virtual administrative assistant

A Virtual Administrative Assistant is a remote professional who provides clerical and organizational support to a company, executive, or team. They handle the same essential duties as an on-site assistant—such as managing schedules, processing data, and coordinating communications—but do so entirely through digital tools. 

Core Roles and Responsibilities

A virtual assistant (VA) serves as an "external brain" for a business, taking over repetitive tasks to allow leaders to focus on high-impact strategic work. 

• Communication Management: Screening and prioritizing emails, responding to routine inquiries using approved templates, and acting as a professional gatekeeper for phone calls and chat.
• Calendar & Meeting Coordination: Scheduling appointments, managing complex calendars across multiple time zones, and organizing virtual meetings (e.g., Zoom or Microsoft Teams).
• Data Entry & Management: Updating CRM systems (like HubSpot or Salesforce), maintaining spreadsheets, and ensuring digital records are accurate and organized.
• Document Preparation: Drafting, formatting, and proofreading business reports, presentations (Google Slides, PowerPoint), and internal memos.
• Travel & Logistics: Researching flights and hotels, booking accommodations, and creating detailed travel itineraries.
• Project Support: Tracking deadlines in project management tools like Trello, Asana, or Monday.com and following up with team members on action items.
• Online Research: Conducting market research, finding contact information for lead generation, or sourcing products and vendors.
• Financial Admin: Handling light bookkeeping, creating and sending invoices, and tracking business expenses using software like QuickBooks. 

Key Skills Required

• Digital Fluency: Mastery of Google Workspace or Microsoft 365 and familiarity with remote collaboration apps like Slack.
• Time Management: The ability to prioritize urgent requests while maintaining routine daily operations without direct physical supervision.
• Communication: Exceptional written and verbal communication skills to represent the company’s brand voice to clients and vendors.