When sourcing a candidate, we’ll make sure their availability matches your needs.
You can also work with your assistant asynchronously, sending you progress updates via email instead of meetings.
Typically assistants work U.S. Monday-Friday, but the schedule is flexible for you and your assistant.
When you and your assistant agree to a work schedule, let your Client Relations Manager know.
We encourage you to ask your assistant to submit end-of-day reports for visibility. When working remotely, status updates are a key piece of managing new hires.
Assistants are familiar with apps like WhatsApp and Slack in addition to phone calls and email. They’re typically able to meet you where you are, but we don’t recommend iMessage because it’s limited to Apple products.
Magic makes sure that candidates already have a work-from-home set up during the screening process.
If the role requires your assistant to use a specific piece of equipment, you can arrange purchase or shipment with your assistant directly. Magic is not liable for any hardware you provide your assistant. Similarly, you can provide access to licensed software if needed.
(If you have questions about Philippine retailers or shipping please don’t hesitate to ask)
Things you might want to talk about on your assistant’s first day.
Things to consider when sharing tools with your assistant:
If you have them, training materials are helpful for an assistant’s ramp up and later reference.
After the end of the billing week, you have 7 days to request adjustments. Typical adjustments are extra hours or time off for the assistant.
Adjustments will be made to your next bill to accommodate changes.
The billing week starts every Sunday and ends every Saturday. If your assistant needs time off or
worked extra hours, let us know before the end of the adjustment period so we can accurately
pay your assistant.
If you want to give a bonus, let your Client Relations Manager know. Magic will process the
payout and your assistant will receive 100% of the bonus amount.
If your assistant qualifies for any incentive program at your company, we will treat it the same as a bonus and they will receive 100% of the payout.
Your deposit will be applied to your last bill or refunded if your account is up to date.
Like any employee, you’re free to assign new work to your assistant.
If you want to increase plan hours, email your Customer Relations Manager.
We encourage growth for assistants. If you want to give your assistant a raise, email your Customer Relations Manager.
We can make permanent changes to your default plan. Email your Customer Relations Manager if you need to make a change.
If you don’t feel comfortable for whatever reason, your CRM will communicate the changes to your assistant.
You can set whatever attendance policy you want. If they cannot work, we recommend your assistant call out at least an hour before a shift.
Internet or power outages are more frequent in the Philippines than in the United States. You should consider a backup means of communication your assistant can access with mobile data (whatsapp, email, slack, etc.)
We make it easy to change your assistant’s schedule. As long as they’re available, we can adjust the schedule to whatever works for you both.
If you’re thinking of changing the schedule, let your Client Relations Manager know. They will help coordinate and adjust your plan if necessary.
We’re happy to help bring your assistant on as a full time member of your company, we ask for a $3000 buyout fee to help cover the costs of sourcing and screening the assistant. We’ll work with you to ensure a smooth transition.
By default, we assume your assistant has 2 days off per week, but this can be adjusted to whatever works best for you both.
If you and your assistant decide to change the work schedule, let your Client Relations Manager know before the change takes place. (schedule changes can affect billing)
If your assistant can’t work when you need them, let us know ASAP and we’ll get a replacement for you right away.
If your assistant needs time off or worked extra hours, please email your Customer Relations Manager with the details before the end of the adjustment period.
Your break schedule is up to you. We recommend allowing a 10-15 minute break every 2 hours and a 30-60 minute long lunch break if the shift is longer than 4 hours.
Performance management with Magic is very flexible. We have found that client’s who check in regularly with their assistants get better results.
Replacing your assistant is easy. It’s important to us that you’re happy with who you’re working with. If it isn’t a fit in the first few weeks, let your Client Relations Manager know and we’ll prioritize your next hire. When you’re ready to replace an assistant, you can start the off-boarding process by:
It typically takes 48 hours to send a replacement.
Highly specialized requirements can take 2 weeks to find a replacement e.g., western accent, specific software expertise, or management level roles.
All the best,
your friends on the Assistant Support Team