This training programme is designed to align you with the standards, values, and expectations of working as a Virease Virtual Assistant. At Virease, our goal is not just to complete tasks — but to integrate seamlessly into our clients' businesses and help them reclaim their time.
By this stage, you have already proven your ability to perform. This training shapes how you perform at Virease.
What This Training Will Do
✓Clarify how we work at Virease
✓Define what it means to be a proactive Virtual Assistant
✓Align you with the standards expected when working with clients
📋
Part 1
Positioning & Expectations
30–40 mins
⚙️
Part 2
How We Work
45–60 mins
🎯
Part 3
Service Areas
Up to 45 mins
Part 1 of 3 · 30–40 Minutes
Positioning & Expectations
About Virease
What We Do
Virease connects skilled Virtual Assistants with busy entrepreneurs and business owners who need reliable, smart support — not just task-tickers. We specialise in building long-term VA-client relationships built on trust, proactivity, and results.
Leadership & Values
Virease is built on the belief that every business deserves a proactive partner, not just an assistant. Our leadership sets the standard for professionalism, communication, and client-first thinking — and we expect the same from every VA on our team.
2026
Established
VA Services
Focus
Reclaim Time
Mission
What It Means to Be a Proactive VA
A proactive VA does not wait to be told everything. At Virease, proactive means:
1
Communicates Updates
Without being asked — clients always know where things stand
2
Flags Issues Early
Raises problems before they become crises
3
Suggests Solutions
Brings answers, not just problems, to every challenge
4
Thinks Ahead
Anticipates client needs before they're expressed
5
Protects Client Time
Through organisation, clarity, and being prepared at all times
Real Examples: Good vs Poor Behaviour
Click each scenario to see what proactive looks like in practice — and what it doesn't.
Communication & Updates
How should you handle task updates and keep clients informed?
▼
✓ Proactive — Good Behaviour
"Hi [Client], just a quick update — I've completed the inbox triage. I noticed 3 emails needed urgent replies; I've drafted responses and added them to our shared folder."
✓ Proactive
"I've hit a small delay with the supplier — they haven't responded yet. I'll follow up by 3pm and flag if we need to escalate."
✓ Proactive
"While reviewing your calendar, I noticed a conflict next Wednesday. I've suggested two alternative times — let me know your preference."
✗ Reactive — Poor Behaviour
"Done." — No context, no next steps, nothing.
✗ Reactive
Waits until the client asks: "What happened with the supplier?"
✗ Reactive
Completes only the exact task given. Misses the conflict entirely.
Problem Solving & Initiative
What does it look like to bring solutions and take ownership?
▼
✓ Proactive — Good Behaviour
"I noticed the task list is getting long. I've reorganised it by priority and estimated time — would this format work going forward?"
✓ Proactive
"I can't access the tool we need. I've tried two solutions, neither worked. Here are three alternatives we could use instead — your call."
✓ Proactive
"Your newsletter is scheduled for Thursday. I've double-checked links, subject line, and send list. All clear — I'll confirm once it goes out."
✗ Reactive — Poor Behaviour
"What do you want me to do first?" — asked every single day.
✗ Reactive
"I can't log in." — then goes quiet, waiting for the client to solve it.
✗ Reactive
Sends the newsletter without checking, or waits for the client to remind them.
The Virease Standard
Every VA at Virease is expected to embody these principles every day.
→
Clients should never chase you for an update.
You bring the update to them.
→
You don't just spot problems.
You come prepared with solutions.
→
You don't wait to be told what's needed.
You anticipate and act.
→
Your goal isn't just to complete tasks.
It's to protect your client's time.
Key Takeaways
01
Virease is about integration, not just task completion
You are a strategic partner to your client's business.
02
Proactivity is non-negotiable
Communicate, flag, suggest, anticipate. Always.
03
Good behaviour is a habit, not an event
Consistent proactivity builds trust — one interaction at a time.
04
You represent Virease in every client interaction
Our reputation lives or dies by the standard you set.
Part 2 of 3 · 45–60 Minutes
How We Work
As a Virease VA, you operate within four interconnected relationships. How you show up in each one determines the quality of work Virease delivers.
Your Role: Self
We Expect
Consistent Availability
Log on at your agreed time daily. If something comes up, communicate early.
"I'll be 30 mins late today, I'll make up the time this afternoon."
Plan Your Workday First
Before opening your task list, spend 10 minutes reviewing priorities. Know your top 3 tasks before you start.
Prioritise by Urgency & Impact
A client waiting on a sent proposal takes priority over formatting a document due next week.
We Do Not Expect
✕Waiting until deadlines. Starting a report at 4:55pm when it's due at 5pm. Begin early — flag issues when there's still time to fix them.
