1. Select Your VA
a. After the interview(s), let us know which VA you’d like to move forward with.
2. Complete the Agreement & Onboarding
a. We will send you the OVAS Virtual Assistant Agreement for review and signature.
b. You’ll also receive our Onboarding Agreement to outline work expectations, schedule, and tools the VA will use.
3. First Invoice & Payment
a. Your first invoice will be sent, and once processed, your VA's official start date will be confirmed.
4. VA Training & Integration
a. We recommend an initial training session with your VA to review tasks, systems, and expectations.
b. We can provide guidance on best practices for onboarding your VA smoothly.
5. Ongoing Support
a. We are here to ensure your VA is a great fit. If any adjustments or replacements are needed, we will assist you.
b. You’ll have access to our client support team for any questions along the way.
For this reason, once you complete the interview process, you are expected to confirm your choice within 24 hours and schedule your kickoff call within the next 5 business days. Your billing start date will begin either on the VA’s first day of work or 5 business days after the interview—whichever comes first.
Why?
At OVAS, our VAs are highly trained professionals who have completed a rigorous vetting and training process. Because of the demand for top-tier VAs, we cannot hold a VA indefinitely once they have been introduced to a client. Other businesses are actively interviewing and ready to move forward, and it would not be fair to keep a VA on hold when there are paying clients ready to onboard them.
This policy ensures that we can efficiently match the right VA to the right client while also maintaining the quality of our training program. If you are not ready to move forward within that timeframe, we recommend waiting to schedule interviews until you are prepared to onboard a VA.
To ensure your VA works efficiently and meets your expectations, follow these best practices for assigning tasks:
1. Use a Task Management System
Recommended Tools:
a. Trello, Asana, ClickUp, Monday.com – Great for tracking progress and priorities.
b. Google Docs/Sheets – For shared checklists and instructions.
c. Slack, Microsoft Teams, Zoom – For communication and real-time collaboration.
2. Provide Clear Instructions
a. Use detailed descriptions with expectations and deadlines.
b. If applicable, provide step-by-step guides or video instructions (Loom, Google Drive).
c. Define priority levels (Urgent, High, Medium, Low).
3. Set Deadlines & Checkpoints
a. Assign due dates for each task.
b. Schedule regular check-ins (daily/weekly meetings) to review progress.
c. Request status updates via email, Slack, or in your project management tool.
4. Encourage Proactive Work & Questions
a. Let your VA know they can ask questions when unsure instead of waiting.
b. Encourage them to suggest improvements to workflows.
5. Delegate Based on Strengths
a. Match tasks with your VA’s skill set.
b. Start with simpler tasks and gradually increase responsibilities.
The same way you ensure productivity with any other team member—through clear communication, task tracking, and performance monitoring.
You have full control over how you manage and track your VA’s work, with options such as:
a. Time Tracking & Productivity Software
b. Daily/Weekly Reports – Your VA can provide status updates based on your preferred frequency
c. Task Management Platforms – Tools like Trello, Asana, ClickUp, or Google Docs help track tasks, deadlines, and progress in real time.
Our VAs are trained professionals who work independently and proactively, ensuring they stay on top of assigned tasks without the need for constant supervision
1. Planned Time Off (Vacation, Personal Leave, etc.)
a. VAs are required to provide advance notice for any planned time off.
b. You and your VA can discuss and agree on a schedule that works for both parties.
c. If needed, we can arrange temporary coverage during their absence.
2. Unplanned Time Off (Illness, Emergencies, etc.)
a. VAs are trained to notify both you and OVAS immediately if they are unable to work.
b. If the absence extends beyond a reasonable period, we can provide a temporary or permanent replacement VA at no additional cost.
c. If the VA is out for two or more days, a credit may be applied to your next billing period.
3. Holiday Schedules
a. OVAS follows U.S. holidays as a standard, but VAs may observe local holidays based on their country.
b. You and your VA can agree on whether they will work on holidays or take time off.
Our goal is to provide flexibility while ensuring your business continues to run smoothly. Let me know if you have specific time-off policies you'd like to implement!
Our flat monthly fee is structured to keep costs low while ensuring VA retention and stability. No refunds will be provided for:
(1) approved holidays, which include six major U.S. holidays plus two additional holidays from the VA’s country of origin (totaling 8-9 days per year),
(2) any absence of 2 days or less within a billing period.
(3) any additional time off that is approved by the client.
This policy allows us to maintain cost efficiency, minimize administrative complexity, and support long-term VA retention. By ensuring VAs feel valued and appreciated, we reduce turnover and provide consistent, high-quality service for your business.
Yes. All of our VAs are fluent in English, and many are bilingual in Spanish. To ensure high-quality communication, we use EF and Speechace AI testing to assess their pronunciation, fluency, vocabulary, and grammar before hiring.
