133 Tasks You Can Outsource To A Virtual Assistant
So finally you’ve decided to hire a virtual assistant. Smart move! But before you get too excited and start writing a novel-length instruction manual for your virtual assistant, let's address a common concern: the confusion surrounding the most effective tasks for a virtual assistant.
Well, there is a whole truckload of tasks that you can assign to today’s virtual assistants. Need someone to book your travel arrangements? Done. Craving a personal chef to plan your meals? Check. Longing for someone to handle your email inbox with the utmost care and finesse? Consider it done. These are just a few examples of the countless tasks that virtual assistants can handle.
Sounds promising? Read through our guide where we compiled not 10, not 50, but 133 tasks that you can confidently outsource to your trusty virtual assistant. By the end of it, you'll be relieved as you hand off all those tasks that once weighed you down.
133 Tasks For Virtual Assistants: Boosting Productivity & Simplifying Your Life
Here are 133 tasks that you should outsource to your virtual assistant, categorized across various areas where you often spend a lot of time and need an extra hand.
Administrative Tasks
1. Scheduling Appointments & Managing Calendars
Your hired virtual assistant will handle the scheduling and organizing of appointments, meetings, and events, using tools like Calendly, Calender, and Appointy.
2. Email Management
When you onboard a virtual assistant, they’ll sort and respond to emails, flag important messages, and filter out spam or low-priority emails.
3. Document Preparation & Editing
They can assist you with drafting and editing documents like letters, presentations, and spreadsheets.
4. Transcription & Note-Taking
Virtual assistants can transcribe audio or video recordings using tools like Reduct, Sonix, and Trint and help in taking meeting or lecture notes.
5. Online File Storage & Organization
They can manage cloud storage platforms and ensure files are organized and easily accessible.
6. Creating & Updating Spreadsheets
Creating and maintaining spreadsheets using Microsoft Excel, Google Sheets, and Smartsheet for tracking data or information also comes under the umbrella of a virtual assistant.
7. Scheduling Meetings & Minute-Taking
If you are looking to call a meeting with your team, VAs can send invitations and coordinate logistics. They are also responsible for taking meeting minutes.
8. Phone Call Management
Another task that you can outsource to your general virtual assistant is taking messages and routing calls to the appropriate person or department.
9. Presentation Preparation
Using tools like Powerpoint, Google Slides, and Slideshare, VAs can provide administrative support in creating and formatting presentations, including slide design, content organization, and visual enhancements.
10. Online Course & Training Program Administration
If you are looking to upskill your team, your VA can help manage online courses or training programs.
11. Project Coordination & Tracking
With the help of ClickUp, Monday.com, and Wrike, your virtual assistant can lift the weight of project management and create project timelines, track milestones and deadlines, and coordinate tasks among team members.
12. Virtual Meeting Facilitation
For your geographically dispersed team, a VA can facilitate and manage virtual meetings using software like Zoom, Skype, and Microsoft Teams. This includes setting up video conference calls and troubleshooting technical issues.
Catena is your solution for highly skilled virtual executive assistants who excel at a wide range of specialized and basic administrative tasks. With a 90% client retention rate and a track record of serving over 100 CEOs, we know what it takes to support high-level executives, and we do it well. We don't just wait for instructions; our virtual executive assistants take the initiative and proactively identify areas where they can support you better.
https://twitter.com/monty_ngan/status/1661039441778192391
Our virtual executive assistants are adept at customizing their support to match your specific requirements, ensuring you receive the assistance that complements your work style. They are skilled communicators who understand the importance of prompt and clear interaction. Whether it's relaying messages, scheduling meetings, or coordinating with your internal team, you can rely on our assistants to keep everyone on the same page.
Social Media Management Tasks
13. Content Creation & Scheduling
Creating engaging social media content and scheduling posts on various platforms, like Facebook, Twitter, and Instagram, are also part of a VA’s responsibility.
14. Community Engagement
Hire a virtual assistant who can interact with your followers and build relationships with the audience.
15. Social Media Analytics
Virtual assistants use tools like Sprout Social, BuzzSumo, and HubSpot to track and analyze social media metrics and provide you with insights into performance and engagement.
16. Social Media Advertising
Creating and managing social media ad campaigns is an important part of a virtual assistant’s job description where they have to target specific audiences and monitor results.
