YOUR VIRTUAL ASSISTANT

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

Efficient and Dedicated

 
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ABOUT ME

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 tasks and projects 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.

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.

 

SERVICES

ADMINISTRATIVE SUPPORT

Email management

Calendar management

Meeting coordination

Collate and distribute meeting documents

Task management and To-Do lists

Word processing

Office supplies and equipment

General day to day organisation

DESKTOP PUBLISHING AND DOCUMENT MANAGEMENT

Create business forms and document templates

Standardise policies and procedures

Reports, manuals and workbooks

Workshop documents

Formatting and creating templates

Proof-reading and editing

PDF conversions

Online filing and archiving

PowerPoint presentations

DATA MANAGEMENT

CRM/Data management

Business card scanning into CRM

Data entry

ACCOUNTS RECEIVABLE/PAYABLE

Create and send invoices

Debtor management

Process bills ready for payment

Bank feed allocation

ONBOARDING COORDINATION

Students

Staff

Clients

Contractors and Subcontractors

Prepare, collate and send Welcome Packs

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

 

FREQUENTLY ASKED QUESTIONS

 

WHAT IS A VIRTUAL ASSISTANT?

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 can work flexible hours, and from their own office.

I AM A VIRTUAL ASSISTANT.

HOW KAREN BARCLAY VIRTUAL PA WORKS

The initial consultation is free. This meeting is where we discuss your business, what your requirements are and how I can assist you. Together we develop a plan on how we can partner to make your business better. The scope of work, pricing, and terms and conditions are all confirmed in a Service Agreement issued with a Welcome Pack before engagement of services.

IS A CONTRACT REQUIRED?

Both parties sign a Service Agreement before any work commences. The Service Agreement confirms the description of service, confidentiality, payment and collection, client approval of work and revisions, and service termination.

The client also receives a signed Confidentiality Agreement as an addendum to the Service Agreement.

AS A VIRTUAL ASSISTANT, WHAT CAN YOU DO FOR ME?

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

Here is a snapshot of some tasks that are offered:

  • General administration

  • Desktop publishing

  • Document management

  • Data management

  • Accounts Receivable/Payable

  • Onboarding coordination

  • And more...

What is a Virtual Assistant?

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 can work flexible hours, and from their own office.

I AM A VIRTUAL ASSISTANT.

How Karen Barclay Virtual PA works

The initial consultation is free. This meeting is where we discuss your business, what your requirements are and how I can assist you. Together we develop a plan on how we can partner to make your business better. The scope of work, pricing, and terms and conditions are all confirmed in a Service Agreement issued with a Welcome Pack before engagement of services.

Is a contract required?

Both parties sign a Service Agreement before any work commences. The Service Agreement confirms the description of service, confidentiality, payment and collection, client approval of work and revisions, and service termination.

The client also receives a signed Confidentiality Agreement as an addendum to the Service Agreement.

As a Virtual Assistant, what can you do for me?

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

Here is a snapshot of some tasks that are offered:

  • General administration

  • Desktop publishing

  • Document management

  • Data management

  • Accounts Receivable/Payable

  • Onboarding coordination

  • And more...

Why should I choose you?

I care about my business and the business of my clients. Each client receives personal, friendly service, my exceptionally 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 more manageable.

What hours do you work?

8:00am to 6:00pm weekdays.

How are hours tracked?

Time tracking software TOGGL is used to monitor the time spent on a client's task or project. Karen Barclay Virtual PA generates a report from TOGGL and provides it to the client.

 

What tools do you use?

Advancing technology allows me the opportunity to work remotely whilst maintaining the ability to stay in touch with clients. I have experience in a variety of software programs that many businesses use. I am fully competent in all Microsoft Office modules, productivity software such as Asana and Trello, the Adobe suite of modules, Google apps, a variety of CRM databases and accounting programs, online meeting platforms, and file-sharing programs.

How much do you cost?

  • $46 per hour is the base rate

  • Priority jobs attract a surcharge of 25%

  • For projects, or larger jobs, the hours and work involved are calculated and a fixed price quoted.

  • Packs of 5, 10, and 20 hours, at reduced hourly rates from the base rate, are available and valid for three months from the date of purchase.

-  5 hours $225 = $45 ph​

-  10 hours $430 = $43 ph

-  20 hours $800 = $40 ph

  • Retainers are available if you need regular weekly, fortnightly, or monthly ongoing support. A commitment of six months is asked.

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

What are your payment terms?

  • For casual jobs, a deposit of 50% is payable in advance of work commencing. The balance is due within seven days from completion of the job.

  • Hour packs are invoiced and payable before any work commences.

  • Retainers are invoiced monthly, and payment due within seven days of the date of the invoice.

Intellectual property

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

If you can’t find the answers you’re looking for, please don’t hesitate to reach out to me.

CONTACT ME

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 complete the form below.

 

Get in touch today.

kbarclay@karenbarclay-vpa.com

Karen 0432 015 716

THANK YOU FOR SUBMITTING

 
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PRIVACY POLICY

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.

 

TESTIMONIALS

 

"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

"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.

"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 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."

"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

Containerspace

Brooklyn, Vic.

"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 administrative support."

Jackie King
Communication Manager
iMove Australia

Port Melbourne, Vic

Frank
Gladesville, NSW