For full transparency, each VA’s English proficiency test results are included in their profile, which you can review here: VA Profiles & English Scores
Additionally, we provide a scoring guide to help you understand their proficiency levels. This allows you to confidently select a VA with strong language skills that align with your business needs.
Yes, all OVAS VAs are required to have stable equipment and a reliable internet connection before being assigned to a client.
VA Equipment & Internet Requirements:
a. Stable Internet Connection – Each VA’s internet speed is tested and must meet our minimum required standards to ensure smooth workflow and video calls.
b. Multiple Monitors – Our VAs must have at least two monitors, increasing efficiency for multitasking and productivity.
c. Headset & Audio Equipment – All VAs are equipped with a high-quality noise-canceling headset for clear communication during calls.
Does OVAS Provide Equipment?
a. No, the equipment is personal to the VA. However, before hiring, we verify that each VA has the necessary setup to perform their job efficiently.
b. VAs are responsible for maintaining their computers, headsets, and internet connections, but we ensure they meet the required standards before placement.
If you are unsatisfied with your VA, we offer a no-cost replacement to ensure you have the right fit for your needs.
At Ocean Virtual Assistant Solutions, we take cybersecurity and data protection very seriously. We understand that our reputation and the trust of our clients depend on our ability to safeguard sensitive information. Here are the measures we have implemented to ensure robust cybersecurity and data loss prevention:
1. Cybersecurity Policies and Protocols
a. Comprehensive Cybersecurity Policy: We have developed and implemented a comprehensive cybersecurity policy that outlines our protocols for preventing and responding to data breaches and cyber threats.
b. Regular Audits and Assessments: We conduct regular audits and security assessments to identify vulnerabilities and ensure compliance with industry standards.
2. Virtual Private Network (VPN)
a. NordLayer VPN: We use NordLayer VPN to secure all communications and data transfers. This ensures that all data transmitted between our virtual assistants and clients is encrypted and protected from unauthorized access.
3. Microsoft Azure cloud Virtual Machines
We have put into place the Microsoft Azure cloud Virtual Machines. Giving us access to one of the most secure environments in the world. I have attached some links for your review
https://azure.microsoft.com/en-us/explore/security/
https://learn.microsoft.com/en-us/azure/security/
The great part is that the Azure environment works just like any other windows computer. This provides all the flexibility needed to access apps and platforms.
4. Cybersecurity Training
a. Mandatory Training: All our virtual assistants undergo mandatory cybersecurity training courses. These courses cover the latest best practices in cybersecurity, including recognizing phishing attempts, using strong passwords, and securing devices.
b. Ongoing Education: We provide ongoing education and updates on emerging threats and new security protocols to ensure our team is always up-to-date with the latest cybersecurity practices.
5. Secure Remote Work Infrastructure
a. Device Security: All virtual assistants are required to secure their devices with strong passwords, encryption, and up-to-date antivirus software.
b. Secure Access: Access to client data and systems is granted only through secure, authenticated channels. Our VPN ensures that remote connections are protected from potential threats.
c. Regular Updates: Virtual assistants are required to regularly update their devices and applications to protect against known vulnerabilities.
6. Client Confidentiality
a. Confidentiality Agreements: All virtual assistants sign confidentiality agreements to ensure that client information is protected and not disclosed to unauthorized parties.
b. Secure Communication Channels: We use secure communication channels to share sensitive information, ensuring that client data remains confidential and secure.
7. Background Checks and Legal Agreements
a. Background Checks: We run thorough background checks on all our virtual assistants to ensure their reliability and trustworthiness.
b. Non-Disclosure and Non-Piracy Agreements: Each virtual assistant signs a non-disclosure and non-piracy agreement to protect client information and intellectual property. These agreements can be fully customized to meet the specific needs of each client.
By implementing these stringent cybersecurity measures, Ocean Virtual Assistant Solutions is committed to providing a secure and trustworthy service for all our clients. Your data security is our top priority, and we continuously strive to uphold the highest standards of protection.
Client Considerations and Recommendations
To further enhance the security of your data, we recommend that clients implement the following measures:
Application-Level Restrictions
a. Disabling Download Options: Configure your CRM to disable data export or download features. This minimizes the risk of sensitive data being copied or transferred to unauthorized locations.
b. Restrict Copy-Paste Functions: Utilize software solutions that prevent copying and pasting of sensitive data. This adds an additional layer of protection against data leakage.
Our Virtual Assistants work during your requested business hours in your time zone, Monday through Friday.
Standard Availability:
a. VAs are available Monday through Friday during the hours you specify.
b. They will align their schedule with your business hours to ensure seamless support.
Ocean Virtual Assistant is your trusted partner for efficient and customized virtual assistance services. From inbox management to specialized industry support, our bilingual assistants are here to streamline your operations. Contact us today to unlock new opportunities and elevate your business to new heights.
Phone: 772-247-0269