What are the tasks and responsibilities of a Virtual Assistant on a daily basis? What does a day in the life of a VA really look like?

First thing in the morning

Every day, the first task I undertake is to check through all email accounts, both my own and those that I administer on behalf of my clients. This is usually around 5-6 accounts, but it can go higher depending on the clients I have on retainer.

Next, I plan and prioritise my day, checking my calendar to see what meetings I have so that I can be sure to have all the relevant information to hand for each one. It’s not unusual for me to have up to three client progress meetings in a day as well as team support meetings, networking and sales meetings with potential new clients. Working virtually means I must balance my tasks effectively.

Mid-morning

It’s time to go through my task list from the previous day and re-evaluate/re-jig what needs to be done that day, if necessary, to make sure I meet client or my own deadlines. Normally, I work on a first come, first served basis, however there are always exceptions when it comes to urgent work.

A Virtual Assistant tasks and responsibilities are very varied, depending on the type of service that you offer to clients. Some VAs are very focused on traditional tasks such as booking meetings, responding to email correspondence, uploading invoices to accounting platforms, setting up payments, creating and sending out invoices and document formatting (such as employment contracts/letters) as well as electronic filing.

As a VA with many years’ experience, I have been involved with more specific tasks that help my clients run their businesses more effectively and efficiently.

Some examples of more bespoke Virtual Assistant tasks and responsibilities

• Populating client databases or checking information already loaded into databases and obtaining missing data.

• Arranging chaperones, photographers and videographers for a dance show.

• Arranging business trips – including checking entry and exit requirements in the new COVID era!

• Creating Google and Microsoft forms to collate data – such as Exit surveys, new client information, medical declarations etc.

• Helping purchase a new house, arranging viewings etc.

• Booking Team building events and parties.

• Collating applicants for jobs – including adding details to spreadsheet, saving CV’s and covering letters as well as acknowledging receipt.

• Arranging interviews.

Lunchtime

Being a Virtual Assistant and working on a freelance basis means I can control when I work and when I take breaks. I try to get some time away from the screen in the middle of the day, so I don’t get too tired during the afternoon. Having rest breaks is vital for maintaining productivity.

Afternoon

During the afternoon is when I tend to work on my own business development and marketing as well as any urgent client work that needs to get done. If a client has an ongoing project that I’m helping them with, then some time might also be allocated to that too.

End of the day

Before I finish for the day, I review my email accounts again and update my task list so I can sign off knowing that everything that needed to be completed by the end of the day has been done.

Variety works for me

Although they usually start out in the same way, no two days are the same when you are a Virtual Assistant. The tasks and responsibilities that you can get involved with can be extremely simple from checking an email account through to providing a full set up of an accounting or marketing system or managing a large-scale event. Using our specific expertise can benefit our clients above and beyond what they might be expecting from a VA.

There are countless ways that a VA can help your business, so why not find out about the reasons to hire a virtual assistant.

If you feel that your business could benefit from hiring a Virtual Assistant to handle tasks and take on some of your responsibilities, I’d love to talk to you. You can reach me via my contact page or at I’d love to connect with you on LinkedIn too.