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Virtual Assistant for Marketing Agencies

Agencies sell strategy and creative, but margins die in delivery admin: pulling reports, scheduling content, organizing assets, onboarding clients, chasing approvals. A marketing agency virtual assistant absorbs the operational layer so your team bills for the thinking.

What an agency VA takes on

• Reporting — pulling data from ad platforms and analytics into your report templates on schedule, every week, without chasing.
• Content scheduling — queuing approved posts, newsletters and emails in your scheduling tools; keeping the content calendar current.
• Asset organization — naming, filing and versioning creative assets, briefs and brand files so nothing is lost in a shared drive.
• Client onboarding — sending welcome packs, collecting logins and brand assets, setting up project boards and reporting access per your checklist.
• Approval chasing — following up with clients on pending copy, creative and invoices with professional persistence.
• Inbox and admin — triaging the agency inbox, scheduling internal and client meetings, travel and expense admin.

Where the AI Manager tier fits

Agencies already live in AI-assisted workflows — drafting, repurposing, first-pass reporting. On the AI Manager plan ($2,599/mo), your VA runs those workflows day to day and human-verifies every client-facing output before it ships. AI speed with a human checking the work — which is what keeps clients.

Pricing

Essentials $899/mo part-time supports a small agency's reporting and scheduling load. Executive $1,599/mo full-time suits agencies with multiple active accounts. Month-to-month, no recruitment fees — see pricing.

A typical week for an agency VA

• Monday: pull last week's numbers from ads, analytics and social platforms into each client's report template.
• Tuesday and Wednesday: schedule content, chase approvals and keep the project board current.
• Thursday: organise new assets, update brand folders and prepare onboarding packs for new clients.
• Friday: send reports, log open items and prepare next week's priorities for the account leads.

Tools an agency VA works in

Asana, ClickUp or Monday for projects; Slack and email for clients; Google Drive and Canva for assets; Meta Business Suite, Later or Buffer for scheduling; Looker Studio or AgencyAnalytics for reports; and HubSpot for the agency's own pipeline.

The first five things to hand over

1. Weekly or monthly client reporting
2. Content scheduling across client accounts
3. Approval chasing and deadline reminders
4. New client onboarding checklists
5. Asset and file organisation

Signs your agency needs a VA

• Account managers spend Monday building reports instead of improving campaigns.
• Client approvals stall because nobody owns the follow-up.
• Every new client onboarding is reinvented from scratch.

FAQ

Can a VA work in our project tools? Yes — Asana, ClickUp, Monday, Notion, Slack, HubSpot and the ad/analytics platforms are standard; we match on your stack.

Will they talk to our clients directly? Only under your rules, agreed up front — many agencies keep VAs internal-facing; others let them run onboarding and reporting calls. Your call.

How fast can one start? Shortlist of 2–3 vetted VAs within 72 hours; most agencies are working with their VA inside the first week. See how it works.