Using a Virtual Assistant: What you need to know

You can download this post here as a PDF

What is a Virtual Assistant?

A virtual assistant (VA) is typically an independent contractor who supports you remotely with practical, repeatable tasks. One distinction worth making early is the difference between a VA and a freelancer. Freelancers are often hired to deliver a defined project with a fixed scope and price. VAs can work that way too, but many operate on an hourly basis or a monthly retainer.

Virtual Assistants Help Time Management

Most people are carrying more tasks than they have capacity for. It is rarely a motivation issue. It is a volume issue.

A VA can take responsibility for tasks that drain time and attention, such as email follow-ups, diary management, scheduling, admin, or maintaining systems. This allows you to focus on the work that requires your expertise, judgement, and decision-making.

Virtual Assistants Can Do What You Can’t

Some VAs provide general support across multiple areas. Others specialise, for example:

• helping people with physical limitations.
• In depth research. 
• some travel agents moonlight as travel planning assistants
• graphics or video creation and editing

When you consider hiring a VA, it helps to start with a clear list of what you want them to do. Generalist support can work well for admin and coordination. Specialist support may be more appropriate when you need technical skills, design, content production, or website updates.

In practice, “doing what you can’t” often means one of two things:

• tasks you genuinely do not have the skill set for
• tasks you could do, but are not a good use of your time

Personal Life, Professional Solutions

Virtual assistants can be helpful in your personal life. 

Having a VA frees up time to spend with my family, and doing the things that I love. Let me give you a few examples, because there’s a good chance that what you have in mind is far too narrow:

• Securing tickets or bookings that require waiting in online queues or being available at specific times
• Organising digital files, folders, and documents to keep systems clear and easy to use
• Sorting and storing receipts and personal paperwork
• Ordering groceries and supporting meal planning
• Booking appointments and handling scheduling to reduce time spent on calls and admin

Cost and Value of Hiring a Virtual Assistant

Cost is one of the most common objections to hiring a virtual assistant, often because people focus on the hourly rate rather than the value of their own time.

For example, if your time is worth £150 per hour and a task takes you five hours, that is £750 of your time. A skilled VA may complete the same task faster. If it takes four hours at £35 per hour, the total cost is £140. In this context, delegation is a business decision, not an expense.

The cost of a VA varies depending on the type of work, experience level, and whether you work hourly or on a retainer. In the UK, virtual assistants typically start at around £35 per hour, with rates increasing for specialist skills or greater responsibility.

A VA also offers flexibility that permanent hires do not. Hours can increase or reduce in line with demand, avoiding fixed payroll costs.

When hiring a UK-based VA, always ask for proof of UK business insurance and ICO registration. Established professionals will readily provide both.

Common types of virtual assistant tasks

Here’s a list of responsibilities virtual assistants may complete in the workplace:

Social media management

A VA can support consistent visibility and responsiveness. 

1. Plan and schedule content to a calendar
2. Draft posts and captions in your tone
3. Monitor comments and messages and flag anything urgent
4. Track key engagement metrics and basic performance
5. Repurpose existing content across platforms

Recruitment

A VA can reduce administrative load during hiring. 

1. Draft and format job descriptions
2. Post roles across platforms
3. Shortlist applications against set criteria
4. Schedule interviews and manage diaries
5. Send candidate updates and next steps

Travel Planning

A VA can manage travel arrangements and logistics.:

1. Research options and compare prices
2. Book travel and accommodation
3. Build a simple itinerary
4. Register you for events or conferences
5. Prepare a return-to-work schedule and follow-ups

Customer service

A VA can support customer communication and consistency. 

1. Respond to enquiries using templates
2. Manage email and basic customer queries
3. Log common issues and patterns
4. Send surveys and gather feedback
5. Escalate complaints via a defined process

Research

A VA can complete research and summarise what matters.

1. Gather information from credible sources
2. Summarise findings into clear bullet points
3. Compare competitors, services, or tools
4. Group insights by theme or priority
5. Prepare briefings to support decisions

Administration

A VA can remove ongoing operational friction.

1. Manage calendars and scheduling
2. Organise files and shared folders
3. Triage inboxes and draft responses
4. Create trackers and spreadsheets
5. Send reminders and follow-ups

Marketing

A VA can support delivery and coordination.

1. Track campaign activity and performance
2. Maintain CRM updates and lead lists
3. Schedule content or email delivery
4. Prepare drafts and coordinate assets
5. Monitor competitor activity and report back

Copywriting

If a VA has strong writing skills, they can increase output

1. Research trending topics in your industry
2. Write blog posts to engage consumers
3. Write newsletter copy
4. Update information on your website
5. Proofread copy to ensure accuracy

Video editing

A VA can support basic editing and publishing.

1. Cut and sequence clips
2. Add subtitles and on-screen text
3. Adjust audio levels
4. Remove background noise
5. Export and organise files

Website Updates

A VA can support routine website maintenance

1. Upload and format blog posts
2. Update pages and images in your CMS
3. Troubleshoot basic site issues
4. Connect updates to social platforms
5. Monitor analytics and report trends

Event planning

A VA can coordinate practical event details.

1. Make a guest list
2. Develop an itinerary
3. Book a venue
4. Contact and schedule vendors
5. Arrange decorations and party favours

Data entry

A VA can complete repetitive work accurately.

1. Gather data from various sources
2. Organise data in a spreadsheet
3. Sync data and distribute to team members
4. Enter customer information
5. Verify the accuracy of data in spreadsheets

‍Skills to Look for When Hiring a Virtual Assistant

‍Key indicators of a strong VA include:

• clear written communication
• relevant experience with your tools or industry
• consistent responsiveness and reliability
• ability to receive feedback and improve quickly
• attention to detail and quality control
• resourcefulness and problem-solving capability

What to Expect When Working With a Virtual Assistant

A good virtual assistant should not need day-to-day management. They should work independently, ask sensible questions, and be clear about what they need to deliver the work well.

Your role is to provide clarity, not supervision. Agree priorities, deadlines, and expectations, and be available in the early weeks so the working rhythm can settle quickly.

Payment terms should be agreed in advance and set out in a contract. Your VA will explain how they work, whether hourly or on a retainer, and how and when they invoice.

Before work begins, ensure due diligence is in place, including a signed contract, UK business insurance, and ICO registration where relevant. If these are missing, that is a red flag.

If a VA needs constant chasing or close management, it is usually a fit issue, not something you need to fix.