What is a VPA and what are the benefits for me?

VPA stands for “Virtual Personal Assistant”. VPAs support their clients by providing secretarial, concierge, office helper and personal assistant services on demand on a long-term basis for business and private tasks that are carried out on the PC, phone or online. 

So, your VPA will always be the same person at my-vpa. Your assistant will get to know the way you work and the kind of tasks you deal with. All this makes for an effective collaboration. Your VPA is also highly trained and speaks your language. This enables you to delegate tasks efficiently. The best thing about my-vpa is that your VPA is available on demand via the my-vpa app. Whenever you require assistance, you can delegate a task to your VPA in the blink of an eye using the my-vpa app > See demo

What is my-vpa Back Office Assistance?

Back Office Assistance at my-vpa covers all work that lightens the load of your day-to-day operations. This includes, for example, preparing written correspondence, creating documents, and maintaining databases and online shops. The tasks depend on your specific day-to-day operations. Through working together with you over the long term, your VPA can get to know your operations and thus lighten your workload considerably. > Return to homepage

More questions are answered here...

You can find the most frequently asked questions and answers to them in our FAQ. Please feel free to contact us if you can’t find the answer to your question.

Delegate a wide range of back office tasks to our virtual back office service

We assign you a dedicated a Virtual Personal Assistant (VPA) who is available to you on call.
Expert research
Do you need an expert who can perform tasks for you independently and without any guidance from you, and who can also advise you on the content of the task? Your VPA can support you in this and carry out a comprehensive search on the common e-lancing platforms for a suitable expert. As a result, you will receive suitable expert profiles for your tasks. Upon request, your VPA will obtain corresponding offers from these experts for you.
...and much more
If you have other back office requirements or tasks then please write us an
email or have a consultation session with us free of charge. To arrange this, click on the “Free Consultation” button opposite
Free Consultation
Add Ons
We offer the following add ons to our services, which you can add to any task.

Telephone system

We provide a professional telephone system that you can adapt to the tasks you carry out on the phone. The following configurations are available:

  1. Use your VPA’s extension, without a personalised answering machine (AM). No additional costs.
  2. Have your very own my-vpa extension with a personalised AM
    1. Integrate your recorded message (mp3 format): €19.90
    2. Have your VPA record a message: €49.90
    3. Have a professional record a message: €249
  3. Use your own telephone number, which we’ll configure in our telephone system: €99 (plus above-mentioned charges for use of AM if applicable; setup subject to technical feasibility)
  4. Use your own country-specific telephone number, which we’ll set up for you: €99 (plus above-mentioned charge for use of AM, if applicable)

Please contact your VPA to order the add-ons mentioned above.

Telephone tasks

For any task that requires a phone call, 15min of call time per working hour is included. For tasks that require more than 15min of phone call per working hour, the hourly rate increases by a factor of 0.2 for phone calls within Germany and by a factor of 0.3 for phone calls within the EU. For calls outside the EU, we will provide you with an individual quote.


You have purchased a 100 hour package with an hourly rate of 18,90€.
Your VPA makes a one hour call for you to Germany
We charge you for this task 18,90€ x 1 x 1,2 = 22,68€.
So for the telephone costs we charge you 3,38€ / hour.

Team and project assistance

Do you have a larger project for which you need several assistants? Then we recommend you use our Project Assistants.

In such cases, you can book our team management and project management assistance in addition. We recruit and train assistants according to your specifications and, upon your request, pass this team onto one of our Project Assistants. These activities are charged at an hourly rate of 1.8. A lead time of approx. 3–4 weeks should be scheduled for recruiting.

Weekend and holiday work

Do you need a task to be completed over the weekend at short notice or have tasks that need to be completed specifically on weekends or holidays?

In this case, you can order the processing of tasks on weekends and holidays with a lead time of 3 working days. These activities are charged at 1.7 times the hourly rate.


Were you satisfied with your assistant’s work or want to increase the hourly rate for a particular task? You can send him/her a bonus in the form of working hours or adapt the hourly rate to what you think is appropriate for each individual task.

Fixed shifts & periods

For ongoing tasks that are to be processed on specific days, your VPA completes the task flexibly and once within 24h of the defined days. By booking the add-on “Fixed shifts & time periods” you can set the processing to a certain daily period or time of day. To ensure that the VPA is exclusively available for you at the agreed times, the minimum working time for “Fixed shifts & periods” is one working hour per agreed weekday and the cancellation period is 2 weeks.

Example: Your VPA is to process an e-mail account Monday to Friday 1x per day.

Option 1: Your VPA is completely free when on the day he processes the e-mails. For this case the booking of the add-on “Fixed shifts & periods” is not necessary.
Billing: The working time that is spent on processing.
Option 2 fixed time: your VPA should process the emails from Mon-Fri at 10am. For this case the booking of the add-on “Fixed shifts & periods” is necessary.
Billing: Minimum 1 working hour, maximum the working time beyond that.
Option 3 fixed period: Your VPA should process the e-mails from Mon-Fri in the period 8-14 o’clock. In this case, the booking of the add-on “Fixed shifts & periods” is necessary.
Billing: Minimum 1 working hour, maximum the working time beyond that.
Option 4 fixed shift: Your VPA should always process your e-mails from Mon-Fri from 10-13 o’clock. For this case the booking of the add-on “Fixed shifts & periods” is necessary.
Billing: 3 working hours per day.

When you post your associated task in the app after registering with us, we ask you to briefly inform us in the task description which of the 4 options you have chosen. We will then assign you a suitable VPA based on your info.

Billing information
A back office assistance task is billed at the simple hourly rate. Below you will find an example:

Example rate: Back office VPA

If you bought a 100 hours package from us and your assistant needed 1 hour for the task, you will pay 19,90 €for this task. This is calculated as follows:

  • Task example: “Research hotels in Hamburg”.
  • Hourly rate of a package of 100h = 19,90 €
  • Duration of the research task in hours: 1
  • Research tasks fall into the task area “back office” and are charged at the simple hourly rate: 19,90 x 1 x 1 = 19,90€ (plus VAT)
Weitere Informationen
Noch mehr Infos in unseren FAQ

What is a virtual service?

Behind the scenes of my-vpa’s virtual services are “real” people, whom we call Virtual Personal Assistants (VPAs). Using our my-vpa Cloud Management Platform, you can work together with these virtual coworkers on a particular topic or in teams. In our virtual back office service, you’ll be able to work with assistants who are professionally trained in back office support.

my-vpa's quality promise

Our Virtual Personal Assistants speak English, possess prior knowledge of the subject area of the task in question and are professionally managed by us. They are available on demand without fixed costs and can be contacted for additional support whenever you need it.

Case Studies

Back office processes are individual in every company. Here we present 6 examples of how our virtual back office service is used.
Bechtle AG
Inbox Management
24/7 Inbox monitoring
Real-time routing
Direct responses to standard cases following guidelines

View case study

motionet AG
Document management
Applicant screening
Data management
Quality assurance for job postings

See case study

Okanda AG
Location Mgmt.
Location scouting
Data management
Content management
Client invoicing
Yield mgmt.

See case study

VAN Verlag GmbH
Invoice Mgmt.
Subscription mgmt.
Invoice mgmt.
Editorial support

See case study

Sanicura GmbH
Online Shop Mgmt.
Product data mgmt.
Inventory control
Price adjustment

See case study

Dr Berger
Brand Management
Quality assurance

See case study

Your VPA can assist you in three other areas of responsibility as needed

Click on one of the unchecked task areas to get more information