✕Disappearing without notice. Going quiet mid-task without explanation. Even "I need 2 hours to focus on this" is better than silence.
Remember
Your reliability is your reputation. Clients and the Virease team should never wonder where you are or whether a task is being handled.
Your Role: The Agency
Professional Communication
Clear & structured messages: Short paragraphs, bullet points for lists. No walls of text.
Acknowledge before starting: Reply "Received — I'll have this done by 3pm" not just silence.
Proactive updates: "Just to let you know, I'm halfway through — on track for 3pm."
Critical Thinking
Never stop at unclear instructions. Make your best attempt, then flag: "I've interpreted this as X — is that correct?"
Bring solutions. Don't say "I'm stuck." Say "I hit a snag — here are two ways I think we can handle it."
Batch your questions. Don't interrupt with one at a time.
Attention to Detail
Check before submitting: Re-read every email, document, and update before sending.
Verify everything: Dates, names, numbers — errors reflect on the client and on Virease.
Format consistently: Match the style the client uses unless told otherwise.
Integrity
Be honest about progress. If you're behind, say so early — never at the deadline.
Don't overstate capabilities. If you haven't done something, say so and commit to learning fast.
Own your mistakes. Spot an error? Flag it and fix it before the client does.
Your Role: The Client
01
Communicate professionally at all times
Even when a client is short or frustrated, your tone stays calm, clear and helpful.
"Understood — I'll get that sorted right away and update you by end of day."
02
Keep the client informed of progress
Don't wait for them to ask. Send a brief mid-task update.
"Working on the proposal — I'll have a draft ready for your review by 2pm."
03
Clarify unclear instructions early
If a brief is vague, ask before you're halfway through.
"Just to confirm — when you said 'tidy up the report', did you mean reformatting only, or also editing the content?"
04
Stay organised so the client doesn't have to
Maintain shared trackers, use agreed filing structures, and never make the client repeat themselves. If they've told you once, note it and apply it every time.
Your Role: Fellow Virtual Assistants
Share Information Clearly
When handing off tasks, leave clear notes. Don't make a colleague guess where you left off.
"Report is in Dropbox > Client A > Reports. Draft is 80% done — still needs section 3 and a proofread. Client expects it by Thursday 5pm."
Respect Deadlines That Affect Others
Your delays don't just affect you — they affect every VA in the chain.
"I need an extra 2 hours on my section — does that work for your timeline?"
Support Team Workflows
If you see a team member struggling or a gap in coverage, flag it.
"I noticed the Monday inbox hasn't been triaged — I can cover it if the assigned VA is unavailable. Just confirm and I'll start."
Maintain Integrity & Accountability
Don't blame colleagues, hide mistakes, or shift responsibility. Own your part.
"That was my oversight — I missed the update in the shared doc. I've fixed it and I'll double-check going forward."
Communication Standards
Response Time
Acknowledge within 2 hours during working hours. Even a brief "Got it — I'll look into this" is enough.
Message Format
Lead with the purpose. Keep it brief. Use bullet points for multiple items. End with the next action or deadline.
Tone
Always professional. Never casual in client messages. No slang. Mirror the client's formality level if unsure.
Escalation
If you cannot meet a deadline or resolve an issue, escalate before the deadline — not after it's missed.
Written Updates
End-of-day update: what was done, what's pending, any blockers. One short message. Every day.
Asking Questions
Batch questions together. Read through all your queries before sending. Never send 5 separate messages.
Task Handling — The 6-Step Process
1
Receive & Acknowledge
Confirm receipt and expected completion time immediately.
2
Clarify Before Starting
Ask any questions now — not halfway through the task.
3
Plan & Prioritise
Slot into your workday based on urgency and impact.
4
Execute with Focus
Work without interruption. Update proactively if delays arise.
5
Check Before Submitting
Review your work for accuracy and completeness. Every time.
6
Deliver & Confirm
Send with a brief note confirming completion and any relevant flags.
Non-Negotiables
→Never start a task and go quiet — update if you are delayed
→Never submit work you haven't personally reviewed
→Never miss a deadline without advance notice
Updates & Follow-Ups
If the client has to ask for an update, you've already missed an opportunity.
Progress Update
When mid-task on anything over 2 hours
"Hi [Client], just checking in — I'm about halfway through the supplier research. On track to send you a summary by 4pm today."
Completion Confirmation
The moment a task is done
"Done — I've uploaded the formatted report to the shared folder. One thing to note: the Q3 figures were missing from the original, so I've flagged that in the doc."
Delay Notice
As soon as you know — not at the deadline
"Quick heads-up — the invoice reconciliation is taking longer than expected. I'll have it to you by 6pm instead of 4pm. Sorry for the delay."
Real Scenarios
Click each scenario to see the wrong approach, a better approach, and the best response.
