Virtual Administrative Assistant Services
Administrative work is the part of every business that never shows up on a sales report and always shows up in the owner's week: email, scheduling, data entry, documents, CRM updates, invoices and reminders.
A virtual administrative assistant is a dedicated remote team member who takes that work on, in your tools and your hours, so the people who generate revenue can spend their time doing it.
What your VA takes on
- Email management: triage, replies from templates, follow-ups and filing.
- Scheduling: meetings, appointments and reminders.
- Data entry and records: CRM, spreadsheets and databases kept clean and current.
- Documents: formatting, templates, proposals, contracts prepared for signature.
- Invoicing and bills: invoices out, payment reminders, bills organised for approval.
- Research: suppliers, prospects, tools and quotes to your brief.
- Office admin: vendor accounts, subscriptions, orders and filing.
A typical week
- Daily: inbox and calendar.
- Monday: week plan and follow-up list.
- Tuesday: data entry and CRM updates.
- Wednesday: invoicing and reminders.
- Friday: weekly summary of what was done and what needs you.
Tools they work in
- Workspace: Google Workspace, Microsoft 365, Slack, Teams
- CRM: HubSpot, Salesforce, Pipedrive, Zoho
- Docs and e-signature: DocuSign, PandaDoc, Adobe Acrobat
- Accounting: QuickBooks Online, Xero
The bright line
Your VA works inside your systems with the access you grant. Spending, contracts and decisions stay with you; the VA prepares, tracks and follows up.
Signs it is time
- You spend more than an hour a day on admin.
- Follow-ups and invoices slip.
- Your CRM is out of date.
- You hired someone senior and they are doing admin.
Virtual admin support: what you can hand over this week
Virtual assistant administrative services cover the small tasks that eat a working day. Start with whichever list costs you the most time.
| Area | Tasks | Typical first week |
|---|---|---|
| Inbox | Sorting, drafting replies, flagging what needs you | Rules and a daily summary |
| Calendar | Booking, rescheduling, meeting reminders | Your booking rules written down |
| Documents | Formatting, filing, data entry, forms | One shared folder structure |
| Finance admin | Receipts, invoices, supplier follow-up | A monthly checklist |
| Customers | Enquiries, order updates, feedback requests | Saved replies approved by you |
Affordable virtual admin: part-time or full-time?
About 20 hours of steady admin a week suits our Essentials plan at $899 a month, which is about $10 an hour. A full day's work suits Executive at $1,599 a month. If you only have a few hours of work a week, a freelancer may be better value. Our affordable virtual assistant guide shows how to compare them.
Not sure it pays? Use our free virtual assistant cost calculator to compare a local hire with a flat monthly plan.
What it costs
Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.
Most small businesses start on Essentials; a full-time Executive plan suits teams with constant admin.
Your first 30 days
- Week one: list of recurring tasks and access.
- Week two: inbox and calendar.
- Week three: data entry, CRM and invoicing.
- Week four: weekly report and next tasks.
Related
- Virtual assistant for small business
- Virtual personal assistant
- Virtual executive assistant
- Virtual receptionist
FAQ
What does a virtual administrative assistant do? The recurring admin of your business: email, scheduling, data entry, documents, invoicing and research.
Is a virtual admin assistant part-time or full-time? Either. Essentials is 20 hours a week; Executive is full-time.
Do they use our software? Yes. We match on your tools.
How fast can they start? You get a free shortlist of 2 to 3 VAs within 72 hours and pay nothing until your VA starts.
What if they are not right? We replace them within 30 days at no cost.
What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.