10 and 20 hours are available and are valid for twelve months from date of purchase.

           5 hours $44 per hour = $220

           10 hours $42 per hour = $420

           20 hours $37 per hour = $740

  • A new addition to the Karen Barclay Virtual PA suite of packages is the Start-Up Package.
    5 hours per week $42 per hour $210 for one month. The Start-Up Package can be renewed a further two times, after which time options are available to purchase either a pack of hours or convert to a retainer of hours per week.

  • Retainer packages are available if you need ongoing weekly, fortnightly or monthly support.

  • Transcription services are charged by the audio minute (a/m) and depend on the turnaround requirements, transcription style, and quality of the audio recording. Transcription pricing starts at $1.60 per a/m for a five-day turnaround, up to $1.90 per a/m for 24 hours turnaround. Other considerations such as background noise, heavy accents, etc. attract a surcharge of $0.18 per a/m.

Please note that GST is additional to the prices quoted above.


  • For casual jobs an invoice is issued and a deposit of 50% is required in advance. The balance of the invoice is to be paid within seven days from completion of the job.

  • Hour packs are invoiced and payable prior to any work commencing.

  • Retainer packages are invoiced monthly, and payment is required within seven days of the date of the invoice.

  • For the recently launched Start-Up Package, invoices are sent, and payment is required in advance. There is some flexibility on payment terms which can be discussed at the initial consultation.


Intellectual Property

I care about my clients and respect the integrity of their intellectual property. At no time will any information or client material be shared with a third party.

​All work is stored in "pCloud" which uses TLS/SSL and Zero Knowledge encryption. More information on the security features of "pCloud" can be obtained from

If you can’t find the answers you’re looking for, please don’t hesitate to get in touch.


The information you provide in the form below will not be used for any purpose other than to respond to your enquiry and to provide you with information about the products and services available to you.


Would you like to find out more?  Email, give me a call, or simply complete the form below.


Get in touch today. 

0432 015 716



Karen Barclay Virtual PA

Karen Barclay Virtual PA respects your right to privacy and is committed to protecting the

privacy of clients and website visitors. This policy sets out how your personal information

is collected and treated.

Karen Barclay Virtual PA adheres to the Australian Privacy Principles contained in the

Privacy Act 1988 (Cth.) and to the extent applicable, the EU General Data Protection

Regulation (GDPR).

Karen Barclay Virtual PA may use personal information collected from you to provide you with information about products and services available to you.

Karen Barclay Virtual PA will use your personal information only for the purposes

that you consent to.

Your data will be kept safe and secure.




"Very happy with Karen's prompt, efficient, and courteous service. Even for a small job like mine, Karen went the full nine yards. I wish her continued success"

Dr John Pulvirenti

Holistic Dental

Brunswick West, Vic.

"Our company recently utilised Karen's typing and data entry skills. Her work was thorough and presented in a timely fashion. I will definitely use her again and have no hesitation in recommending her."

Helen Paterson

Administration Manager


Brooklyn, Vic.

"Karen is an experienced Executive Assistant who was thoroughly dependable and demonstrated initiative in providing support to me. Her good natured and professional approach made for a harmonious and productive working relationship."

Dr Andrew Gosbell
Director of Policy & Research and Deputy CEO
Australasian College for Emergency Medicine

"Karen is detail orientated, highly organised and has a craving to know more (as seen in her collection of books!), to ensure a job well done."

Holly Donaldson
Director of Training & Accreditation
Australasian College for Emergency Medicine

"Karen has taken over the property management of my rental property. I was looking for someone who would provide personalised service when it came to managing my investment and a transparency of costs. Karen has recently completed putting the property on the rental market, personally vetting tenants, providing good constructive feedback the result of which is a long-term quality tenant. Karen has also managed all maintenance requirements (and there have been a few) quickly and efficiently to everyone’s, landlord and tenant’s, satisfaction.  I would not only recommend her but continue to use her services valuing her transparency and good old fashion service."

Gladesville, NSW

"Karen is friendly, flexible, helpful and able to assist with a whole range of tasks in a very timely manner. I would completely recommend her to any business looking for additional administration support."

Jackie King
Communication Manager
iMove Australia

Port Melbourne, Vic


0432 015 716

PO Box 2057, Essendon West, Melbourne VIC Australia 3040

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