Top 100 Tasks a VA Can Help With in Your Childcare Business
Top 100 Tasks a VA Can Help With in Your Childcare Business
Administrative Tasks
Answering phone calls and emails
Managing calendars and scheduling appointments
Organizing and maintaining files (digital and physical)
Data entry and database management
Managing documentation for new employees
Organizing and maintaining client records
Managing office supplies and inventory
Writing and editing documents, reports, and letters
Updating employee contact lists
Handling general inquiries and customer service
Maintaining an organized email inbox
Preparing and processing paperwork for licensing
Coordinating and scheduling staff meetings
Assisting with creating and updating employee handbooks
Managing the daycare’s social media accounts
Drafting newsletters and other communication
Updating policies and procedures
Managing and updating your website content
Maintaining a calendar for holidays, school breaks, and other important dates
Coordinating virtual meetings and video calls
Booking travel arrangements for staff
Preparing and sending out invoices to clients
Organizing staff training schedules
Tracking and managing employee attendance and leave
Creating and managing project timelines for daycare initiatives
Marketing and Social Media
Creating social media posts
Responding to social media messages and comments
Running paid ad campaigns on platforms like Facebook and Instagram
Designing and creating marketing materials (flyers, brochures, etc.)
Writing blog posts for the daycare’s website
Managing online reviews and reputation
Building email marketing campaigns
Scheduling and sending email newsletters
Promoting seasonal events and programs
Analyzing and reporting on marketing performance
Coordinating local community outreach efforts
Creating and maintaining an online portfolio
Designing and maintaining promotional graphics
Researching competitors and industry trends
Managing and updating business listings online (Google, Yelp, etc.)
Organizing virtual marketing campaigns
Assisting with event planning and promotions
Writing press releases
Creating content for educational materials
Managing referral programs
Conducting market research to identify new marketing strategies
Assisting with SEO (Search Engine Optimization)
Maintaining a blog to educate parents and potential clients
Financial and Accounting Support
Managing day-to-day bookkeeping
Creating financial reports (P&L, balance sheets)
Assisting with payroll management
Tracking expenses and invoices
Preparing tax documents
Processing client payments
Reconciling bank statements
Managing accounts payable and receivable
Setting up and managing billing systems
Preparing and tracking budgets
Assisting with financial forecasting
Preparing and processing refund requests
Managing online payment systems
Ensuring compliance with financial regulations
Human Resources
Creating job descriptions and job postings
Assisting with recruitment and candidate screening
Scheduling interviews
Managing employee onboarding and training
Preparing employee contracts and agreements
Assisting with performance reviews
Managing employee benefits
Maintaining employee records
Tracking employee certifications and renewals
Creating and updating payroll records
Ensuring compliance with labor laws
Organizing team-building activities
Managing HR-related inquiries
Handling employee disciplinary actions
Maintaining and updating employee schedules
Creating training materials for staff
Customer Service and Parent Communication
Responding to parent inquiries
Handling parent complaints and concerns
Sending out parent communication (e.g., updates, newsletters)
Managing the daycare’s contact list
Organizing parent-teacher meetings and conferences
Coordinating parent volunteer schedules
Preparing and sending out surveys to parents for feedback
Maintaining parent communication logs
Assisting with parent payment processing
Providing parents with daily reports on their child’s activities
Coordinating daycare events with parents (e.g., field trips, celebrations)
Assisting with after-hours emergency communications
Childcare Operations and Classroom Support
Creating and maintaining daily schedules for children
Managing classroom supplies and inventory
Preparing educational and learning materials
Assisting with lesson planning
Helping create individualized learning plans for children
Tracking children’s developmental milestones and progress
Organizing classroom activities
Coordinating field trips and outings
Assisting with maintaining health and safety compliance
Managing child pickup and drop-off schedules
