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Case Studies: Remote Executive Assistance

  • Executive Assistance
  • Bookkeeping & Accounting

Sales & Marketing Support

INDUSTRY: Media & Entertainment

Client profile
The client is the CEO of a "Green" based community and network web site.

Background
The client needed assistance in creating media contact databases for the Green industry. Mass mails were sent out to these contacts.

Brickwork Solution We assisted the client in the database creation and management of media contacts which included the following:

  • Researching & collating “Green” (environmental/eco-friendly) media contacts for the database from the top 100 U.S newspapers, magazine and blogs.
  • Sent out mass emails to contacts in the database and received confirmation if they were interested to subscribe to “green” articles in the database.

The client was highly impressed with the work and his frequent appreciation emails/testimonials spoke about his level of satisfaction. In the client’s own words, “I appreciate the work done by my REATM as well as the professionalism and assistance provided by him. You have a very talented group and I can understand why you have experienced so much success at Brickwork. I wish you nothing but continued success in the future.”

INDUSTRY: Automobile

Client profile
The client owns online automobile spare parts shop based in Germany.

Background
The client needed assistance in uploading the new products into his eBay shop account with complete product details through TecDoc application.

Brickwork Solution

  • Matched the open parts code from his database in the TecDoc application
  • Logged on to his eBay shop and uploaded the products which are listed in TecDoc
  • Mapped the article information as per TecDoc
  • Updated the client with the newly created product links

Impact

Our successful product upload to the rightful categories helped the client to increase the business sales thus profitability for the business.

INDUSTRY: Online Retail/E-Commerce

Client profile
The client is a Partner, Strategy and Finance of Atlanta based company produces kid’s products.

Background
Client was looking for assistance in handling customer requests about the product through online update and provides email support on a daily basis.
The task includes researching for the retailers contact information and adding them to the website to help the customers to easily locate the retailer shop near their location.

Brickwork Solution

  • Handle the requests received on a daily basis and sent the update on log report of requests handled
  • Research for the contact information of the retailer’s list provided and adds the list to the website
  • Edit the list for any addition or correction on client request

Impact

Our quick turnaround support in addressing customer’s concerns helped the client to provide better customer service and resolving the customer issues even after sales.

INDUSTRY:Healthcare

Client profile
The client is the owner and chief fitness officer of the fitness center in Minneapolis, USA. He creates and implements an effective exercise routine centered on three main components such as assistance training, cardio vascular routine and proper nutrition guidelines.

Background
Client required assistance in creating newsletter, mass mailing, sending internship to the candidates, preparing payroll and other sales reports updating from the Salesforce.

Brickwork Solution

  • Created newsletter for mass mailing and sent internship details to candidates through Salesforce
  • Updated and published articles in his blogs through Wordpress
  • Prepared Payroll and updated in the proprietary software
  • Posted jobs on free online job recruitment website
  • Created fan page in FB and advertised his blog

Impact

Our proactive and independent assistance, given him a head start to focus on many other activities.

Web Based Support

INDUSTRY: Consulting

Client profile
The client is a consulting company based in Australia, adding value to the strategy creation process by use of foresight tools, processes, and strategic planning.

Background
The client wanted assistance in creating newsletters, formatting the documents, processing data in excel sheets, internet research, updating the website through content management tools, and executive tasks.

Brickwork Solution

  • Created Newsletters using HTML editor Macromedia Dreamweaver. Uploaded the HTML version of the newsletters on the client's website.
  • Created Reports on web analytics and statistics
  • Managed the client website content
  • Conducted basic research on internet related to the topics provided by the client and prepared relevant PowerPoint Presentations

INDUSTRY: Legal

Client profile
Based in Atlanta, Georgia, the client is considered the best and he has been chosen by his peers as one of “The Legal Elite: Georgia’s Most Effective Lawyers.” The client is experienced and accomplished trial lawyer recognized and highly respected by his peers, opponents and judges for his trial skills and legal abilities.

Background
The client wanted his REATM to screen one of his general email accounts and give him regular updates. He also needed assistance on Blog posting - preparing articles and drafts based on the topics given by him. He also wanted the REATM to update his Blog page regularly and prepare PowerPoint presentations.

