Today
Is there a virtual assistant that answers while I'm in a meeting?
The supervisor routed the chat to the office manager agent
Yes. I handle routine questions, take a message and open a task for whoever needs to call the customer back, and let them know on WhatsApp or by email.
The office manager agent does what a good secretary does: answers routine questions, takes messages, opens tasks in the CRM, and tells the right person on your team. It also works the other way: you message it on WhatsApp and ask who called today and what was said, and it answers from your call log and call transcripts.
The accountant is in a meeting. The message doesn't get lost.
Hi, I need to talk to Ronit about my annual return. Is she available?
Ronit is in a meeting right now. I'll take a message and she'll get back to you. What's it about, and when is a good time for her to call?
I got a letter from the tax authority and want to know if I need to do anything. After 16:00 works
Task created for Ronit: "Call Dana back about the tax authority letter, after 16:00" · Ronit notified on WhatsApp
Done. Ronit has the message and will call you today after 16:00. If you have a photo of the letter, send it here and it'll be waiting for her in this chat.
What the virtual secretary does
- Answers routine questionsHours, address, prices, which documents to bring. From the instructions and documents you give it.
- Takes messagesWho called, what they wanted and when to call back, as a note on the customer's record.
- Opens tasksA task with a due date in the built-in CRM, HubSpot or Google Tasks.
- Keeps the team informedA WhatsApp message or email to the person who needs to act, with a short summary.
- Books meetingsWith Google Calendar connected, it checks availability and books. Appointment scheduling
- Hands over when neededUrgent or sensitive requests go to a person in the same chat.
And at the end of the day, you ask
The same agent, or a separate one available only to your team, answers from the call log, the transcripts and your agents' activity.
Who called today and what did they want?
There were 7 incoming calls. Two new customers asked for a bookkeeping quote, and Avi asked to move tomorrow's meeting earlier. Want a summary of each call by email?
What you can ask it
- Who calledIncoming calls on your business lines, by date range.
- What was saidSearch call transcripts by phone number, date or topic. Call transcription
- What the agents didAn overview of the conversations your agents handled in recent days, per agent.
- A summary by emailThe agent can send the summary by email too, neatly formatted.
Set up a virtual secretary
1Write what the office answers
Hours, services, prices, and what always goes to a person.
2Decide who gets what
Your team members, their phones and emails, and who owns which topic.
3Connect your systems
The built-in CRM or HubSpot, Google Calendar and your business phone lines. Integrations
4Test and go live
Run sample conversations, then switch it on. Agent evaluations
Questions about the virtual secretary
What does an AI virtual secretary do?
It answers routine customer questions, takes messages, opens tasks and tells the right person on your team. Unlike an auto-reply, it holds a conversation and works out what the customer needs.
How does my team get the messages?
As a task in the CRM, plus a WhatsApp message or email to whoever needs to act. You decide who gets what.
Can it answer the phone too?
Yes, with a voice agent that answers your business line, takes messages and transfers calls. Voice receptionist
Can the office manager ask the agent questions?
Yes. Set up an agent available only to contacts tagged as your team, and it answers from the call log, transcripts and agent activity.
How much does a virtual secretary cost?
It depends on your package and usage. See pricing
Let's talk
Hi, this is the RealOffice.AI agent. Leave your details and we'll get back to you with a demo built around your business.
Prefer to talk now? 053-5908627 · sales@realoffice.ai