What Do Virtual Assistants Do?

Let’s say you are a young entrepreneur, and besides your business, you also have to handle your agenda, your in-person meetings, your travels, and other tedious tasks like ordering lunch. You will soon realize you are spending more time on these tasks than on growing your business.

That is where virtual assistants step in.

A virtual assistant is an independent professional who provides administrative, technical, or creative support to businesses and entrepreneurs from a remote location. Unlike traditional office workers, a VA works independently—sometimes as a freelancer or through specialized agencies—and handles many different tasks that keep your business running.

In the last few years, the demand for virtual assistants has surged, driven by remote work and digital transformation. Whether for startups, small businesses, or even large corporations, outsourcing mundane and time-consuming tasks to skilled professionals who operate from anywhere is on the rise.

This not only saves money for the business but also frees up time to focus on more important activities, such as strategy, growth, and customer engagement.

Virtual assistant jobs - what do they do​?

A virtual assistant is like a real one—standing at a desk in an office—with the only difference being that the virtual one is… virtual. It is a professional who provides remote support to businesses, entrepreneurs, and professionals, handling a variety of tasks that help keep operations running smoothly.

Depending on your needs, such a role can do a variety of virtual assistant jobs. Some focus on general administrative tasks, while others specialize in specific areas like social media management, email marketing, customer support, basic bookkeeping, and data entry. They can adapt to different industries and tasks, which has made them highly in demand right now.

The core role of a virtual assistant is to provide support remotely so that you or other team members do not have to handle all those time-consuming tasks. Technology has advanced significantly in recent years, allowing a VA to perform a wide range of tasks using digital tools and communication platforms, making their contributions highly efficient.

Administrative Tasks and Business Operations

One of the major roles of a VA is administrative management, allowing the business owner to focus on more critical aspects of their work. Some of the most common administrative responsibilities include:

• Appointment Scheduling & Calendar Management: VAs handle scheduling, organize meetings, and manage calendars to ensure professionals stay on track without getting bogged down by logistics.
• Email Management: If the business owner is overwhelmed with a high volume of emails, the VA sorts the inbox, sends routine responses, prioritizes urgent messages, and drafts correspondence for clients or partners, ensuring timely and efficient communication.
• Document & Data Organization: Virtual assistants help maintain business records, organize spreadsheets, and perform data entry to keep everything up to date and accurate. Their contributions include:
• File management: preparing and updating spreadsheets, creating reports and presentations for meetings.
• Customer Service: VAs specializing in customer support assist businesses by handling inquiries, processing orders, and resolving basic issues to ensure a smooth customer experience.
• Travel Arrangements: Virtual assistants facilitate seamless travel by booking flights, arranging accommodations, and preparing itineraries to make business trips stress-free for their clients.

Setting Up Appointments 

Time is essential in every kind of business, which is why virtual assistants are highly relied upon for managing their clients’ calendars. A VA can:

• Schedule meetings efficiently to ensure all appointments take place on time.
• Communicate with clients to send meeting reminders and keep track of deadlines.
• Coordinate availability by consulting with various individuals and scheduling meetings accordingly.
• Plan trip itineraries, book flights, and arrange accommodations.

Outsourcing your scheduling to a VA helps you stay organized and avoid conflicting commitments.

Email Marketing

Other powerful segments of digital marketing strategies include email marketing, which many virtual assistants manage or want to manage for businesses. A virtual assistant can:

• Write and design email newsletters.
• Set up email marketing campaigns using platforms such as Mailchimp and ConvertKit, including scheduling.
• Manage subscriber lists and segments to ensure emails reach the right recipients.
• Monitor email performance, tracking metrics such as open rates and click-through rates.

Virtual assistants help with email marketing and contribute to lead nurturing for businesses.

Social Media Management

Social media is essential for many businesses when it comes to engaging with customers and building brand awareness. Here’s what a virtual assistant can do for you:

• Design and schedule posts for social media platforms such as Instagram, Facebook, LinkedIn, and other platforms.
• Engage with your followers by responding to comments and managing messages.
• Track trends and suggest content ideas.
• Monitor social media channels and performance metrics to improve social strategy.

A VA specializing in social media management helps business owners maintain an active presence without spending hours on content creation and engagement.

Customer Support

Outstanding customer service is crucial for any business, and a VA can assist in the following areas:

• Responding to queries via email, chat, or phone calls.
• Resolving customer complaints by finding effective solutions.
• Processing orders and handling returns.
• Providing information about products or services.

Outsourcing customer support to VAs helps businesses improve response times and strengthen customer loyalty.

Basic Bookkeeping

Many virtual assistants offer basic bookkeeping services, helping businesses track their finances. Common bookkeeping tasks include:

• Recording expenses and income.
• Invoicing clients, managing accounts receivable, and tracking payments.
• Reconciling bank statements.
• Managing financial statements and spreadsheets.

With a VA handling bookkeeping, business owners can stay on top of their finances without feeling overwhelmed by numbers.

