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Why Virtual Assistant Diary?
Care-first, people-centred.
Compassion, dignity and calm in every interaction.
Reduce the admin burden.
We take calls, case admin, bookings and supplier liaison—your arrangers focus on families.
Continuity guaranteed.
Holiday/absence cover is built in. Your rhythm doesn’t break.
Seamless coordination.
We don’t “place and vanish.” Your EA/PA is mentored and quality-checked by a senior advisor; they can lean on our knowledge base at any time.
Relationship, not transaction.
One contact orchestrates registrars, medical-examiner steps, crematoria/cemeteries, celebrants, florists, vehicles.
In your tools.
We use your software and forms; records kept tidy and audit-ready.
No two clients are the same. The list below is a guide to common needs, we tailor the work around you, then refine it as your world shifts.
- Case intake & family updates: first-call handling, arrangements booking, clear next-steps.
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Paperwork & bookings: medical-examiner flow, registrars, crematoria/cemeteries.
Records and compliance. CQC expects accurate, complete records and good governance; GDPR requires secure handling of health data. We help you keep it tidy and auditable.
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Day-to-day scheduling: vehicles, staff/bearers, celebrants, florists, print, venues.
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Supplier & stock checks: simple routines so nothing runs out.
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Aftercare: ashes coordination, memorial referrals, document pack.
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Your systems, not new ones: we work inside your software; tidy records for audits.
Confidentiality: need-to-know access, secure handling, NDA available.
What’s included (UK support)
No two clients are the same. The list below is a guide to common needs, we tailor the work around you, then refine it as your world shifts.
- Documentation and permits, embassy/consulate, airline cargo/AWB and routing, translations/legalisations, destination handover.
Optional add-on: International repatriation
How it works
1
Private consultation
We get to know you, your role, stakeholders, pace, pain points and goals, then pinpoint the support that will make the biggest difference (and the guardrails to protect your time and privacy).
2
Compatibility & shortlist
We introduce 1–2 best-fit associates (pace, temperament, sector nuance). You meet them, we confirm working style and comms, and complete any conflict checks.
3
Proposal, NDA & onboarding
Outcome-based retainer agreed; NDA signed. We switch on diary/inbox gatekeeping, investor cadence and travel routines. Advisor oversight and holiday/absence cover are included from day one. A brief weekly check-in keeps everything aligned.