Goal: Understand the client's needs, business structure, goals, and preferences for a Virtual Executive Assistant (EA/VA).

What Happens: 

1. A 30–45 minute call with the client and our Sales or Ops Lead. 
2. Discuss business pain points, desired outcomes, preferred tools, working hours, and ideal VA profile. 
3. Confirm non-negotiables (e.g., time zone, experience, skills). 
4. Discuss pricing and timeline expectations. 

Outcome: Client confirms to proceed within 24 hours. Once confirmed, MSA and invoice (for initial payment) are sent. 

What Happens: 

1. Client receives and signs the service agreement. 
2. An initial fee of $250 is paid to begin sourcing. 

Outcome: Sourcing officially begins upon confirmation of payment. 

What Happens: 

1. Internal Briefing: Discovery call insights are translated into a tailored job brief. 
2. Candidate Pooling: We tap into our pre-vetted talent pool and screen new applicants. 
   
3. Vetting Process: Selected candidates complete the vetting process which includes the 90-minute English assessment, Skills Assessment, Personality and IQ Test 
   
4. 2 sets of Interviews: Shortlisted candidates undergo a video interview and live interview to review overall experience, skillset, behavioral and situational abilities. 
   
5. Finalists Chosen: Top 2–3 candidates are selected for client interviews. 

Client Updates: 

1. Progress updates sent every 2–3 business days. 
2. Communication via email, call or text (whichever is preferred by the client) 
3. Clients are kept informed of how many candidates have been shortlisted for the client interview 

What Happens: 

1. Client receives a curated shortlist (max 3 candidates). 
2. Each candidate profile includes: Resume, VA introduction video, or portfolio for creative reviews
3. Client interviews each candidate (1-on-1 or panel style). 
4. Decision must be made within 24 hours after the final interview. 

Outcome: Client selects the ideal VA for their team. 

What Happens: 

1. Welcome Packet sent to the VA, Update sent to client confirming start of training 
2. Onboarding Checklist shared to prepare for Day 1. 
3. Training Sessions conducted with the VA by Vitalis team, covering: 

1. 1. Tools (Google Suite, Slack, CRMs, Project Management Software, etc.) 
   2. Calendar & inbox management, task delegation, client-specific SOPs 
   3. Confidentiality & communication protocol 
   4. Role-specific simulations if applicable 

What Happens: 

1. A 30–60 minute call with: 
   
   1. Client 
   2. VA 
   3. Dedicated Operations Support from Vitalis 
2. Introductions, expectations, and responsibilities are discussed. 
3. Client walks the VA through internal systems, preferences, and routines. 
4. First week goals are set. 

Outcome: The VA is fully onboarded and starts work immediately after the call. 

Week 1 & 2 – Weekly Check-ins 

• 1. 20-minute video or voice check-ins with our Ops Lead. 
  2. Topics: Initial impressions, integration challenges, questions from VA/client, early wins. 
  3. Adjustments made to improve workflow or clarity. 

Weeks 3 to 6 – Biweekly Check-ins 

• 1. Continued monitoring of the relationship and VA performance. 
  2. Coaching the VA if needed and gathering feedback from the client. 
  3. Address concerns proactively. 

What Happens: 

1. Monthly check-ins between the client and Ops Support. 
2. Topics covered: 

• 1. Performance review 
  2. Goal setting 
  3. Scalability discussion 
  4. Feedback and improvements 

Additional Support: 

1. Email and chat access to Operations Lead anytime. 
2. Quarterly performance evaluations (internal). 
3. Support with scaling (if client wants an additional VA or Team).