Brickwork Solution

  • Regularly screened general emails and kept the client posted on emails to be answered
  • Created and posted Blogs on WordPress on Misdiagnosis Errors by Doctors, Chiropractic Manipulation causing strokes, Medical Mix-ups & Child victims, Top Medical Websites with the content provided
  • Prepared database on Hollywood agents contact details
  • Compiled details for Miami and Florida Restaurants
  • Assisted the client with other executive and administrative tasks

INDUSTRY: E-Commerce / Advertising & Branding

Client profile
The client is an Internet Marketing Consultant with tremendous experience of more than 12 years on marketing through social networking websites.

Background
The client wanted an efficient assistant who would take over all the executive tasks related to Internet Marketing, Brand, and Product Promotion on social networking sites like Facebook, LinkedIn, etc. She expected her assistant to be able to creatively generate Blogs on Blogpost with the information provided, create project proposals for probable clients in a PowerPoint format, and manage her social networking profile.

Brickwork Solution

  • Send invitations on Facebook to add more friends and groups and also managed the messages on Facebook
  • Created and posted creative blogs on Blogpost with the content provided in order to promote various brands and products of her clients

The client was delighted with her REATM and hired a second REATM to assist her. She appreciated the service provided and shared her expereince on many websites, in her interviews with journalists. the client comments “MY REATM IS SIMPLY THE BEST!”

INDUSTRY: Media & Entertainment

Client profile
The client is the CEO of Business News website. He first became involved with local business news and information in 1983. His first internet venture was voted the best online newspaper site in 1997 & 1998 and partnerships were established with a host of companies to include Hoovers, Tribune, Times Mirror, Digital Cities (AOL), and Netscape.

Background

  • Collating and posting of news articles to five city websites.
  • Sending mass emails with the news.
  • Researching for interested readers.

Brickwork Solution

  • We collate and post news articles related to the cities of Baltimore, Atlanta, Washington DC, Philadelphia and Boston. The categories of articles include General Business, Securities, Law, Announcements, Public Notice, Events, Medical, Real Estate, etc.
  • Sending mass mails with the news articles to the members and subscribers of the group.
  • Researching for interested readers and getting their contact details and sending them a daily Newsletter giving them the information of the latest happenings in their city.

Engaging the services of Brickwork India has helped the client to concentrate more on his goals of providing small and minority business with a platform to conduct local business and promoting the interests of the local non-profit community. Our services also help the people in these five cities to receive daily business news articles.

INDUSTRY: Legal

Client profile
A consumer justice law firm located in Orlando, Florida. The firm represents consumers in product liability, class action and complex litigation throughout Florida and the United States.

Background
The client required assistance in writing articles in their weekly email newsletters that the firm sent out every week titled “Auto and Tire Defect News.”

Brickwork Solution
Brickwork provided assistance in writing articles for e-newsletters. The newsletters contained news and developments about automobile and tire defects. The research was done by searching various web news sources. The most relevant issues were identified. Once the information was researched, a brief summary of four or five of the most important issues were written and circulated by email every week to the clients. In the client’s own words “The articles look great. This is exactly what were looking for.”

INDUSTRY:Technology

Client profile
Client is the owner of a Singapore based company primarily dealing mobile apps. He develops apps for both IOS and Android. His vision is to provide inspiration through a network of apps such as quotes, stories, biographies, etc.

Background
The client wanted support in researching quotes for the given topic, upload the quotes to Amazon S3, create the description and Icons for the topics provided, create Admob ID, Apple Dev centre files, App ID, create the Xcode code and run the application, assign the tasks to the people hired by the client through oDesk.

Brickwork Solution

  • Searched for the quotes in public domains and found the demand for those topics in Google Adwords, Google Play, iTunes
  • Collated the quotes, converted them to excel and uploaded them to the Server (Amazon S3)
  • Created Icons for the topics provided using Gimp
  • Created Apps ID, Admob ID, Created the Xcode and executed the apps
  • Created more than 28 Apps

Impact

Our support helped the client to save a tremendous amount of time and to achieve his company’s vision.

