Hybrid Virtual Assistance for a Post-COVID Workplace

In the wake of COVID-19, many companies restructured their operations to embrace hybrid working models. One such organisation partnered with Virtual Assistants Group to bridge the gap between traditional office administration and modern remote workflows. They required a versatile assistant who could not only provide remote support but also maintain a physical presence in the office one day a week to handle critical on-site tasks.

The Challenge

As the business transitioned into a hybrid setup, the leadership team needed dependable, flexible administrative support to handle both digital and in-person responsibilities. The role required someone confident in dealing with confidential information, managing multiple points of communication, and coordinating with both internal departments and external suppliers. The client was looking for: - Strong office administration and calendar management - Onboarding support and HR administration - Supplier coordination and contract management - Support with employee logistics and internal communication - Technical ability to handle various software platforms

The Solution

Virtual Assistants provided a highly capable hybrid virtual assistant who quickly adapted to the role. Key tasks included: - Managing shared inboxes, diary bookings, and travel logistics - Coordinating staff onboarding, including equipment orders and IT setup - Supporting HR functions such as tracking training records and medical bookings - Overseeing supplier relationships and organising contracts for office services - Handling inventory, office supplies, and ad hoc staff requests - Maintaining digital filing systems and facilitating remote access setup - Supporting internal culture through staff events and gift coordination The assistant attended the office once per week, typically Mondays, to perform in-person tasks such as liaising with vendors, setting up workstations, and managing physical office needs.

The Results

The hybrid VA role proved highly effective in supporting the company’s evolving work structure. Benefits included: - Smoother onboarding and HR processes for remote and in-office staff - More efficient calendar and inbox management across departments - Improved organisation of physical and digital assets - Reduced pressure on internal admin and HR teams - Enhanced consistency in internal operations and staff engagement The client reported significant improvements in responsiveness, task follow-through, and internal communication – particularly in how cross-functional admin queries were managed.