Express Virtual Assistant

BACKGROUND

Introduce your business and what you do there.

I’m the business manager of Backoffice Pro, a company that delivers scalable back-office outsourcing solutions that help businesses streamline operations, reduce costs, and focus on core growth.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Express Virtual Assistant?

We needed support managing administrative and operational tasks to improve turnaround time, enhance productivity, and allow our internal team to focus on core business growth.

SOLUTION

What was the scope of their involvement?

Express Virtual Assistant handles a wide range of operational and administrative responsibilities, including day-to-day administrative support, data entry and management, email handling, calendar coordination, document preparation, and CRM updates. The main deliverables include accurate and timely data management, organized workflows, consistent reporting, and reliable ongoing support to improve efficiency and ensure smooth back-office operations. 
In addition, Express Virtual Assistant manages and works with several tools, platforms, and documents, including CRM systems for updating client and lead information, email and calendar platforms for communication and scheduling, spreadsheets and databases for data entry and reporting, and standard business documents such as invoices, reports, presentations, and internal records. 
The team also supports document organization and file management using cloud-based tools to ensure accuracy, accessibility, and consistency.

What is the team composition?

We work with two teammates from Express Virtual Assistant.

How did you come to work with Express Virtual Assistant?

We found Express Virtual Assistant on Clutch and chose them because they offered good value for the cost.

What is the status of this engagement?

We started working with Express Virtual Assistant in January 2025, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Express Virtual Assistant has delivered clear, measurable outcomes, including faster turnaround times for administrative tasks, improved data accuracy and CRM updates, reduced workload for internal teams, and more consistent reporting. As a result, we’ve seen improved operational efficiency, better task prioritization, smoother day-to-day workflows, and increased team productivity, allowing internal resources to focus more on revenue-generating and strategic activities. 
Specifically, we’ve observed several measurable improvements during the engagement. First, Express Virtual Assistant completes administrative and data-related tasks 30%–40% faster, reducing internal delays and backlogs. In addition, CRM and reporting accuracy has improved by approximately 25%–30%, with fewer errors and better-maintained records. 
Finally, our internal team productivity has increased by around 20%–25%, as our core staff spends less time on repetitive administrative work and more time on strategic and client-focused tasks. These metrics clearly demonstrate operational efficiency gains and validate the success of working with Express Virtual Assistant. Moreover, we track and verify these improvements using a combination of internal tools and regular performance reporting. 
We rely on CRM dashboards to monitor data accuracy and update frequency, task management tools to measure turnaround time and task completion rates, and weekly and monthly performance summaries shared by Express Virtual Assistant. In addition, we use internal productivity reviews and workflow reports to compare pre- and post-engagement performance, helping us clearly validate efficiency gains and overall project success.

How did Express Virtual Assistant perform from a project management standpoint?

Express Virtual Assistant demonstrates strong and reliable project management throughout the engagement. The team organizes tasks well, clearly communicates priorities, and consistently completes deliverables on time or ahead of schedule. In addition, their proactive updates, structured workflows, and responsiveness help ensure smooth coordination and dependable turnaround times. We mainly communicate via virtual meetings.

What did you find most impressive about them?

What stands out most about working with Express Virtual Assistant is their proactive approach, reliability, and attention to detail. The team quickly understands our processes, requires minimal supervision, and consistently delivers accurate work. In addition, their ability to adapt to changing priorities while maintaining quality and turnaround times makes them a valuable extension of our internal team.

Are there any areas they could improve?

Overall, the experience is very positive. The only area for improvement could be more proactive suggestions for process optimization in the early stages of the engagement. That said, once workflows are fully aligned, Express Virtual Assistant’s performance is consistently strong and meets our expectations.

BACKGROUND

Introduce your business and what you do there.

I’m the business development manager of Photo Editing Outsourcing, a trusted outsourcing partner for professional photo and video editing services to photographers, studios, and businesses across the globe.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Express Virtual Assistant to accomplish for Photo Editing Outsourcing?

We hired them for virtual marketing assistant services.

SOLUTION

What was the scope of their involvement?

Express Virtual Assistant provides Google Ads and social media marketing services. The team customizes our campaigns based on various geographic locations, including the US and Europe.

What is the team composition?

We work with a good team from Express Virtual Assistant.

How did you come to work with Express Virtual Assistant?

We found them through an online search and chose them because they offered good value for the cost.

What is the status of this engagement?

We started working with them in October 2023, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Express Virtual Assistant's work has increased our sales qualified leads (SQLs) by 23% within a year.

How did Express Virtual Assistant perform from a project management standpoint?

Express Virtual Assistant has provided us with a good team, and the deliveries are on time. We communicate via virtual meetings.

What did you find most impressive about them?

Express Virtual Assistant has a well-qualified and experienced team.

Are there any areas they could improve?

So far, everything is going smoothly. We're looking for more conversions.