A general virtual assistant who takes the admin off your desk
Inbox, calendar, documents, data and follow ups, handled every week by a trained assistant who learns how your business actually runs.
Most small businesses do not lose time on the difficult work. They lose it on the small work: the reply that takes four minutes, the invoice that needs chasing, the spreadsheet nobody has updated, the diary that quietly fills up with the wrong things.
Individually none of it is hard. Together it is a second job, and it is the job that always seems to happen after hours.
A general virtual assistant is the person who picks that up. Not a tool, not a template, a colleague who works with you every week and gets better at your business the longer they are in it.
The problem
What your assistant handles
Inbox and communication
Sorting, labelling and prioritising your inbox
Drafting replies in your tone for approval
Handling routine correspondence independently once the patterns are agreed
Chasing responses and keeping threads moving
01
Diary and coordination
Scheduling and rescheduling across time zones
Preparing meeting agendas and circulating notes
Booking travel and accommodation
Managing recurring commitments so nothing collides
02
Documents and data
Preparing, formatting and proofreading documents
Maintaining spreadsheets, trackers and reports
Data entry, cleaning and migration between systems
Keeping shared drives organised and findable
03
Administrative follow through
Preparing invoices and chasing outstanding payments
Supplier and client correspondence
Research and comparison tasks
CRM updates and pipeline hygiene
04
Recurring operations
Weekly and monthly reporting from your existing tools
Keeping your project management workspace current
Onboarding checklists for new clients or staff
Any process you already run that can be written down once and repeated
05
How it works
1. You tell us what you need
A short conversation about your work, your tools and the hours you have in mind. No obligation and no sales sequence.
2. We match, we do not shortlist blindly
We propose assistants who fit your sector, your tooling and your working rhythm. You meet them before anything is agreed.
3. Structured onboarding
Access is arranged through a password manager with shared vaults and multi factor authentication. Your assistant is briefed, your first processes are documented, and expectations are agreed in writing.
4. Weekly rhythm, visible hours
Time is tracked transparently in Clockify. You see what was worked on and for how long. There is no screenshot monitoring and no activity surveillance, because we do not think adults need watching.
Month two costs you less attention than month one. That is the entire point of a long term assistant rather than a task marketplace.
5. It compounds
Why Kapwa Support
Your assistant is paid properly
We pay top of the market pay, with performance bonuses and paid vacation recognition. This is not a charitable position, it is a retention strategy. Assistants who are treated well stay, and continuity is the thing that actually makes delegation work. Every handover you avoid is a month of context you keep.
GDPR compliance is built in, not bolted on
A Data Processing Agreement, Standard Contractual Clauses for transfers, documented retention periods and a written AI usage policy. Your assistant is trained on data protection before they touch your systems, not after an incident.
Europe facing hours
Your assistant works hours that overlap with your European working day, so questions get answered while you are still at your desk.
A team, not a listing
Our assistants are part of a supported community with training, check ins and meetups. Kapwa means shared identity and mutual regard, a Filipino idea about seeing yourself in the person across from you. It is where our name comes from and it is genuinely how we run the business.
A dedicated assistant, not a rotating pool
Structured onboarding and process documentation
Transparent time tracking
A named contact at Kapwa Support for anything that needs escalating
Replacement cover if the fit is wrong.
What is included
Pricing
Starting from €35/hour, with rates decreasing as your monthly hours increase. Bureau quality at starter rates: above what an offshore marketplace charges, below what a European agency charges, with the compliance and support that neither of them includes.
Frequently asked questions
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Most businesses underestimate. If you are unsure, start at the volume that covers the tasks you can name today, then expand once the process documentation exists.
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Yes. You work with one dedicated assistant who learns your business. Cover arrangements for holidays and absence are agreed during onboarding.
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Tell us early. We arrange a replacement as soon as possible and handle the handover so you do not repeat your onboarding from scratch.
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We sign a Data Processing Agreement with every client, use Standard Contractual Clauses for transfers outside Europe, restrict access through a password manager with multi factor authentication, and train every assistant on GDPR before they start. We can share our compliance documentation on request.
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Only within a written policy that you approve. Client data is never entered into tools that have not been cleared, and any AI assisted output is checked by a human before it reaches you.
Ready to hire a VA?
Tell us what is eating your week. With one free introduction call we will show you what a Kapwa Support VA can mean for your business.