Welcome to hiraya va.

About Hiraya VA

At Hiraya VA, the inspiring Filipino concept of 'Hiraya'—the realization of our deepest hopes and dreams—guides everything we do. Our mission is to equip businesses and Virtual Assistants with the tools and resources they need to turn their aspirations into achievements. Anchored by our core values, we are dedicated to converting ambitions into realities, fostering mutual growth and success for both our clients and our team members.

Core Values:

  • Integrity

  • Communication

  • Empowerment

Getting Started Checklist:

1. Review this onboarding document

2. Set up your communication tools

3. Familiarize yourself with time tracking, weekly reports & invoicing procedures

4. Schedule an onboarding call with Michelle to finalize the process. Schedule here

Our Tech Stack

  • Google Workspace: We use all G-Suite products

  • Slack: Instant messaging

  • Clockify: Time tracking

Communication Tools

Email

As business administrators and organizational experts, it's essential for us to model best practices in our own tasks, including effective email management. Here are a few highly recommended tips:

  • To keep Hiraya related items separated you may choose to set up a separate Google Profile for work-related activities - How to Create a Google Chrome Profile

  • Maintain inbox zero, utilize labels and rules, and follow up promptly on action items

  • Unsubscribe from marketing emails for work-related applications to keep your inbox focused.

Slack

You'll be invited to the Hiraya Workspace. Please familiarize yourself with how we have our channels set up and how to use them. We recommend downloading the desktop version and mobile app, ensuring your notifications are set to your preference. You can find more information here: https://slack.com/help/articles/360025446073-Guide-to-Slack-notifications

Action Item: Review our SOP to understand Communication expectations here

Backup

For urgent needs, we may use Facebook Messenger or WhatsApp to contact you if you aren’t responding in Slack therefore please add Michelle on these platforms

Time Tracking

As we provide our clients with weekly reports on hours worked, it’s essential to track your time accurately. Please use Clockify, where you'll be added to our team. Watch the tutorial here and ensure you set up your Clients and Projects according to the following guidelines to facilitate seamless billing.

1. Client: Hiraya

Standard Categories:

  • Admin (Meetings, calls)

  • Training

  • Tasks

  • Training

Optional Categories:

  • Accounting

  • Management

  • Social Media

2. Client: [client name sample]

  • Admin Tasks

  • Social Media

  • Projects

OUT OF OFFICE

For any personal holidays such as birthdays, vacations, or any other occasion, use the Time Off feature in Clockify. Check out the SOP here. We ask for a 2 week minimum notification to make proper arrangements.

INVOICING

  • Submit your invoice to Michelle@HireaVA.ai on the 15th and the end of the month

  • Payment methods: Payoneer or PayPal. We prefer Payoneer due to the lower fees.

  • Invoices are paid within 3-5 business days.

  • If you earn $9 or less, you may include the transaction fee on your invoice, and the Company will cover this cost

  • Please include your connected payment email on your invoice

  • PayPal offers an option to send an invoice directly from their platform

TEAM MEETINGS / TRAINING

We value your ideas and encourage you to share them! Your insights help us keep improving and innovating.

We hold weekly team meetings to build camaraderie, share client updates, discuss support needs, and do AI training. These meetings usually happen on the same day and time each week, and you’ll be added to the calendar invite. While we’d love for you to join, client work always comes first.

FAQ’s

  • How soon will I be paid? Answer: Approved invoices are processed within 3-5 business days

  • Can you pay through Wise to avoid PayPal fees? Answer: Due to licensing limitations with Wise, the State of Nevada is the only state that doesn’t allow payments via Wise therefore we do offer to compensate covering the cost of PayPal fees if you earn $9/hour or less. You can include the fee on your invoice.

  • What email should I use for payment? Answer: Michelle@Hireava.ai

  • Do you have an invoice template? Answer: PayPal offers an option to send an invoice directly from their platform

  • Are there opportunities for additional training or skill development? Answer: Currently we incorporate AI training during our huddles.

  • How do I communicate my unavailability or time away? Answer: Due to the nature of our business as primarily Executive Assistants to business owners, consistent availability and smooth transitions are crucial therefore we require careful planning for any time away. Please follow these steps:

    1. Provide a 2-week advance notice of any planned unavailability to your primary contact and update the #hiraya-team-general Slack channel.

    2. Ensure your Standard Operating Procedures (SOPs) are up-to-date and comprehensive, reflecting the specific needs of the business owners you support.

    3. Be prepared to help train a temporary VA who will cover your tasks during your absence, ensuring they understand the unique requirements and preferences of your clients.

    4. For unexpected absences, notify us immediately and provide detailed information to maintain seamless support for the business owners.

  • Is there a dress code for virtual meetings? While we don't have a strict dress code, we expect business casual attire during virtual meetings with clients. For internal meetings, casual is acceptable.

  • How can I provide feedback or suggestions for improvement? We value your input! Please send any feedback or suggestions to Michelle@Hireava.ai or discuss them during our team meetings.