INDUSTRY:Information Technology

Client profile
The client’s company develops front-end website optimization technology. The company's flagship product is the Website Site Optimizer, technology that automatically streamlines web page HTML code and resources, allowing pages to render faster at the user's browser level. Site Optimizer is available as a network appliance, a virtual appliance, or a service.

Project Background
Brickwork India has been assigned the task of testing the optimized website with the website host entry provided and using few strings instructed by the client. We need to make sure that the optimized website has no defect visually and functionally.

Brickwork Solution

  • Quality checked the optimized websites
  • Informed the changes in the functionality and visual appeal of the website identified during the testing process

Impact

Our assistance helped the client in focusing only on the webpages which had issues after optimization rather than going through all the optimized webpages, thus saving their time and ensuring efficient and effective results to their clients in turn.

INDUSTRY:Information Technology

Client profile
Client is a CEO of Backup services company based in San Diego. They provide remote backup services to businesses since 2005. The backup service has a proven track record of success in securely backing up business data as well as restoring lost data. It is one of few companies worldwide that are completely dedicated to remote backup and the market leader in managed backup.

Project Background
Client was interested in monitoring the systems on cloud servers and report him if any errors and inform his customers through a help desk platform.

Brickwork Solution

  • Generate daily backup log report to verify the consistency of customer backups
  • Communicated to customer and partners if any errors identified
  • If backups have failed two days in a row, reported to the customers/ IT Professional if there are anomalies in their backups (missed, warnings or unsuccessful backups)
  • Reported to the customers if any anomalies in their backups after three consecutive days of missed, warning or unsuccessful backups.
  • Verified backups on customer Appliance titled "Lockbox"
  • Generated quarterly network layout reports to deliver the customers and partners for their auditing and to ensure all necessary data is selected
  • Resolved the backup errors

Impact

Our regular system monitoring helped the client to provide the uninterrupted back-up services to his customers.

Office Management Support

INDUSTRY:Pet Industry

Client profile
The client is the owner of a hedgehog farm in USA. She breeds and sells hedgehogs. She has a website where she has loads of information on hedgehogs and also does online sale of hedgehogs.

Background
The client had a huge number of articles gathered over the years through her breeder friends or through other editors. The articles were based on the hedgehog behavior, their eating habits, their diseases, hibernation, bathing, sleeping, cages etc. Her goal was to format and reference all the articles uniformly to create an eBook for paid access.

Brickwork Solution

  • A formatting and referencing guideline was created in tandem with the client’s requirement
  • All the articles were formatted and referenced as per the guideline

Impact

Our productive support benefitted the client to move ahead with a project that has been in a stand-still for several years.

Administration Support

INDUSTRY: Wellness

Client profile
The training centre owned by the client provided fitness training to people all over UK, the company is registered in England & Wales.

Background
The client sought assistance with respect to some daily tasks- such as database maintenance & e-mail management.. This database had details of the gym equipment that was sold by them. The client also wanted assistance in creating informative power point presentations on physical fitness & research for information on healthcare industry.

Brickwork Solution

  • Updated and maintained Database
  • Provided assistance in researching on information related to physical fitness and healthcare industry
  • Prepared PowerPoint Presentations
  • Sorted and organized her emails filtering spam emails and setting reminders on MS Outlook

Client comments: “My REATM has been a great asset and saved us a lot of time. She has always been accurate, excellent, very prompt and efficient!”

INDUSTRY: Logistics & Supply Chain

Client profile
The company is based in Texas, USA, has been a leader in the inventory processing industry for the past 35 years. They are the largest self-scanning provider in the United States with continued growth worldwide.

