Virtual Assistant Help - Email + Diary Management, Gatekeeper, Keeping Me Organised

Hello I'm Dan

I run a successful web development business specialising in tricky problems with WordPress websites, and I'm looking for some help from a VA. I'm a single dad too, so I have lots of constraints on my time. So I'm looking for some help with managing my time.

My ideal is to work with someone long term, so that we get to know how each other works. I particularly want someone who's smart, pragmatic and organised, so that you help create simple systems or ways of working that save me time. I want you to be able to suggest ideas to me that make my life easier. Initiative is very welcome.

The main task that I'm looking for is someone who can help me with email and diary management. Some examples:

- Scheduling meetings and phone calls - I have an automated system for phone calls, but not for meetings. I dislike trying to schedule things in my diary, and I really want to just pass that to someone. Someone who can arrange times, confirm meeting locations, and make sure I have enough travel time in the diary. I don't do many meetings, an average of 3 a month, but I'd like to do 5-6 a month. I specifically want to make the best use of time.

- Dentist/Dr/Osteopath/etc appointments - I procrastinate using the phone, and combined with finding appointment slots, it's annoying and I don't like doing it. I'd LOVE for someone to handle this for me.

- Email - I'm aware that I'm very reactive to email. I'd love for someone to help me work out a way to stick to a schedule so that I can work on quotes, work on projects, or handle 'bitty' jobs that come in each day (some of which are emergencies). I essentially want a gatekeeper so that I don't get tempted to help someone with their website issue and not do what I'd planned. I'd like someone to say to my clients "Yep, Dan has a slot, and he'll get back to you on X day", etc. This is a key area, and a little bit of project management is needed here. This is where I need most help and might take a little while to work out how to do.

- Priorities - When lots of things are going on, I'd really like it if you can help me to prioritise and focus my attention on what's most urgent.

- Holiday Cover - I struggle to switch off, as I worry that emergencies will come through whilst I'm away on holiday. I'd love to have someone manage email and expectations for clients. I want to be able to properly chill.

- Phone Calls - I have an answering service that does a great job, so I don't need incoming calls handled. Sometimes these calls will need following up, but I rarely get phone calls these days, it's usually email.


Essentially I'm looking for someone to help me sift through the noise so that I can do what I do best (solve problems for my clients). I have a lot of loyalty from my clients with a very high retention ratio, and I attract 1-2 new clients a month with zero marketing. I want to scale the business by having 2-3 regular freelancers (I have 1 right now), but firstly I need help on the frontline to give me more time and headspace to work out how to do that.

Initially, I want to go gently so that I can learn to delegate and let go control (I'd need your help to train me). And then there will be more hours as time goes on obviously.


Please respond to this 'Project' with your personal thoughts based on what I've said above. Questions are very welcome. I don't have a preferred hourly rate because I know that quality matters more than quantity (even more so whilst I establish a good working pattern). I've given a budget for the project as an initial outlay for testing out some ideas with you.

If you happen to be geographically located in Hampshire, UK, even better. However, anywhere in the UK is fine with me.

Thank you!