Scenario 1
Your client sends this message at 9am: "Can you sort out the newsletter?" — no brief, no deadline, no content provided.
▼
✗ Wrong Response
Going silent. Starting nothing because you don't know what to do. Or sending questions one at a time: "What's the topic?" then later "What's the deadline?" Or doing it entirely wrong and submitting without clarifying.
▲ Better Response — Batched Questions
"Hi [Client], happy to sort the newsletter. To get started, could you confirm: (1) topic/theme, (2) deadline, and (3) where to find any content/assets?" Then wait before starting.
✓ Best Response — Attempt + Flag
"Hi [Client], I've started a draft newsletter based on last month's theme and your usual format. I've left placeholders where I'd normally need your input. Can you review and confirm by [date]? Let me know if you'd like a different direction."
Scenario 2
You sent a question to the client at 10am. It's now 3pm, you haven't heard back, and the task is due by end of day.
▼
1
Don't freeze — progress what you can
Continue working on every part of the task that doesn't require their input. Document what you're waiting on.
"I've completed sections 1, 2, and 4. Section 3 requires the Q3 figures you mentioned — holding on that until I hear back."
2
Send a polite follow-up by mid-afternoon
One follow-up, clearly worded, with the deadline context. Don't send multiple messages.
"Hi [Client], following up on my earlier message — I want to make sure I hit the EOD deadline. Happy to proceed with a best estimate if you're tied up."
3
Make a documented decision if still no response
Use your best judgment, complete the task, and flag what you assumed.
"I haven't heard back so I've gone with last month's figures as a placeholder. Please review and let me know if these need updating."
4
Never miss a deadline because of the client's silence
Their lack of response is not your excuse to miss a deadline. Proactively solve around it.
"I've delivered the task as best I could with the information available. Happy to revise once you've had a chance to review."
Key Takeaways
01
You are part of a system — your behaviour affects everyone
Self, agency, client, and team all depend on your consistency and professionalism.
02
Communication is a skill — practise it deliberately
Clear, timely, structured messages build confidence and trust with clients.
03
Task handling is about ownership, not just completion
Acknowledge, clarify, execute, review, deliver. Never go quiet mid-task.
04
Updates are your responsibility — not the client's job to ask
Proactive communication is the single biggest differentiator of great VAs.
05
Unclear situations are normal — how you handle them defines you
Think, attempt, flag. Never freeze. Never disappear. Always document.
Part 3 of 3 · Up to 45 Minutes
Service Areas
Every VA at Virease is placed within one or more of these six service categories. Select each one to review what's expected and what excellence looks like in practice.
🗂️
Administrative & Operational Support
This is the backbone of most client engagements. Your job is to keep the client's business running smoothly without them lifting a finger for daily admin.
"12 inquiries reviewed — 3 resolved, 6 in progress, 2 escalated to you for a decision."
Responding Professionally & Promptly
Clear, warm, on-brand replies. Match the client's tone. Never copy-paste generic responses.
"Hi Sarah, thank you for reaching out — I completely understand your concern. Here's what I've arranged..."
Resolving Complaints & Handling Escalations
Acknowledge, apologise where appropriate, resolve or escalate fast. Never leave a complaint sitting.
"Complaint acknowledged and resolution offered within 24hrs. Flagged to the client — logged in CRM."
CRM Records, Follow-Up & Relationship Management
Every interaction logged. Follow-ups scheduled. No customer falls through the cracks.
"All interactions logged in HubSpot. 8 follow-up reminders set. 3 long-term clients flagged for a check-in this week."
📅
Executive Assistance
An Executive VA operates as a trusted extension of a senior leader. Discretion, judgement and anticipation are essential. You are their gatekeeper.
Managing Executive Priorities & Workflows
Understand what matters most. Shield their time from low-value requests and manage workflows on their behalf.
"I've reviewed your inbox and flagged 3 items for today. Everything else has been actioned or deferred."
Inbox Triage & Communication Filtering
Sort by urgency. Draft replies for routine correspondence. Only escalate what truly needs the exec's attention.
"Draft replies prepared for 5 routine emails. 2 flagged for your personal response — links included."
Travel, Meeting & Schedule Coordination
Manage a complex diary. Coordinate travel logistics. Protect focus time and anticipate preparation needs.
"Wednesday blocked 9–12 for deep work. Travel booked for Thursday — itinerary and prep notes sent."
Executive Briefs, Summaries & Reports
Distil meetings, reports and updates into concise briefs. Your exec should never have to read the same thing twice.
"Meeting summary: 4 decisions made, 6 action items assigned. Full notes in Drive — 90-second brief below."
📱
Marketing & Social Media Support
You are representing the client's brand. Every post, caption and comment is public. Accuracy and tone matter enormously.
