Buchanan Virtual Office

About Us

Buchanan Virtual Office provides services to small businesses, entrepreneurs and managers who do not have the space, equipment, funds or desire to hire in-house, full-time staff. Our services are specifically designed to be a one-stop shopping and include Administrative, Marketing, Web, Graphic Design, and so much more. See our complete list of services here.

We specialize in being proactive with our clients. We have always known that this is our distinct, competitive advantage. Clients work with our team to cut cost, create high-performance businesses and free themselves from the frustration of trying to figure it out or do it all. We can take your project from conception to completion, which takes the burden off you.

Our team has worked in different capacities as business administrators, becoming the strategic people that can help you gain more clarity in your business and personal life.

Gina Buchanan

Smooth Biz Operator

As the Smooth Biz Operator, Gina streamlines our daily work.  She is our go-to person for the down and dirty detail work. That’s probably why she loves connecting with clients on their big business vision.

Some of her favorite things include spending quality time with her family, sneaking away to watch her favorite shows or read a book.  She loves to cook and bake – so when the holidays roll around you will always find her in the kitchen.

Shane Rivera

Zen Master

Shane is the perfect balance of a Type A organized, logical thinker & Type B creative visionary.  He likes to figure out the easiest and simplest solutions to problems, challenges and projects!  He sees it as an exciting puzzle to be solved.

Off-hours he is hanging out with his family and friends, creative fusion cooking or coming up with new adventure ideas.

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  • Aaron S., Pioneer SBCAaron S., Pioneer SBChttps://pioneersbc.com/

    "Gina's experience shows through her timely responses, detailed approaches, and overall performance. She's been an absolute pleasure to work with, and I recommend her to any business looking for talent like hers."

  • Lisa A., Vista Caballo LLCLisa A., Vista Caballo LLChttps://vistacaballo.com/

    "I was looking for a VA who could keep up with me. Someone who was responsive, tech-savvy, proactive, professional. Someone who had my back and wanted to have it. Someone who knew what I wanted on an intuitive level and could provide it in spades. Gina has provided this and more. She started at 100% and has continued to produce at that level consistently. In only a short space of time, she has shaped our team and has started to lead it. She has noteworthy levels of integrity, responsibility, and honesty. She is a great team player. And has a good sense of humor to boot. I highly recommend her with the caveat that I hope to be filling up all of her time soon so her availability may be limited."

  • Francine P., Pollaci Virtual AssistantFrancine P., Pollaci Virtual Assistanthttps://www.alignable.com/patchogue-ny/fp-ea

    "Well organized, well versed in a variety of administrative aspects and extremely professional!!"

  • "Gina is energetic and focused on providing a needed service for growing businesses. You should talk with her to see how she can help your business."

  • Christina G., Owner, Golden Consulting LLCChristina G., Owner, Golden Consulting LLChttps://www.goldenconsultingllc.com/

    "Gina has a great talent for identifying the needs of her clients. She is energetic, proactive and detail oriented. She is also wonderfully down to earth and is a joy to work with. She is truly an asset to both her clients and those who have the chance to connect with her."

  • Philip B., Founder & Principal Partner, Smart Start Networks IncPhilip B., Founder & Principal Partner, Smart Start Networks Inchttp://www.smartstartnetworks.com/

    "Great service, very efficient, and knowledgable!"

Our Philosophy and Values

Every client interaction is an opportunity to enhance the experience and make a good impression. Our commitment of delivering over-the-top Client Service is something we are always striving for at Buchanan Virtual Office.

Our key principle is and will always be “Growth.” We believe that Change is the seed of Growth. We help our clients to achieve lasting personal and business growth. If our clients’ businesses are growing, that enables ROI for them. Therefore, we have anchored our growth and success to that of our clients by total dedication and commitment to excellence in accomplishing the needs of our clients. We conduct our business with honesty, transparency, and integrity. We ensure that our clients are well satisfied with our services thereby giving them the best experiences.