Background
The client sought assistance in finding information on localities and cities in UK. to setup a Warehouse Distribution Center in UK.. He also required assistance with administrative tasks. such as transcribing data from PDF to MS Excel documents, Invoice and shipment tracking on FedEx and job postings on Monster.com

Brickwork Solution

  • Conducted an Internet Research and provided the details of cities and localities which would best suit the criteria to set up a warehouse
  • Manually typed the data from PDF files to Excel files in the format provided.PDF files were scanned text .
  • Tracking invoices and shipping details for various shipments on the FedEx website using the login credentials provided by the client
  • Posted jobs for the available positions in the company on monster.com

Client was pleased with the assistance provided by the assistant at Brickwork India and wrote in his testimonial “The ability to rapidly add competent remote staff with little or no HR and management overhead is a huge win for our organization. In a year of working with Brickwork we have found the relationship to be extremely beneficial and plan to increase the size of our outsourced staffing in both executive assistant and IT roles. Any company looking to rapidly adjust to increased staffing needs while simplifying their payroll should give them a call.”

INDUSTRY: Legal

Client profile
Client is the partner of a Law Firm, based in Mississippi, USA. The firm specializes in Estate Planning and Wills.

Background
The client needed assistance in managing administrative and executive tasks. REATM responsilities included setting up reminders, assigning and updating daily tasks, managing calendars, drafting letters and generating reports, etc. Company desired to retain BRICKWORK to assist them in the areas of General Estate Planning, Wills and Trusts, and Probate.

Brickwork Solution

  • Managed client’s desktop and database using Remote Access Software Tool
  • Managed staff workflow using a software called “Time Matters”
  • Generated and shared reports with the staff
  • Prepared manuals containing procedures followed for each task performed by REATM, which was later reviewed by the client
  • Compiled and shared the “Dashboard” Report with the staff
  • Proof Read the documents for spelling, grammar and language and formatted as per the template provided
  • Updated payment collection details

With most of the Administrative and Executive tasks handled by the REATM at Brickwork India, the client with his staff could focus more on other activities at the firm which led to productive results. Client in his testimonial shared how happy he is availing Brickwork’s services.

INDUSTRY: Information Technology / E-Commerce

Client profile
Client is a sole proprietor of a well-known Internet Marketing and Web Designing company that provided service to several other companies.

Background
The client wanted assistance with e-mail, calendar management, travel itinerary, maintaining his client database, and prioritizing and categorizing about 500 domains they had created under Internet Marketing Strategy.

Brickwork Solution

  • Managed his emails on MS Outlook and responded to mails on the client’s behalf
  • Planned his travel itinerary, booked his flights, stay and rental cars and set reminders for him on MS Outlook and RememberTheMilk calendars
  • Categorized and prioritized 500 domains, ranked the websites he had created for their clients
  • Scheduled and coordinated meetings and calls with his clients

Assistance provided by the REATM at Brickwork helped the client not only in his business development but also meeting the administrative targets of his organization. The client quoted “My REATM is an asset to anyone she works with. She is on time and has high integrity.”

INDUSTRY: Media & Entertainment

Client profile
The client was based in Switzerland, and was working on the production and imparting of media cultural projects.

Background
Brickwork managed an email-account on the client’s server (through a remote interface) including politely declining job-offers sent by e-mail.

Brickwork Solution
Brickwork provided remote assistance by accessing the client’s server which enabled the client to give live demonstrations of the media technology and its functionality. During the course of the project, the REATM was asked to decline job-offers via email, researched about the company, and represented the company well.
The client commented “The REATM exceeded all our expectations. He took on the task with a lot of commitment and motivation, working proactively and to the point. He was at all times helpful and it was a very rewarding experience for us to have had the opportunity to work with someone so professionally minded and reliable”.

INDUSTRY: Information Technology

Client profile
The client is the CEO of a reputed software company at Chicago, Illinois, USA. The company provides software solutions to firms located in different parts of the world.

Background
Client was looking for assistance in calendar management, email management, accounts, market research, PowerPoint presentations, etc.

Brickwork Solution

  • Updated client’s calendar on MS Outlook on a daily basis
  • Sorted and organized her emails
  • Assisted the client with basic accounts related tasks
  • Assisted in Market research
  • Prepared PowerPoint Presentations with the content provided

Impact

Our successful product upload to the rightful categories helped the client to increase the business sales thus profitability for the business.

INDUSTRY:Oil and Gas

Client profile
The client is a Director of an Africa based Oil and Gas company. His company specializes in the distribution of equipment that is specific to this industry. It has the capacity and necessary contact network to provide offshore equipment and solutions that meet the industry’s needs.

