Solutions - Virtual Assistant Services
Bilingual VA trained on AI tools.
Onboarded in 7 days. EN+ES.
Bilingual virtual assistants who use AI tools to work faster than standard VAs. CRM management, inbox, scheduling, client follow-up, and content support. Part-time or full-time.
The Problem
The tasks eating your day are not
the tasks that grow your business.
Founders and sales leads spend 2-3 hours per day on inbox management, appointment scheduling, and follow-up tasks that a trained VA can handle in half the time using AI tools
Standard virtual assistants are not trained on your CRM, your AI tools, or your specific workflows - so you spend the first 60 days training someone who still works slower than you
English-only VA coverage misses Spanish-speaking clients, leads, and vendors - every missed response or delayed follow-up in Spanish is a lost opportunity most businesses don't notice until they tally it
Offshore VA services are cheap until you factor in quality issues, time zone friction, retraining cycles, and the hidden cost of tasks that have to be redone - you get what you pay for, twice
What's Included
What a Hub365 VA handles
from day 7.
CRM management and data entry
Contact records kept current. Deal stages updated. Tasks assigned and tracked. Pipeline reports pulled weekly. Your CRM stays accurate without you touching it.
Inbox management and triage
Email and DM inbox organized, flagged, and responded to per your voice and templates. Urgent items escalated immediately. Routine items handled without interrupting your day.
Appointment scheduling
Calendar managed, confirmations sent, reminders triggered. Reschedule requests handled. No-shows followed up. Your calendar works without you managing it.
Lead follow-up sequences
New leads contacted within 5 minutes. Follow-up sequences executed on schedule. Lead status updated in CRM. Warm leads escalated to your sales team. Nothing falls through the cracks.
Bilingual client communication
English and Spanish client communication handled at native-level quality. Translated documents, emails, and DMs. Your Spanish-speaking clients and leads treated exactly like your English-speaking ones.
Content and admin support
Social media scheduling, blog post formatting, research tasks, report summaries, vendor coordination, and general admin. The list of tasks handled grows as the VA learns your business.
What Changes
What your week looks like
on day 14.
VA onboarded and handling tasks
Day 1-3: onboarding and tool setup. Day 4-6: supervised task handoff. Day 7: fully live on assigned tasks
Hours per week back in your calendar
Average founder reclaims 10 hours per week from inbox, scheduling, and follow-up tasks delegated to the VA
Both languages covered, fully
Every Spanish-speaking lead, client, and vendor communication handled at the same level as English
Lead response time
New leads contacted within 5 minutes. Response rate increases 3x compared to same-day or next-day follow-up
Best Fit
VA services built for these 6 business types.
Healthcare and Clinics
Patient appointment scheduling, reminder sequences, insurance verification follow-up, and bilingual patient communication. HIPAA-aware workflows
Real Estate
Lead follow-up within 5 minutes, showing scheduling, CRM updates after every interaction, offer coordination, and Spanish-language buyer and seller communication
Beauty and Wellness
Appointment booking and confirmation, rebooking sequences for lapsed clients, product inquiry responses, and social media DM management
Professional Services
Client onboarding coordination, contract follow-up, meeting scheduling, report formatting, and ongoing client communication in English and Spanish
E-commerce
Order inquiry responses, return coordination, vendor communication, review request follow-up, and customer reactivation sequences
B2B and Agencies
New lead triage and qualification, meeting booking, proposal follow-up, client reporting coordination, and CRM hygiene across multiple accounts
Process
From kickoff call to live VA
in 7 days.
Day 1-2: Discovery + matching
Intake call to map your tasks, tools, calendar, and communication style. VA matched to your business type and language needs. Access credentials shared.
Day 3-4: Tool setup + training
VA onboarded to your CRM, inbox, scheduling tool, and AI stack. Task-specific SOPs documented. Voice and tone guidelines established from your templates.
Day 5-6: Supervised handoff
First tasks completed with daily check-ins. Quality reviewed. Adjustments made. You approve the output before the VA runs independently.
Day 7+: Live + weekly sync
VA fully live on assigned tasks. Weekly 30-min sync to review quality, add tasks, and adjust priorities. Monthly performance review included.
FAQ
5 questions before you book.
Hub365 VAs are trained on AI tools - they use ChatGPT, Claude, and automation platforms to complete tasks faster and at higher quality than task-trained VAs. They are bilingual at native level in English and Spanish. They are onboarded to your specific CRM, inbox, and scheduling tools before day 1 of live work. And they are managed by Hub365, not left to you to supervise independently.
Hub365 VAs handle: CRM management and data entry, inbox triage and responses, appointment scheduling and calendar management, lead follow-up sequences, bilingual client communication (EN and ES), social media scheduling, document formatting, research and report summaries, and general admin. The task list expands as the VA learns your business over the first 30 days.
Yes. All Hub365 VAs are bilingual at native level in English and Spanish. This means your Spanish-speaking leads, clients, and vendors receive the same quality of communication as your English-speaking contacts. For Fort Lauderdale businesses, this is not a nice-to-have - the 18% Spanish-speaking US market and the Latin American market both demand real bilingual coverage.
Hub365 VA services are available part-time (20 hours/week) or full-time (40 hours/week). Part-time is recommended for founders delegating their first batch of tasks. Full-time is for businesses replacing a role or handling high-volume lead follow-up. Book the discovery call and we scope the right engagement based on your actual task volume.
Hub365 guarantees a replacement within 5 business days if the assigned VA is not meeting quality standards. The replacement VA is onboarded from your existing documentation, so there is no repeat setup process. Quality accountability is Hub365's responsibility, not yours - you are not managing a freelancer, you are using a managed service.
Your bilingual AI-trained VA
live in 7 days.
30-min discovery call maps your task list, language needs, and tools. We scope the engagement before you commit to anything.
No commitment · Live in 14 days · EN+ES support 24/7