Virtual Assistant Services for US Businesses
US small businesses and founders hire virtual assistants for one reason above all: the admin keeps growing, and a local hire means salary, payroll taxes, benefits, equipment and a long recruiting process before anyone answers a single email. Marketplaces are cheaper, but you end up screening strangers, managing turnover and starting over every few months.
Virtual Assistant Capital gives US businesses one dedicated, vetted VA who works remotely in your time zone, in your tools. We do not have US offices and our VAs are not US-based: they are professionals in India who work the hours you set. You get a free shortlist of 2–3 VAs within 72 hours, you interview them yourself, you pay nothing until your VA starts, and you pay one flat monthly fee in US dollars after that, month-to-month, with a 30-day replacement promise.
What your VA takes on
- Founders and executives: inbox, calendar, travel, meeting prep and follow-ups, so your day is spent on the work only you can do.
- Real estate agents and teams: lead follow-up, showing schedules, listing coordination and transaction checklists in Follow Up Boss, kvCORE or your CRM.
- Law firms: client intake, scheduling, document organisation and billing admin in Clio, MyCase or PracticePanther, never legal advice.
- Medical and dental practices: scheduling, eligibility checks, recall lists and billing follow-up inside your practice software, never clinical work.
- Home services and contractors: calls and callbacks, booking, estimate follow-up and invoicing in ServiceTitan, Jobber or Housecall Pro.
- Insurance agencies: quote preparation, renewals, policy service and agency management system upkeep.
- Ecommerce brands: customer support, listings, orders and returns on Shopify and Amazon.
A typical week
- Monday: the week's calendar and priorities confirmed; anything from the weekend actioned.
- Daily: inbox, follow-ups and the recurring tasks you handed over.
- Midweek: CRM upkeep, invoicing and document chasing.
- Thursday: research, reporting or a project you assigned.
- Friday: a written weekly summary, ready before your Monday starts.
Tools they work in
- Workspace: Google Workspace, Microsoft 365, Slack, Zoom
- Finance: QuickBooks, Xero, Gusto, Bill.com
- Sales and CRM: HubSpot, Salesforce, Follow Up Boss, GoHighLevel
- Industry: Clio, ServiceTitan, Jobber, Housecall Pro, Dentrix, Shopify, Amazon Seller Central
The bright line
You do not employ your VA and do not run payroll for them: you pay Virtual Assistant Capital one monthly fee. Questions about how that fee is treated for your own taxes belong with your accountant. Sales tax filings, payroll filings and anything that needs a licence stay with you and your professionals; your VA prepares, organises and follows up. Patient, client and financial data rules are agreed with you before any access is given, and your VA works only inside your systems.
US time zones and your VA's hours
Your VA works the hours you set. India runs on IST (UTC+5:30) all year, so US business hours fall in an evening or night shift there, which is a normal schedule for VAs who serve US clients:
| Your business hours | Same hours in India (IST) |
|---|---|
| Eastern 9:00–17:00 (EST / EDT) | 19:30–03:30 / 18:30–02:30 |
| Central 9:00–17:00 (CST / CDT) | 20:30–04:30 / 19:30–03:30 |
| Mountain 9:00–17:00 (MST / MDT) | 21:30–05:30 / 20:30–04:30 |
| Pacific 9:00–17:00 (PST / PDT) | 22:30–06:30 / 21:30–05:30 |
Some clients prefer a split: a few hours overlapping their morning for calls and live requests, and the rest overnight so work is finished before the day starts. Tell us what you need in your request.
Signs it is time
- You answer emails at night because the day disappears into calls.
- A local admin hire is on hold because of cost.
- Leads and client requests wait more than a day for a reply.
- You tried a freelancer and spent more time managing than you saved.
US admin assistant cost versus a virtual assistant
| Option | 20 hours a week | Full time |
|---|---|---|
| Employee at the median US pay for secretaries and administrative assistants ($23.23 an hour) | About $2,010 a month in wages, plus about $150 in employer Social Security and Medicare | About $4,030 a month in wages, plus about $310 in employer Social Security and Medicare |
| Virtual Assistant Capital | $899 a month | $1,599 a month |
Sources: BLS Occupational Outlook Handbook, May 2025 median; employer Social Security and Medicare of 7.65% from the IRS. An employee also brings benefits, paid time off, unemployment taxes and recruitment costs, which aren't included here.
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.
Essentials (20 hours a week) suits most solo founders and small teams; Executive is full-time. For how local and remote costs compare, see how much a virtual assistant costs.
Your first 30 days
- Week one: access to your tools and a written list of recurring tasks.
- Week two: your VA runs the daily work while you review.
- Week three: hand over a second area, such as invoicing or CRM upkeep.
- Week four: review hours and decide what to add next.
Related
- Business virtual assistant for small businesses
- Virtual executive assistant
- Real estate virtual assistant
- Hire a virtual assistant in India
- All industries we support
FAQ
Are your virtual assistants based in the USA? No. Our VAs are based in India and work remotely in the US hours you set. That is how the cost stays far below a US hire.
Can a VA work Eastern or Pacific hours? Yes. US hours are a standard evening or night shift for our VAs. Tell us your exact hours and we shortlist VAs who work them.
How does payment work? One flat monthly fee in US dollars to Virtual Assistant Capital. No recruitment fee, no payroll, no marketplace fees.
Is Virtual Assistant Capital a virtual assistant company or a marketplace? A managed service. We match you with one dedicated VA, stay behind them for cover and support, and replace them free within 30 days if the fit is wrong.
How fast can my VA start? Your shortlist arrives within 72 hours of your request; most clients interview and choose within the same week.
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.