How to Hire Us as Your Virtual Assistant

At IBE Virtual Support, we do more than handle administrative tasks — we help you streamline your operations, save time, and grow your business efficiently.

When you hire us, your business will be assigned a Virtual Office Manager (VOM) who leads a specialized team of Virtual Assistants with expertise in administrative support, project management, customer service, bookkeeping, and more.

Your VOM will be your dedicated point of contact — communicating directly with you, assigning tasks to the most skilled team members, and performing quality assurance to ensure that every task is completed accurately, efficiently, and in alignment with your business goals and processes.

1. Fill Out Our Business Inquiry Form

Start by completing our Business Inquiry Form.

This helps us understand your business needs, goals, and whether you’re looking for:

Part-Time Support (20 hours per week) — perfect for small business owners who need consistent help but want flexibility.

Full-Time Support (40 hours per week) — ideal for entrepreneurs or organizations needing full operational support and daily management.

2. Schedule Your Discovery Call

Once we’ve reviewed your form, we’ll email you an invitation for a Discovery Call. This call helps us learn more about your business, clarify your priorities, and determine how our team can best support your operations.

3. Contract & Billing Setup

After the Discovery Call, we’ll send you two forms to officially start onboarding:

Contract Agreement Form – outlines the scope of work, schedule, and service terms.

Credit Card Recurring Form – sets up your secure, automated billing.

Once both are signed and submitted, we’ll begin your onboarding process.

4. Onboarding to Slack & Trello

You’ll be invited to two key collaboration tools we use to stay organized and connected:

Slack – for real-time communication, quick updates, and easy access to your Virtual Assistant.

Trello – for task tracking, project management, and workflow organization.
If you’re unfamiliar with these platforms, don’t worry! We’ll send you short tutorial videos to guide you through setup and use.

5. Meet Your Virtual Office Manager

Every business we serve is assigned a dedicated Virtual Office Manager (VOM) — your main point of contact and partner in streamlining your operations.
Your VOM leads a team of skilled Virtual Assistants who handle specialized tasks such as admin, marketing, social media, client management, and more.

Here’s how our system works:

You’ll communicate directly with your Virtual Office Manager, who oversees everything.

Your VOM will delegate tasks to the right team members to ensure projects are handled efficiently by the people best suited for each job.

Every deliverable is quality-checked (QA’d) by your VOM, ensuring accuracy, consistency, and adherence to your approved Standard Operating Procedures (SOPs) and training guidelines.

This structure allows us to complete work faster, maintain high standards, and provide flexible, scalable support as your business grows.

6. Two-Week Learning & Setup Period

During the first two-four weeks, your Virtual Assistant will dive into your backend operations—learning your systems, identifying gaps, and optimizing workflows.

We’ll start creating daily task lists, documenting Standard Operating Procedures (SOPs), and ensuring all processes are efficient and aligned with your goals.

7. Weekly Alignment Meetings

We’ll schedule a 30–60 minute weekly meeting to review your top three goals, progress updates, and any blockers that may be slowing things down. These calls ensure we stay on track and continuously improve operations.

8. End-of-Week Reports

Every Friday, you’ll receive an End-of-Week (EOW) Report summarizing what’s been accomplished, what’s in progress, and next week’s focus—keeping you fully informed at all times.