Background
The client wanted assistance in order processing, maintaining suppliers and customer databases, create order documents and coordinate with his team for bank transfers.

Brickwork Solution

  • Allocated the job numbers for each job received and acknowledged the Request for Quotation (RFQ) and Purchase Orders (PO)
  • Prepared RFQs, POs and Invoices to his customers
  • Sent order completion documents (which are duly signed, sealed and delivered) to customers
  • Maintained the supplier and customer database
  • Uploaded the order completion documents and certificates for relevant jobs in Dropbox
  • Prepared BTO documents for invoices to suppliers
  • Prepared reports for completed orders and issued monthly Invoices
  • Sourced resources for client’s requirement through Google search

Impact

Our support enabled the client to finalize more contracts.

INDUSTRY:Legal

Client profile
The client is one of the partners of a Taipei based law firm with Asia Pacific and Greater China practice strengths, providing counseling and assistance in their corporate, commercial, dispute-resolution and intellectual-property matters.

Background
The client wanted assistance in email management, calendar management, contact management, document formatting, creating and adding content on Google docs, internet research, managing Google websites etc.

Brickwork Solution

  • Added events on the calendar shared by the client and his associates
  • Added scanned form of contacts to the address book shared by the client and his associates
  • Formatted documents as per the style guide given
  • Created documents on Google docs/drive and added the content (documents, spreadsheets, drawings and presentations)
  • Collated the information related to the topics provided by the client and updated the results in appropriate templates
  • Managed client’s Google websites by adding/editing contents and created new sites and shared with client’s associates
  • Managed client’s emails and took action to the emails referring the labels
  • Provided administrative support

Impact

Our assistance helped the client to reduce the cost and improve their service.

INDUSTRY:Legal

Client profile
The client is an Injury and Insurance Claim Attorney in a Florida based law firm. The firm is chosen by one of the Insurance Companies to serve as their General Counsel. They have helped over 350 hospitals, diagnostic centers, physician practices, and emergency rescue providers collect over $20 million in unpaid and underpaid insurance receivables – in most cases with no fee to the client and no percentage of the recovery charged.

Background
The client has approached us to review each and every case of different medical providers and find out how much the provider owes from the insurance company and prepare demand letter in the proprietary tool by accessing client’s system remotely.

Brickwork Solution

  • List of case names to be worked will be emailed by the client on a weekly basis
  • Searched all the documents related to the cases in the document browser and verified the payment made
  • Verified whether the coverage is Personal Injury Protection (PIP) or Med Pay
  • Verified the cheque amount paid by the Insurance company and calculated the balance amount to be paid by the Insurance company to the providers
  • Update the details and created demand letters in the Proprietary tool

Impact

The efficiency and quality of the work produced by us has helped the client’s business to be successful to a greater extent.

INDUSTRY:Consulting

Client profile
The client is the CEO of a consulting company based in South Africa. The company specializes in adding value to the strategy creation process by use of foresight tools, processes, and strategic planning.

Background
The client wanted assistance in maintaining his Nozbe, Vodacom, IBurst, Sars e-Filing & Anazimail accounts and FNB accounts for his financial transactions.

Brickwork Solution

  • Updated his Nozbe account with the tasks to be followed up and communicated with client’s team to check the status of the tasks
  • Updated FNB accounts with expenditure incurred by team from Ever note
  • Monitored Vodacom and IBurst accounts and reminded the relevant team member
  • Updated faxes received in Anazimail and in Drop box
  • Filed necessary information and SARS e-Filing
  • Monitored communication between team members via Facebook and maintained the statistics of the community group

Impact

Our structured admin support helped the client put stability within the system of work and to focus on core aspects of his business.

INDUSTRY:Publishing

Client profile
The client is a Founder and Director of Australia's # 1 free magazine providing information to families of events and activities happening in their community. The magazine is produced once a year in each of the four states in Australia (WA, VIC, NT & TAS).

Background
The client wanted administrative support for various routine and mundane tasks.

