P4 Virtual Assist

P4 Virtual Assist Services That Let You Get Back to Business

Skilled and professional support team to keep operations running at maximum capacity.

P4 Virtual Assist Services

Hiring internal support professionals requires an investment of time and resources that many organizations simply can’t afford. As a result, larger companies will “make do,” stretching their current workforce across multiple functions — and small business owners will continue to (at least try to) do everything themselves.


P4 Virtual Assist plans to meet any assistance needs, personal or business

Virtual assistant pena4

Virtual Assist Services


✓  Scheduling meetings (Normal/Recurring)

✓  Scheduling events (Normal/Recurring)

✓  Calendar conflicts management

✓  Proactively suggesting alternate date/time/location options to client

✓  Tracking meeting invites

✓  Reserving conference rooms

✓  Setting up WebEx/MS Teams meeting

✓  Blocking calendar for an event / OOO /reminders

✓  Colour coding the calendar

✓  Managing conference rooms (setting up rooms, Getting AV, VC, devices etc.)

✓  Conference room swap request

✓  Update attendees to meeting invite (Addition or removing)

✓  Add travel time for offsite meetings by calculating the distance using maps

✓  Adding Maps to offsite meetings

✓  Coordinate with Onsite admins

✓  Coordinate with External Agency/vendor

✓  Scheduling interviews

✓  Scheduling training & logistics

✓  Arranging visitor badge for external employees / Vendors

✓  Monitoring external mailbox

✓  Check and respond to emails

✓  Follow-up on emails

✓  Creating Rules & Alerts

✓  Categorize emails

✓  Create folders and assign emails

✓  Monitor and handle chat support

✓  Coordinate with meeting attendees to ensure meetings are successful

✓  Emails Clean-up

✓  Client meetings/calls

✓  Conference calls (Tele & video)

✓  Telepresence

✓  Internal meeting arrangements

✓  Off-site meeting support

✓  Reserve conference rooms at hotels for meetings during travel

✓  Meeting arrangements (setting up auditorium, technology support for presentations)

✓  Print Jobs (Documents for meetings and trainings

✓  Upload documents for presentation through MS Teams

✓  Listing/Creating meeting agenda

✓  Preparing & recording meeting minutes

✓  Reserve restaurants (tables) for Happy Hours

✓  Catering

✓  Transcribing

✓  Registration

✓  ID Creation

✓  System setup for trainings (Laptops/Desktop)

✓  Organizing onboarding meetings (1 on 1 sessions)

✓  On-boarding Vendors

✓  Request software for vendors

✓  Uploading training documents

✓  Training Logistics

✓  Visitors pass & badge

✓  Ordering supplies and training material

✓  Arrangement of onboarding equipment

✓  Internal training

✓  client training

✓  Self or web-based learning

✓  Register for external conference or trainings (on-line/in person)

✓  Documenting training survey

✓  Search and book flights

✓  Coordinate with travel desk to book flights and hotel

✓  Manage last minute change/cancellation request

✓  Create personalized travel itineraries

✓  Arranging airport pick-up and drop

✓  Assist with online check-in and boarding pass

✓  Tracking trip estimates

✓  Book cab & train tickets

✓  Hotel search and booking

✓  Co-ordinate with airlines to avail added upgrades for frequent flyers

✓  Create expense reports

✓  Tracking travel expenses and logistics

✓  Expense receipt storage, recovery, and filing

✓  Contact hotels or vendors for estimate invoices for expense filing

✓  Create/assign expense categories

✓  Obtain approvals to submit expense report

✓  Expense filing and submission

✓  Manage expense reports in compliance to company policies/guidelines

✓  Co-ordinate with expense audit reporting team

✓  Creating sites / pages / libraries

✓  Uploading / downloading files

✓  Customization of Site, Page, and Web parts

✓  Access management

✓  User permissions/Access

✓  Content migration / maintenance

✓  SharePoint surveys

✓  Create/modify/reconcile files

✓  File conversions

✓  Transcription

✓  Updates/feedbacks/MOM’s

✓  Create and sync with SharePoint

✓  MS office suite support (Excel, word, outlook, Presentation)

✓  Registration for off Campus events

✓  Press and Publication involvement for a wider coverage about the Event

✓  Send event invitations

✓  Coordinating for logistics & invoicing of Ad-boards/Conference/Seminar

✓  Manage event registration and payments

✓  Obtain Approvals, setting-up a Booth/Stall at the Event

✓  Source catering supplier and audio-visual equipment

✓  Project management (PMO)

✓  Clients’ internal tasks

✓  Specialized/Non admin tasks

Pena4’s Virtual Assistant capabilities help large organizations, solopreneurs, and even individuals access skilled, trained, and professional Virtual Assistants who perform a wide range of tasks, including:

  • Conducting Research (via Internet)
  • Managing Calendars
  • Researching and Booking of Travel
  • Providing Wake-up Calls
  • Reminding of Appointments
  • Managing Social Media Profiles
  • Setting up and Coordinating Webinars
  • Providing Telemarketing and Lead Generation
  • Providing Customer Service and Support
  • Managing Blogs
  • Follow Up on Leads and New Queries
  • CRM Management
  • Basic Photo Editing, back-up, etc.
  • IT Live Chat/ Email/ Phone Support
  • Paying Bills
  • Monitoring and Maintaining Subscriptions
  • Coordinating Events, Personal Commitments, Dr. Appointments, Childcare, etc.
  • Managing and Organizing Data, Documents, and Information
  • Providing Clerical Support for Word Processing, Data Entry, Registrations, etc.
  • Maintaining Editorial Calendar
  • Formatting and Design of PowerPoint Presentations
  • Typing, compiling and preparing reports, presentations and correspondence
  • Creating reports (Excel and Word-based reports)
  • Creating office memos and official company forms or documents
  • Managing Projects
  • General Administrative Support
  • Human Resources (Applicant Screening, Recruiting, Background Checks, etc.)
  • Live Support (Phone/chat/message board support)
  • Mailing List Development

We offer three highly customizable plans for our VA services:

Business Plan

Need additional administrative resources to support your growing business? Have you reduced your internal staff and need to fill in existing support gaps? Whether you’re scaling up or downsizing, Pena4’s Business Plan delivers the right VA fit for your business needs.

Entrepreneur Plan

Running a small business often means wearing many hats. However, at Pena4, we know that no one can do it all - and do it all well. Our Entrepreneur Plan allows you to offload administrative functionality so you can stay focused on generating revenue and growing your small business.

Consumer Plan

Ever wish you had a personal assistant to manage all the day-to-day tasks you simply don’t have time for (or just don’t want to do?). Schedule appointments, book flights, make a reservation — Pena4’s Consumer Plan can help you prioritize and spend your free time doing things you actually want to do.

Choose Your Weekly Hours & Pay One Flat Monthly Rate: 

Hiring internal support staff can quickly prove cost-prohibitive. Pena4’s Virtual Assistant solutions are available at one flat monthly rate based on needed weekly hours. Our customized VA solutions are a fraction of the price of hiring internal resources.

Click here to sign up for your monthly plan or learn more about our VA services.

Learn more about Pena4's Virtual Assistant Services
VA Services

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