Top 100 Tasks a VA Can Help With in Your Childcare Business

Administrative Tasks

1. Answering phone calls and emails
2. Managing calendars and scheduling appointments
3. Organizing and maintaining files (digital and physical)
4. Data entry and database management
5. Managing documentation for new employees
6. Organizing and maintaining client records
7. Managing office supplies and inventory
8. Writing and editing documents, reports, and letters
9. Updating employee contact lists
10. Handling general inquiries and customer service
11. Maintaining an organized email inbox
12. Preparing and processing paperwork for licensing
13. Coordinating and scheduling staff meetings
14. Assisting with creating and updating employee handbooks
15. Managing the daycare’s social media accounts
16. Drafting newsletters and other communication
17. Updating policies and procedures
18. Managing and updating your website content
19. Maintaining a calendar for holidays, school breaks, and other important dates
20. Coordinating virtual meetings and video calls
21. Booking travel arrangements for staff
22. Preparing and sending out invoices to clients
23. Organizing staff training schedules
24. Tracking and managing employee attendance and leave
25. Creating and managing project timelines for daycare initiatives

Marketing and Social Media

26. Creating social media posts
27. Responding to social media messages and comments
28. Running paid ad campaigns on platforms like Facebook and Instagram
29. Designing and creating marketing materials (flyers, brochures, etc.)
30. Writing blog posts for the daycare’s website
31. Managing online reviews and reputation
32. Building email marketing campaigns
33. Scheduling and sending email newsletters
34. Promoting seasonal events and programs
35. Analyzing and reporting on marketing performance
36. Coordinating local community outreach efforts
37. Creating and maintaining an online portfolio
38. Designing and maintaining promotional graphics
39. Researching competitors and industry trends
40. Managing and updating business listings online (Google, Yelp, etc.)
41. Organizing virtual marketing campaigns
42. Assisting with event planning and promotions
43. Writing press releases
44. Creating content for educational materials
45. Managing referral programs
46. Conducting market research to identify new marketing strategies
47. Assisting with SEO (Search Engine Optimization)
48. Maintaining a blog to educate parents and potential clients

Financial and Accounting Support

49. Managing day-to-day bookkeeping
50. Creating financial reports (P&L, balance sheets)
51. Assisting with payroll management
52. Tracking expenses and invoices
53. Preparing tax documents
54. Processing client payments
55. Reconciling bank statements
56. Managing accounts payable and receivable
57. Setting up and managing billing systems
58. Preparing and tracking budgets
59. Assisting with financial forecasting
60. Preparing and processing refund requests
61. Managing online payment systems
62. Ensuring compliance with financial regulations

Human Resources

63. Creating job descriptions and job postings
64. Assisting with recruitment and candidate screening
65. Scheduling interviews
66. Managing employee onboarding and training
67. Preparing employee contracts and agreements
68. Assisting with performance reviews
69. Managing employee benefits
70. Maintaining employee records
71. Tracking employee certifications and renewals
72. Creating and updating payroll records
73. Ensuring compliance with labor laws
74. Organizing team-building activities
75. Managing HR-related inquiries
76. Handling employee disciplinary actions
77. Maintaining and updating employee schedules
78. Creating training materials for staff

Customer Service and Parent Communication

79. Responding to parent inquiries
80. Handling parent complaints and concerns
81. Sending out parent communication (e.g., updates, newsletters)
82. Managing the daycare’s contact list
83. Organizing parent-teacher meetings and conferences
84. Coordinating parent volunteer schedules
85. Preparing and sending out surveys to parents for feedback
86. Maintaining parent communication logs
87. Assisting with parent payment processing
88. Providing parents with daily reports on their child’s activities
89. Coordinating daycare events with parents (e.g., field trips, celebrations)
90. Assisting with after-hours emergency communications

Childcare Operations and Classroom Support

91. Creating and maintaining daily schedules for children
92. Managing classroom supplies and inventory
93. Preparing educational and learning materials
94. Assisting with lesson planning
95. Helping create individualized learning plans for children
96. Tracking children’s developmental milestones and progress
97. Organizing classroom activities
98. Coordinating field trips and outings
99. Assisting with maintaining health and safety compliance
100. Managing child pickup and drop-off schedules