Frequently Asked Questions

Who We Are? What do we do?

Q: How did AssistPro™ begin?

A: Funny you should ask! We get that question a lot, and we never get tired of telling that story. You can read all about our beginnings here.

Q: What is your Core Focus™?

A: To provide overextended leaders a relationship-driven, high-level executive assistant while prioritizing a rewarding work-life balance for our team.

Q: What are your core values?

A: Our core values are as follows:
1. Help First
2. Collaborative Mindset
3. Integrity Driven
4. Personal Accountability
5. WOW by Ownership
6. Grow or Die

Q: What type of clients do you support?

A: We support the overextended leader looking for a firm to identify the right high-level executive assistant as a long-term solution that will aid in the delegation of their non-unique ability responsibilities. Most of our clients work remotely in their own home offices, but we can also be a great fit for brick and mortar companies too!

What Makes AssistPro™ Different?

Q: How are you different from other virtual assistant agencies?

A: If you’re looking for a task rabbit, we’re likely not the best fit for you. We focus on creating strong relationships that are founded on incredible trust between our clients and assistants. We accomplish this by matching them together based on a tailored process. We believe that in order for our clients to succeed, they need the right assistant not just an assistant.

Q: Will I have one dedicated assistant?

A: Unlike other virtual assistant agencies, AssistPro™ will match you with one dedicated assistant. Our goal is for you and your assistant to grow together, forming a strong and long-lasting relationship.

Q: What is the value in having an AssistPro™ Managing Assistant?

A: Where most companies in our industry pair you with an assistant, we pair you with the right assistant! That right assistant is uniquely invested in your business, and she’ll stop at nothing to ensure you succeed. In addition, our Managing Assistants are backed by an entire community of like minded assistants who have decades of admin experience collectively. We have weekly calls with our team where our assistants can reach out for additional support for their clients. With our collaborative mindset, we work together to provide information that is beneficial to you as you continue to grow your business.

How Does It Work?

Q: How does the virtual assistant concept work?

A: Virtual assistant work isn’t much different from in-house assistant work besides the obvious. We specialize in email management, calendar management, managing backend data, and through online video conferencing platforms, virtual meetings are made possible. Online filing systems like Google Drive and DropBox also make keeping and sharing files with your assistant easy.

Q: How do you know if you need a virtual assistant or an in-house assistant?

A: Though having a virtual assistant works for most people, sometimes an in-house
assistant is a better option. We can help you decide if having an in-house assistant is a
better fit for you.

Q: Am I responsible for providing my managing assistant with office equipment?

A: All of our Managing Assistants are subcontractors leaving the responsibility of having a computer, strong internet connection and other necessary items up to them. If you’d like your assistant to have anything extra like a company cell phone, stock of Leadership Team Manuals, etc. you will need to provide those items.

Q: What does the IT side of things look like?

A: Although our assistants are sourced through AssistPro, we want your assistant to be a part of your team. So, we recommend setting your assistant up with a company email address. You’ll also need to grant your assistant access to your specific online software, email (if email management is on your list of things to delegate), calendar, etc.

Q: Are your services subscription based or do I purchase a monthly retainer?

A: You will purchase a set amount of hours each month to be used in the following month. The amount of hours you purchase from month to month aren’t locked in, which means you can increase or decrease at any time!

Q: What is the minimum amount of hours I can purchase?

A: We recommend beginning with a minimum of 20 hours per month. This will provide your assistant with at least 5 hours a week.

Getting Started

Q: What do I need to do to schedule an initial conversation?

A: We would love to connect with you and chat about your specific needs. You can get that call scheduled by clicking here. You’ll not need to prepare anything for the call, although, we do recommend having an idea of items you’d like to delegate to an assistant.

Q: What does your process look like if I move forward?

A: If you decide that you’d like to move forward after the Discovery Call, we’ll issue your start up fee invoice. Once that fee is paid, we’ll move you straight into our tailored matching process where we will handpick an assistant or two for you to interview. After you’ve decided on an assistant to move forward with, we move you & your new assistant right into On-Boarding to get started.

The Logistics

Q: How does your billing process work?

A: You will be issued an invoice on the 1st of each month with a due date of the 15th. You pay for hours a month in advance, and the amount of hours you purchase can be increased or decreased at any time.

Q: How do your assistants track their time?

A: Our assistants track their time daily through an online software called TMetric. All of our clients have access to TMetric’s online portal where they can view the tasks their assistants have accomplished and the time they have logged for the day / week / month.

Q: What is the term of the AssistPro™ Agreement?

A: Your AssistProT™ Agreement is a month-to-month agreement that can be
terminated at any time, although we do ask for a 30-day notice if you know that you’ll
no longer require our services.

Matching

Q: How does your matching process work?

A: We can’t spill all of our secrets, but we can tell you that our matching process is tailored to fit you. Our matching specialist considers each and every available assistant, comparing factors that she feels will benefit you most.

Q: What factors do you consider when matching your assistants to clients?

A: For us, it’s all about relational compatibility. So, while we do compare skill sets and experience, we also look for an assistant that you can relate to. We believe that having the right assistant is key to your success, and you can rest in knowing that we guarantee we won’t rest until the match is right.

Q: Do I get to choose my assistant?

A: Of course! After our matching specialist has identified an assistant or two, she’ll coordinate interviews with them for you. Once you’ve connected with your potential assistants, you’ll have the option to interview more potential candidates, or to move forward with one that you really feel you hit it off with!

Our Managing Assistants

Q: How many assistants do you have?

A: We have a team of 80+ amazing assistants!

Q: Where are your assistants located?

A: Our assistants work remotely and they are located all over the United States.

Q: How many other clients will my assistant have?