Other core principles and values help grow our mission and vision and serve to guide our work.

Quality: to support the highest standards of excellence in all we do.
Innovation – to remain at the forefront of supporting new kinds of marketing, learning, process improvement, client care and attention.

Creativity and Openness: to foster an environment conducive to creativity and supportive of the creative process. All team members and contractors are always heard, and healthy exchanges of issues and ideas are always promoted. We value and promote an office culture of communication.

Relevance: to remain agile in our thinking and responsive to current and emerging trends, technologies, opportunities and challenges.

Client-Centered: to place client needs at the center of our planning and delivering; maintaining confidentiality and security for our clients at all times.

Commitment and Responsibility: to ensure organization continuity, stability, security and growth through the highest level of legal and ethical responsibility.

Services

Think we can work together?

Find out about our services and pricing below.

Want to know more about how we can work together?

Buchanan Virtual Office offers a wide array of virtual assistant services to fit the needs of your business.  We work with small businesses, entrepreneurs, individuals and not-for-profit who outsource necessary tasks – though they can do the job, there is but so much time to do everything: We are on hand to handle the behind the scenes.

Working as trusted business partners, we sweep administrative clutter from their paths and give them more free time to focus on running their core business.

Executive Assistant

Not enough hours in the day? Is your to do list running away from you? Our Executive Assistants will manage your day to day:

  • Calendar Management & Scheduling
  • Create / Edit Appointments on Calendar
  • Clear your calendar in emergencies and notify everyone
  • Setup Daily Itineraries with actionable items for the following business day
  • Correspond with clients / teams to coordinate meetings
  • Email management
  • Checking and Responding to Emails
  • Inbox Management
  • Maintain Mailbox Folders
  • Document Creation / Spreadsheets
  • Create / Edit Workflows
  • Create / Edit Standard Operating Procedures (SOPs)
  • Formatting / Editing / Management
  • Compile information into spreadsheet
  • Format spreadsheet into clean, easy-to-read format
  • Update it as often, as needed
  • Travel management assistance
  • Book flights
  • Reserve rental car or schedule car service pickup
  • Hotel bookings
  • Project & tasks management
  • Daily project check-in

 

 

  • Weekly client update report on status of projects
  • Lead management
  • Welcome new clients to the business
  • Create welcome packets
  • Data entry
  • Bookkeeping tasks
  • Research

Bookkeeping

Keeping a clean and orderly record book is one of the most important tasks for any business. Tracking receipts, noting accounts payable and accounts received, logging employee reimbursements, coordinating with your accountant for quarterly tax returns – all of these are just a few of the things a bookkeeper is responsible for.

Are you currently wearing the hat of bookkeeper for your business in addition to twenty other hats? If you are shaking your head yes, do not worry, this is very common for small businesses. To help you understand the scope of tasks, we have classified some of the tasks you may want to delegate:

  • Full charge bookkeeping
  • Data entry
  • Timesheet tracking
  • Accounts payable & accounts receivable
  • Invoicing
  • Expenses
  • General ledger
  • Pay vendors and contractors
  • Ensure bank records are complete and accurate
  • Note employee reimbursements
  • Help prepare your quarterly, annual taxes or 1099s
  • Run reports on spending patterns

Human Resources

Do you need help in setting up your Human Resource Team or HR Department? Do you have your own HR team/department but do not have enough manpower to complete immediate human resource tasks and activities? Are you a busy entrepreneur and do not have the luxury to focus on managing time-consuming human resource administration? Want to focus more on your growing business and be able to delegate repetitive tasks that can be done by others? Or do you simply need help in human resource department but cannot afford the cost of hiring an in-office HR employee?