Data Entry

Data entry is a repetitive task that every business must handle. Human virtual assistants simplify the process by:

• Entering and organizing data in spreadsheets or databases.
• Updating customer records and business information.
• Cleaning data, including removing duplicate or erroneous entries.

Outsourcing data entry allows businesses to maintain quality while freeing up time for higher-value tasks.

Specialized Skills and Services Offered by Virtual Assistants

Beyond administrative work, many virtual assistants offer specialized services that require advanced skills and expertise. These high-value services can help businesses scale, strengthen their online presence, improve marketing, and streamline e-commerce operations. Below are some of the most sought-after specialized skills provided by virtual assistants.

Content Writing, SEO, and Digital Marketing

Virtual assistants specializing in content creation help businesses develop high-quality written materials for websites, blogs, and social media. Writing blog posts, articles, job descriptions, and website content to enhance brand visibility is a key aspect of business when aiming to engage an audience and establish authority in an industry.

• Writing blog posts, articles, and website content to enhance brand visibility.
• Creating social media captions and ad copy for marketing campaigns.
• Search Engine Optimization (SEO): Optimizing content with keywords, meta descriptions, and internal links to improve search rankings.
• Email Marketing: Writing and designing email templates for marketing campaigns, automating campaigns, and managing email lists.
• Managing paid ad campaigns on Google Ads and Facebook Ads.

Graphic Design and Website Management

In the digital world, businesses need more than just functionality—they need visual appeal. Many virtual assistants specialize in graphic design and website management, making them invaluable to companies that require creative content.

• Designing social media graphics, logos, and marketing materials using Canva, Adobe Photoshop, or Illustrator.
• Editing images and videos for promotional campaigns.
• Website management, including updating website content, posting blogs, and fixing minor design issues.
• Basic web development on platforms such as WordPress, Wix, or Shopify.

With these skills, a VA can help a business maintain a professional and polished online presence without the need for a full-time designer.

E-commerce Support, Including Order Processing

With the rise of online shopping, many businesses rely on virtual assistants to support their e-commerce operations, making them smoother and more efficient.

• Order processing and inventory management: Ensuring stock is updated and orders are processed accurately.
• Customer support for online stores: Answering questions about products, handling refunds, and resolving complaints.
• Managing product listings: Writing product descriptions, uploading images, and setting prices on platforms like Shopify, WooCommerce, or Amazon.
• Tracking shipments and resolving delivery issues with suppliers and customers.

Benefits of Hiring a Virtual Assistant

As a business expands, operational needs grow significantly. Admin tasks, customer inquiries, and marketing responsibilities can eventually overwhelm entrepreneurs and business owners. A game-changing solution is to hire a virtual assistant who can provide support at a lower cost. The main benefits of hiring a VA include:

Increased Productivity by Outsourcing Time-Consuming Tasks

One of the biggest advantages of hiring a virtual assistant is the ability to delegate administrative tasks that consume valuable time and energy, allowing business owners to focus on strategic growth. Many daily responsibilities—such as responding to emails, scheduling appointments, managing social media, and handling customer support—take away from time that could be spent on high-priority activities. A VA can take over these routine tasks, freeing up an entrepreneur’s schedule to oversee business operations more effectively.

VAs also help prevent burnout by distributing workloads efficiently. Business owners no longer need to multitask excessively; instead, they can delegate tasks to skilled professionals, improving work-life balance and overall productivity.

Cost Savings Compared to Hiring Full-Time Employees

Beyond the many expenses associated with hiring a full-time employee—such as salaries, benefits, office space, and equipment—most virtual assistants work remotely, eliminating many of these costs. Additionally, VAs are often hired on an as-needed basis, further reducing overhead. Payment is typically based on hours worked or specific projects, without hidden costs.

Other financial advantages of hiring a VA include:

• No office space required, as VAs work remotely.
• No need to provide employee benefits, such as health insurance, paid leave, or retirement contributions.
• Lower training and onboarding costs, since many VAs already have expertise in specific areas.

For small businesses and startups operating on a tight budget, hiring a VA provides access to professional support without the financial burden of maintaining a full-time staff.

Flexibility and Scalability for Businesses of All Sizes

Working with virtual assistants offers significant flexibility. Unlike traditional full-time employees, VAs can be hired for specific tasks, projects, or seasonal work. This enables businesses to scale their workforce according to demand fluctuations.

For example:

• Small businesses can hire a VA for just a few hours per week, increasing support as they grow.
• Companies launching new products may temporarily hire a VA to handle customer inquiries and marketing promotions.
• Businesses with peak seasons can bring in additional help without committing to long-term employment.

This level of adaptability makes virtual assistants an ideal solution for any business looking to grow while minimizing financial risks.

How to Hire and Work Effectively with a Virtual Assistant

Outsourcing tasks to a virtual assistant can be a game-changer for businesses, improving efficiency and reducing workloads. However, hiring the right person and establishing effective workflows are essential to making the most of a VA’s support. Here’s how to find and collaborate successfully with a virtual assistant.