Social Media Content Planning
Build and maintain a content calendar. Plan posts in advance across agreed platforms.
"Content calendar updated — Mon/Wed/Fri posts planned for Instagram and LinkedIn for the next 2 weeks."
Post Scheduling & Publishing
Schedule and publish posts on time using agreed tools (Buffer, Later, Hootsuite). Always preview before publishing.
"This week's posts queued and scheduled. Tuesday Reel published at 7pm as agreed — tracking started."
Caption Creation & Audience Engagement
Write on-brand captions. Engage authentically with comments and DMs to grow the community.
"5 comments replied to, 3 DMs answered. Next week's captions drafted and in shared doc for approval."
Community Management & Brand Monitoring
Monitor messages and interactions across all platforms daily. Flag sensitive content before responding.
"Negative comment flagged and hidden — draft response in notes, please confirm before posting."
🎯
Lead Generation & CRM Management
In lead gen, accuracy and consistency are everything. A missed follow-up or dirty CRM data can cost the client real revenue.
1
Prospect Identification & Market Research
Identify qualified leads using agreed criteria. Research prospects thoroughly before any outreach begins.
"10 prospects researched on LinkedIn matching your ICP — company size, industry, and role confirmed."
2
Outreach Coordination & Lead Nurturing
Craft personalised outreach — never mass-blast. Nurture leads consistently through the pipeline.
"Outreach sequence drafted for your approval. 5 warm leads flagged for personalised follow-up this week."
3
CRM Data Updates & Pipeline Management
Keep records current after every interaction. Manage pipeline stages — no outdated contacts or blank fields.
"CRM updated after today's calls — 6 records refreshed, 2 duplicates merged, pipeline stages updated."
4
Tracking Activities, Conversions & Appointments
Monitor conversion rates, log all sales activity, and coordinate appointment booking with prep materials.
"Discovery call booked with James at Apex Ltd — Thursday 2pm. Prep notes sent. 3 conversions logged this week."
🏠
Specialised Business Support
This area is reserved for VAs with specific tools, industry, or technical expertise. If placed here, you'll be briefed in detail during client onboarding.
Industry-Specific Administrative Processes
Support processes unique to the client's sector — e.g. legal doc prep, real estate listings, e-commerce order processing.
"New property listings uploaded, descriptions formatted to template, photos tagged and filed — 6 listings live."
CRM Workflow Automation & System Integration
Build or manage automations (e.g. Zapier, HubSpot workflows). Ensure triggers, pipelines and integrations work as intended.
"Zap updated — new lead form submissions now auto-create a CRM record and trigger the welcome email sequence."
Managing Projects & Collaboration Tools
Manage workspaces in Asana, Monday, ClickUp, Notion etc. Keep tasks, timelines and owners accurate and current.
"Sprint board updated — 4 tasks moved to Done, 2 new tasks added with owners and due dates assigned."
Business Analytics, Reporting & Dashboards
Build and maintain reports or dashboards that give the client clear, real-time visibility of their business performance.
"Weekly dashboard refreshed — revenue, pipeline and open tasks summarised and ready before Monday's standup."
Principles That Apply Across Every Service Area
Regardless of which area you're placed in, these never change.
01
Understand the context, not just the task
Know why the client needs this done. That context shapes how you approach, prioritise and communicate.
02
Quality over speed — but meet your deadlines
A fast but wrong deliverable is worse than asking for more time. Aim for both, but never sacrifice accuracy.
03
You are the expert in your area — act like it
Spot a better way of doing things? Suggest it. Add value beyond the task you were given.
04
Document everything consistently
Clear records protect you, the client, and the Virease team. If it isn't logged, it didn't happen.
05
Stay current with your tools
Platforms change. Processes evolve. Take ownership of knowing your tools well.
Knowledge Check
Knowledge Check
Answer all 5 questions. You need at least 4 out of 5 correct to complete the training.
Question 1
A proactive VA at Virease should:
Question 2
A client sends unclear instructions at 9am. What is the best Virease response?
Question 3
It is 3pm. You sent a question to the client at 10am and have not heard back. The task is due end of day. What do you do?
Question 4
Which of the following best describes how a Virease VA handles an end-of-day update?
Question 5
Which principle applies across all six Virease service areas?
🎉
5/5
🎓
Training Complete!
You've successfully completed all three parts of the Virease VA Training Programme. You're now aligned with the standards required to work with Virease clients.
Training Completed
✓Part 1 — Positioning & Expectations
✓Part 2 — How We Work
✓Part 3 — Service Areas
✓Knowledge Check — Passed
Certificate of Completion
Virease VA Training Programme
Fully Managed Virtual Assistant Standards
virease.com
What Happens Next
Your results will be reviewed by the Virease management team
You'll receive your client assignment brief
Your first check-in will be scheduled within 48 hours