Virtual Assistance Dashboard
Your Virtual Assistant:
Heather Weikle (ET)
Owner:
Kelly Rafferty
Team Texting: 215-453-6334
Kelly's Cell: 215-285-7504
Welcome to your central hub for everything related to our partnership. Here you'll find contact information, quick links to key documents, our policies and, the most important - your up to date & current task list for easy visibility into your VA's work!
Key Links
Your SOP Library
LOCKED
While we don’t bill for the creation of our SOPs—since they’re essential for our internal processes—there is a flat fee if you’d like to have visibility and own copies.
Project & Task Management
Adding Tasks
For tasks that do not need to be completed within three months, use this form to submit your ideas as you plan our potential workload. Instead of jotting something down on a sticky note that will get lost next month, submit future task ideas right here! These tasks will get discussed via email or at a meeting before getting started so it's a great place to put tasks you want us to handle in the future so they are not lost.
REMINDER: Submitting tasks through these forms will not guarantee immediate work. All new project work or adjustments to recurring work need to be communicated in a meeting or via email. These sections are for visibility only and to help aid in future discussions of workload. Thank you!
Policy Reminders
Deadlines & Response Time
Please keep in mind that your Virtual Assistant is not a full-time, dedicated employee and supports multiple clients as part of their role. While they are committed to providing high-quality support and meeting agreed-upon deadlines, they may not be immediately available for last-minute requests or real-time communication throughout the day.
We encourage thoughtful planning around project assignments, deadlines, and urgent requests to ensure expectations are met efficiently and respectfully. Your Virtual Assistant will always do their best to prioritize your needs within the scope of their availability and the structure of their work schedule.
Our standard policy is to respond to all communications within 24–36 hours. To communicate new requests that are not part of recurring work, please send an email with details or schedule a meeting to discuss.
We ask that you clearly state a deadline with giving a new task. Your Virtual Assistant will confirm acceptance of each task and will communicate any necessary deadline adjustments or confirm their ability to complete the work within the requested timeframe.
While we always aim to deliver ahead of schedule when possible, but please note that expedited turnaround of a new task to be complete in less than 48 hours is not guaranteed under our standard policy.
Communication Methods
Our primary method of communication is email. You will correspond with your Virtual Assistant using their dedicated Rafferty Solutions email address. To ensure transparency and consistent support, we ask that all email communications include both your Virtual Assistant and their Manager, as outlined in your customized dashboard. This policy helps maintain visibility and allows for seamless coverage in the event of an unplanned absence.
Working Hours
Your Virtual Assistant is generally available Monday through Friday,
between 9:00 AM and 5:00 PM ET. While they may choose to occasionally work outside this window, there is not a requirement or continued expectation to immediately address communication outside of this availability window.
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Any work requested outside of standard operating hours (evenings, weekends, or holidays) that is deemed essential must be mutually agreed upon in advance and will be billed at 1.5 times the standard rate.
Sick Time/Unplanned Absence
If your Virtual Assistant needs to take an unplanned absence or sick day, a member of our team will inform you and outline how any impacted tasks will be managed. If your Virtual Assistant is able, they may also contact you to inform you of the situation. In some cases—provided nothing is time-sensitive—work may be deferred to the next business day.
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As an agency, we are committed to providing reliable support and doing our best to ensure coverage during unplanned absences. While we make every effort to reassign work when needed, there may be occasions—due to existing commitments, meetings, or overall team capacity—when immediate coverage is not possible.