Brickwork Solution

  • Emailed tasks for newsletter, distribution lists, competitions, Wots on and collated the response
  • Checked balances on accounts and reported
  • Updated the website
  • Created and sent newsletters , invoices and updated the payments
  • Transcribed the voice notes
  • Researched on different advertisers write-up for books
  • Sorted mails in Evernote
  • Sent Bulk SMS
  • Updated his ACT database with information & tagging advertisers, distributors
  • Ticket booking and travel arrangement

Impact

The quality of our support on routine tasks and the knowledge we brought to his company made us involve in all the aspects of his business. It saved the time, cost and his effort.

INDUSTRY:Information Technology

Client profile
Client is a Chairman and CEO of a European based company offering an extensive range of data center infrastructure services.

Background
The client needed assistance with scoring the tests and generating certifying documents on a daily basis and creating PPT decks.

Brickwork Solution

  • Created candidates databases with all the details
  • Evaluated the answer sheets and score the candidates
  • Created certifying documents
  • Maintained the track sheet of all exams with status
  • Created PPT Decks

Impact

Our assistance helped the client to deliver the certification within deadlines as well as saved his time and effort.

HR Support

 

INDUSTRY: Education/ Financial Services

Client profile
The client provides top-level professional business and financial advisory services to a growing number of privately-held small businesses, business owners and their families, and individuals embarking on new business ventures.

Background
The purpose of the assignment was to reconcile and rectify the bank accounts. Apart from bank accounts our team was also required to update the entries of other accounts.

Brickwork Solution
Brickwork successfully completed the bank reconciliation as per the client's requirements. Our services subsequently helped our client reconcile 3 bank accounts for 2006-2007.

INDUSTRY: Information Technology

Client profile
The client specializes in solutions for television and weather for all levels of the industry, from desktop, video, to cable TV, on-air, live broadcast solutions. The client also specializes in unique Internet solutions for weather and broadcast. The client is an authorized distributor for many broadcast video products.

Background
The client approached Brickwork to assist them in managing their company accounts using the QuickBooks software.

Brickwork Solution
Brickwork completed the-book keeping services for one company and gradually got book-keeping services and reconciliation of accounts for other 2 companies as well. Brickwork was able to provide solutions for 3 companies by maintaining 5 bank accounts, payroll accounts of employees, customer invoices, customer payment, customer bank reconciliation as well as vendor bills and reconciliation.
Brickwork also prepared financial statements and reports to disclose the financial position of the company.
The services provided helped the client to keep the accounts up-to-date. It also helped in getting the online bank updates and helped them to get their accounts reconciled on time.

INDUSTRY: Architecture & Design

Client profile
The client is an award-winning, licensed landscape design, installation and maintenance Company that has been specializing in renovating residential landscapes in the North San Diego County, since 2003.

Background
The purpose of the assignment was to reconcile the accounts of a vendor. Apart from vendor reconciliation, reconciliation work for the accounts of bank and credit cards as well as finalization of accounts were needed to be looked into.

Brickwork Solution
Brickwork worked on vendor reconciliation, vendor bills and payment, the same was compared with the vendor statement and reconciled.
Apart from vendor reconciliation, our team with their splendid performance also got the reconciliation for the bank and credit card accounts as well as finalization of accounts. Three bank accounts and 2 credit card accounts were reconciled.
The client was able to finalize accounts and file the income tax returns on time. Brickwork’s excellent professional experience and excellent performance in accounting services using US accounting software QuickBooks helped the client to get optimum satisfaction. Brickwork also prepared financial statements as well as guided them to improve their profit and performance.

INDUSTRY: Real Estate

Client profile
The client is a managing director for a real estate company with over 25 years of real estate and capital market experience. His overall responsibility included transaction management.

Background
The purpose of the assignment was to reconcile and rectify the bank accounts as well as to finalize the books of accounts.

Brickwork Solution
Brickwork completed the bank reconciliation and book-keeping services of 1 bank. Subsequently, because of the excellent performance, Brickwork worked on the reconcillation of another company, by reconciling 2 bank accounts along with book-keeping services.
The services provided helped the client complete the accounts and reconcile the accounts for 2007 on time. Brickwork also guided the client to make the process easier as well as guided the client on the actual financial position of his company.

 

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