A: Depending on the desired hours your assistant wants to work, she could have a max of two other clients in addition to you. Don’t worry though, our matching process irons out any kinks that could conflict with the availability you need from your assistant.

Q: Are your assistants trained on EOS®?

A: Yes. EOS® specifics are covered in our orientation program.

Q: Are your assistants full time or fractional?

A: Most of our assistants come to us for part time hours, however, we do have assistants that desire full-time hours as well. In general, our clients aren’t seeking a full time assistant which is one of the perks of hiring a virtual assistant.

Q: What do we train our assistants on?

A: Our orientation program covers everything from booking travel to constructing emails to sending calendar invites. We provide them with a list of resources to study as well. Our Managing Assistants generally have well rounded knowledge in the administrative sector and the only training they might require is in your specific programs.

Q: What kind of availability can I expect my assistant to have?

A: Our assistants are generally available Monday through Friday during working hours. We don’t require them to work weekends or late nights. However, in our matching process, we ensure the availability of our assistants matches that availability you need, within reason.

Q: Are your assistants employees of AssistPro™?

A: All of our assistants are considered subcontractors, and not W-2 employees.

How Can You Help Me?

Q: How does email management work?

A: Email management can look different for every client, but we have several different processes that can be tailored to fit your unique style. The most important piece is in granting your assistant full access to your inbox.

Q: Are your assistants comfortable with handling client communications?

A: Client communications is one of our specialities and one you can most definitely delegate. Our assistants are capable of arranging meetings, ensuring information is sent, and answering questions for you

Q: Can my assistant also handle my personal items?

A: Of course she can! A lot of our assistants handle everything from personal travel to booking doctor appointments. She can even put your son’s baseball schedule on the calendar for you.

Q: Can my assistant manage my calendar?

A: Calendar management is one of the things we do best! Giving your assistant full access to your calendar so that she can schedule meetings, arrange coffee dates, and reschedule appointments is guaranteed to give you hours back in your day!

Q: Is my assistant able to manage my company’s finances?

A: Unless you’re matched with an assistant that happens to also have an extensive background in finance, the extent of financial responsibilities from our managing assistants is in sending / tracking / recording invoices.

Q: Do your assistants have experience with content creation for social media?

A: Our assistants don’t typically handle content creation for social media and blog writing, however, they can manage your social media platforms by posting already created content and responding to any messages you may receive through social media messaging.

Q: Do your assistants have experience with CRM’s?

A: Some of our assistants do have experience with certain CRMs, but our AssistPro™ community has extensive knowledge of most popular CRM systems and can be available to help your assistant learn your chosen CRM. Our On-Boarding Specialist is also well versed in many CRM’s systems and can train your assistant in your specific CRM.

Q: Are your assistants familiar with EOS® specific software?

A: Our On-Boarding specialist is very familiar with EOS® specific software and is able to get your assistant up to speed on them as well!

On-Boarding

Q: What information should I bring to the kick-off call?

A: The kick-off call is just that, a kick-off to this journey with your new assistant. You’ll want to come to the call prepared with a list of the items you’d like to delegate first. During the kick-off call, held via Zoom, your On-Boarding specialist will ask you to share your computer screen so that your assistant can get a peek inside your world.

Q: What steps can I take to ease the transition of bringing on an assistant?

A: The most important thing to remember when getting started with your assistant is that communicating regularly is key to getting off on the right foot. Your assistant will likely have questions and vice versa. We recommend a daily huddle and a weekly meeting to identify and discuss tasks, projects, etc.

Q: How long until my assistant and I are in a good rhythm?

A: Just like any relationship, the relationship with your assistant will take time to develop. However, six weeks seems to be the magic number. By week six, you and your assistant should have developed a good working rhythm held together by communication.

Q: After 6 weeks, will my assistant then become a member of my team?

A: Our goal is for your assistant to always be a part of your team. Although she’ll be sourced through AssistPro™, we don’t want you to think of her any differently! We have client and assistant relationships that date back to our very beginning as a company, and these assistants truly are a huge part of their client’s team.

Q: What’s the best way to communicate with my assistant?

A: Deciding on the best way to communicate with each other is one of the first things you’ll need to discuss when you are getting started with your assistant. We recommend connecting at least once a week by way of Zoom or a phone call as a meeting pulse. Daily huddles, text messaging and emails are other great ways to communicate with your assistant.

After On-Boarding & Beyond

Q: What happens if things aren’t working out well with my assistant?

A: It doesn’t happen often, but it does happen. Sometimes things just don’t work out with your assistant. We have a process for that though! If it is decided between you, your assistant and our relationships director that a transition would be best, we repeat our matching process to provide you with another assistant. This process is designed to be pain free and seamless, as we all work together to ensure that you don’t experience any unnecessary delays in your business.

Q: Who do I reach out to if I have a problem with my assistant?

A: You can reach out to our relationships director to discuss any issues you may be having with your assistant. Depending on the situation, she can provide you with solutions or the option to transition to another assistant.

Q: What type of support do your managing assistants have through AssistPro™ after On-Boarding?

A: Support doesn’t end after On-Boarding. We host weekly meetings with our team as well as bi-weekly calls to answer questions, offer advice, and share best practices with others on the team. In addition, our community is established in a Workplace group, a social media platform by Facebook, designed for companies. In our Workplace group, our assistants often post questions pertaining to their clients on best practices, CRM suggestions, etc. Our community is quick to jump in and answer questions, even offering up their time to help with specific items. In addition, our leadership team is always available to answer questions and provide support where it’s needed. With us, you’re not getting just one assistant. You’re getting one assistant that is backed by an entire community of assistants who have decades of collective experience supporting EOS® Implementers, executives, and entrepreneurs. Our supply of resources and tools will never run dry.