We deliver effective recruiting and human resource services to small-businesses, entrepreneurs and managers. HR Services that we provide:

  • Job posting/job ads management
  • Applicant screening
  • Resume/profile review
  • Background checking
  • Administer screening tests
  • Phone interviews
  • Book in-office interviews
  • Database management of employee files
  • Facilitate new hire orientation
  • Congratulatory email for new hires

Graphic Design

We have all heard the saying a picture is worth a thousand words – this couldn’t be a truer statement when talking about your online presence. From your business website and marketing materials, to social media networking sites and calendars, having great graphics makes an enormous impact.

I have clients that need graphic design services from time to time. We offer everything including:

  • Logo design
  • Packaging design
  • Print design
  • Website design / app development
  • Digital design
  • Brand identity
  • Design consulting
  • Ecommerce

Partners/Acheivements

Fixed Monthly Retainer Packages

To suit the needs of every business.

Special Packages

For those certain jobs you just need to get done.

Don’t See the Right Package?

We can create custom packages catered to your needs by mixing and matching the services that work best for you and your business.

Not Interested in a Package?

That’s okay, hours may be purchased individually for $60/hour with a 2-hour minimum. In order for us to manage all of our clients’ needs, we are unable to rollover unused hours into following months.

Frequently Asked Questions

How do I know if a virtual assistant can help my business?

The first step is to set up your free business consultation.  We will learn more about your business, your goals, and your needs.  We help you see ways that your day-to-day activities are limiting your potential, the we identify tasks we can take off your plate, freeing you up to focus on growing your business.

We work with you to create a task list and a clear plan for moving forward, then customize a plan that is right for you and your budget.  And if it turns out a virtual assistant is not the perfect solution for your current needs, we will point you to some resources that can help.

How do the plans work?

In our free initial consultation, we ask you questions related to your business goals and your pain points to determine what tasks will best serve you to meet those goals and alleviate you of the most pressing to-dos currently on your plate.  Once we understand what skills are required to support you, we will customize a plan with your business initiatives in mind.  Our proposal includes an introduction to an assistant hand-picked just for you.

Our plans are as unique as our clients, but you can expect to make one monthly payment for everything you need.  We offer plans for single projects or ongoing monthly plans for tasks like email management, calendaring, bookkeeping and more.

Once you approve your customized plan and submit your first payment, we get to work immediately.

How often will I be billed?

If you plan to use Buchanan Virtual Office for ongoing support (and we hope you will!) you will receive a monthly invoice on the 1st of every month.  You can pay by using your credit card, debit card, or check.

If you just need help with a short project, a 50% deposit will be required prior to the start of the project and the balance will be due at the end.

What forms of payment are accepted?

We accept credit card payments online or ACH transfers from your bank.  You may also make payment by check, but if receipt of payment is delayed, your services may be placed on hold until payment is received.

How do I know what my Virtual Assistant is doing for me?

Your virtual assistant will be providing weekly status updates, so you always know what is in progress and what tasks have been completed.

Can I meet with or call my Virtual Assistant?

Phone calls or virtual meetings are always welcomed and often can be the most effective way to get things done.  Our Vas can use Google Hangouts or Zoom apps to host a video call for an added personal touch.  The can share their screen with you, view your screen or even operate your computer remotely with TeamViewer, if needed (with your permission of course!).

What ways can I communicate with my Virtual Assistant?

Email is usually the best way to submit requests, however your virtual assistant will provide you with other acceptable ways to stay connected.  Email, phone calls, text messages, Slack, TeamWorks, Trello, Hangouts and more can be used.

What days or hours are considered office hours?

Buchanan Virtual Office is generally available for work, email contact, messaging and telephone calls during standard business hours – Monday to Friday from 9:00 AM to 5:00 PM EST.  We observe the following holidays:  Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving, Day After Thanksgiving, Christmas Day to New Year’s Day.

How will you keep my information secure?

All passwords shared with Buchanan Virtual Office will be stored using LastPass. Other confidential information will be protected as if it were our own.  Files will be saved in a cloud-based service such as Google Drive or Dropbox so that access can be revoked if needed.  We understand that trust is crucial when hiring an assistant, and it is our commitment to our clients to operate with the utmost care.

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