Project Management Virtual Assistant: What You Need to Know

Project Management Virtual Assistant: What You Need to Know


All businesses aim to succeed, no matter what industry they belong to. To excel in your line of industry, a lot of preparation needs to go into every project you build. This rings true if you are a small business owner trying to make a name for your brand in the market. 

Overseeing all aspects of your business can be a challenge, which is why it is important that you build a reliable project management team that can help you with your current workload and future campaigns. 

Recent trends show that 61% of organizations provide some aspect of project management training. Doing such an initiative allows you to stay on top of overwhelming tasks and get the job done more efficiently.

If you don’t have the resources to form a team of your own, then looking into a project management virtual assistant (VA) in the Philippines can be the next best solution. 

What is a Project Management Virtual Assistant?

A project management VA is a person that can help manage specific projects your business creates. When you have a plan in mind, your virtual project manager can conceptualize your ideas and make the necessary preparations to make them work. This typically begins from the early stages of planning until the final product or service is delivered. 

Tasks a Project Management Virtual Assistant Can Handle

Many VAs offer a wide range of skills and expertise to help businesses succeed and grow. Here’s a rundown of the most common responsibilities a project management VA can handle for you. 

  • Manage the project team

The project manager handles everyone and everything involved with the assignment. This includes giving out tasks, keeping tabs on progress, and motivating other staff to put in their best efforts for every deliverable.

  • Develop and control the budget

Business projects are often established with a set budget that your project management team must adhere to. With a VA on board, they can be tasked to plan out cost estimates and deliver the project without overspending. 

  • Prepare reports and documentation

A virtual project manager will be responsible for bookkeeping and creating updated reports that clients can use to keep up with the project. Through this, you can easily learn who was involved in each task and what process it has undergone already. 

  • Organize schedules 

All business projects should follow a pre-determined plan and timeframe for projects, which is a prime key to success for industries across the board. Luckily, your VA can build an efficient timeline that contains tasks and deadlines your team can follow to work productively. 

  • Perform risk assessment 

Another task that project managers can handle is to predict issues that may come up and find methods of solving them. This helps your team assess the situation more quickly and take safer approaches to accomplish the job.

  • Allocate resources 

A project management VA can systematically control and assign assets, such as tools and facilities, depending on your team members’ needs and the requirement to complete a task. This allows you to gain more efficiency in your workflow.

  • Perform quality assurance checks

Testing multiple aspects of your project builds an opportunity to find flaws in your work and improve them before sending out the final product. With the help of a virtual project manager, you can ensure that your customers’ expectations are met. 

  • Verify for project closure

Once everything is done, the project management VA can formally confirm project completion and transfer all deliverables to your clients. But before doing so, final checks are made before it is released. 

Qualities to Look For in a Project Management Virtual Assistant

Working with the right people can help ease your business process and allow you to focus on other priorities without worries. Here are a few qualities you should watch out for when hiring a project management VA. 

  • Excellent communicator

The right person for the job should demonstrate effective and clear communication when responding to emails, texts, or calls. These replies should also be quick and direct to avoid delays with your progress.

  • Adaptable and flexible

For any business project, problems can occur unexpectedly. This is why having a virtual project manager who is quick on their feet can help reduce the risks of having to deal with an issue in the first place.

  • Highly skilled in digital tools

A project manager should be knowledgeable in using different productivity tools to help complete tasks more efficiently. Not only is this a must in today’s digital world, but it also helps speed up your process and keep data organized. 

  • Cultural fit 

Someone who is a good cultural fit for your company can maintain the good standing of your business’s reputation. This ensures that they can get along with other team members and help each other stay motivated

  • Proactive mindset 

A proactive project management VA is a must so your team can take control of any situation and prevent problems from happening. Having someone responsible to take charge of a project can save you time and resources while giving you peace of mind.

  • Trustworthy and honest

Working with a manager you can trust is essential for driving your business towards success. An honest project manager will tell you how things are really doing and help you make well-informed decisions.

  • Works well under pressure

Project managers deal with multiple tasks and can constantly be under pressure. As such, someone who can keep their cool and still deliver results despite stressful situations makes a good fit for the role. 

  • Expert multitasker 

A skilled multitasker can improve project workflows and help your team feel more accomplished. With this quality, you can also feel more confident in your virtual project manager.

Outsource Success with Outsource Access

It’s inevitable for business owners to have a lot on their plate, and they often cannot manage everything alone. This is why it is essential to have a reliable VA with the right skillsets that can help you manage your business projects and more.

Start building your dream team and work with the experts in the outsourcing industry today. Get in touch with us at Outsource Access or learn more about the steps in our outsourcing process to find the perfect VA for your company.

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