Defining Your Business Needs Before Hiring

Before hiring a virtual assistant, clearly identify your business needs. Write down the tasks you want to outsource—such as administrative work, scheduling, customer support, social media management, email marketing, or bookkeeping. Consider the following:

• Which tasks consume the most time in my business?
• Which tasks require specialized skills?
• Do I need ongoing support, or is this a one-time project?

The clearer you define these needs, the better your chances of finding the right VA. It also helps set expectations from the beginning, ensuring a smooth working relationship.

Finding Qualified VAs on Platforms Like Upwork, Fiverr, Wishup, and FlexJobs

After identifying your needs, the next step is finding a qualified virtual assistant. Several platforms connect businesses with skilled VAs, including:

• Upwork – One of the largest freelance marketplaces, offering a wide range of VAs with different skills and experience levels.
• Fiverr – Ideal for finding VAs for specific tasks or short-term projects.
• Wishup – A platform that provides pre-vetted virtual assistants with expertise in various fields.
• FlexJobs – A job board specializing in remote and flexible work opportunities.

When searching for a VA, review their experience, portfolio, and client feedback to ensure they’re a good fit. It’s also a good idea to conduct a short interview or assign a trial task to assess their capabilities.

Best Practices for Communication and Task Management

Once you’ve hired a VA, clear communication and efficient task management are key to a productive collaboration. Here’s how to ensure a smooth working relationship:

• Use project management software: Platforms like Trello, Asana, ClickUp, or Monday.com help track tasks and deadlines.
• Set clear expectations: Define working hours, response times, and key performance indicators (KPIs).
• Provide detailed instructions: Use video tutorials, written guidelines, or screen-sharing tools like Loom to explain tasks clearly.
• Schedule regular check-ins: Weekly or biweekly calls help keep projects on track and provide opportunities for feedback.
• Use communication tools: Slack, Zoom, and email ensure seamless collaboration.

By hiring the right virtual assistant and implementing productive workflows, businesses can improve efficiency, reduce stress, and focus on high-value projects, making virtual assistants a worthwhile investment.

Essential Tools for Virtual Assistants

Virtual assistants use various digital tools to organize tasks, manage workflows, and communicate effectively with clients. These tools enhance productivity by enabling smooth collaboration and automating repetitive tasks. Below are some of the most essential tools that VAs rely on in their daily activities.

Project Management: Trello, Asana, ClickUp

Without a proper system, managing multiple clients and tasks can quickly become overwhelming.

• Trello: A visual, intuitive tool that organizes tasks using boards, lists, and cards. Trello is ideal for VAs managing multiple projects simultaneously, providing a clear overview of ongoing, pending, and completed tasks.
• Asana: An advanced task management platform that includes subtasks, deadlines, and team collaboration features. Asana is great for virtual assistants working with teams or handling complex projects.
• ClickUp: A highly customizable tool that combines task management, goal tracking, and document storage. It’s an all-in-one platform for VAs managing diverse responsibilities.

These tools help virtual assistants stay focused on tasks, collaborate effectively, and track progress without delays.

Communication: Slack, Zoom, Microsoft Teams

Good communication is essential for a remote VA to collaborate effectively with clients—whether for coordinating tasks, attending meetings, or discussing project updates. The right communication tools ensure seamless interaction.

• Slack: A real-time messaging platform for file sharing and business tool integrations. Slack is widely used for day-to-day check-ins and team collaboration.
• Zoom: One of the most popular video conferencing platforms for virtual meetings, training sessions, and presentations. Virtual assistants use Zoom for client communication, interviews, and screen-sharing tutorials.
• Microsoft Teams: A comprehensive collaboration tool that includes chat, video calls, and file sharing, making it widely used by corporate teams. It is ideal for VAs working with larger organizations.

These tools help virtual assistants maintain clear communication with clients, fostering a professional and efficient working relationship.

Automation: Zapier, Hootsuite, and Mailchimp

Automation tools help VAs save time on repetitive tasks such as scheduling social media posts, managing email marketing, and automating workflows.

• Zapier: A tool that connects various apps and automates workflows. For example, Zapier can automatically add new subscribers to a spreadsheet or send notifications when tasks reach their due date.

• Hootsuite: A social media management tool that allows VAs to schedule posts, monitor engagement, and analyze performance across multiple platforms.

• Mailchimp: A widely used email marketing tool that helps VAs create and schedule newsletters, automate email campaigns, and segment audiences.

By leveraging automation, virtual assistants can improve efficiency, reduce manual workload, and deliver better service to their clients.

Conclusion

Virtual assistants are essential for modern businesses, helping owners manage administrative tasks, customer support, social media management, and more.

Hiring a virtual assistant can significantly enhance flexibility, increased customer engagement, and efficiency, making it a valuable option for organizations of all types. With the right tools and clear communication, a VA can seamlessly integrate into workflows and boost overall productivity.