17. Influencer Outreach
To increase your reach, your virtual assistant will research and contact influencers for collaborations and sponsorships.
18. Social Media Listening
An apt VA should monitor social media platforms for mentions of the brand or relevant industry topics. For this, they use tools like Sprout Social, Falcon.io, and Hootsuite.
19. Social Media Profile Optimization
Keeping your social media accounts current is crucial and your virtual assistant can do that by updating information, adding relevant keywords, and improving visual elements.
20. Competitor Analysis
Hire a virtual assistant who can help you stay ahead of the competition. They should research and analyze competitors' social media strategies to identify opportunities and areas for improvement.
21. Hashtag Research
With the help of tools like Keyhole, Hashtagify, and Agorapulse, virtual assistants can conduct hashtag research to identify popular and relevant hashtags to use in social media posts.
22. Reporting & Performance Tracking
When you outsource social media management to a VA, they will prepare reports on social media performance, including key metrics and recommendations for improvement.
Bookkeeping Tasks
23. Managing Invoices & Payments
One of the most important virtual assistant tasks is to create and send invoices. They track payments and reconcile accounts using tools like Airbase, SliQ, and SAP Concur.
24. Expense Tracking
Recording and categorizing expenses for accurate financial records is also part of virtual assistant services.
25. Accounts Receivable & Payable
Your virtual assistants manage accounts receivable, follow up on unpaid invoices, and handle accounts payable tasks.
26. Bank & Credit Card Reconciliation
Comparing financial statements with bank and credit card statements to ensure accuracy is another task that can be outsourced to a virtual assistant.
27. Financial Reporting
A competent virtual assistant can help you prepare profit and loss statements, balance sheets, and cash flow statements.
28. Budgeting & Forecasting Support
Using tools like Anaplan, Vena, and IBM Planning analytics, you can create and monitor budgets and forecast financial performance.
29. Tax Preparation Support
You can ask your virtual assistant to support your accounts team and gather and organize necessary financial documents for tax preparation.
30. Vendor Management
Vendor management skills are a must for any virtual assistant. They negotiate contracts, process payments, and resolve billing issues with your vendors.
31. Financial Data Entry
You can outsource financial data entry into accounting software like QuickBooks, GnuCash, and Sage X3 to your virtual assistant.
32. Expense Reimbursement Processing
Ask your VA to handle employee expense reimbursement requests, verify receipts, and process payments.
Marketing Tasks
33. Email Marketing
Designing and executing email marketing campaigns can be assigned to a virtual assistant. They use tools like Mailchimp, Sendinblue, and ActiveCampaign for this purpose.
34. Lead Generation
Lead generation is another task for your virtual assistant where they can deploy various strategies like online research, data mining, or contact list management.
35. Advertising Campaign Management
Outsource online advertising campaigns, like Google Ads or social media ads, to your virtual assistant.
36. Analytics & Reporting
VAs can track and analyze digital marketing metrics for better insights into campaign performance and effectiveness.
37. Marketing Automation
They can set up and manage marketing automation tools like email autoresponders or CRM software.
Event Management Tasks
38. Venue Research & Booking
When booking a venue for an event, researching suitable venues can be time-consuming. Outsource this task to your virtual assistant.
39. Vendor Coordination
To ensure smooth event logistics, your VA contacts and negotiates with different vendors like caterers and decorators.
40. Budget Management
Virtual assistants create and monitor event budgets and track expenses to ensure cost-effectiveness.
41. Guest List Management
A VA can handle invitations, RSVPs, and attendee management for you to maintain an updated guest list.
42. Event Promotion
Make sure that your virtual assistant promotes these events through various channels, including social media, print, and electronic media, to guarantee success.
43. Program & Itinerary Creation
A VA creates detailed event programs or itineraries, outlining the schedule, speakers, and activities.
44. On-Site Coordination
Managing registration, assisting attendees, and coordinating with vendors - all these tasks are managed by a virtual assistant.
45. Audiovisual & Technology Support
During the event, your virtual assistant keeps tabs on audiovisual equipment, including projectors, microphones, and speakers, and troubleshoots technical issues if required.
46. Post-Event Evaluation
Collecting feedback from attendees and stakeholders to evaluate the success of the event falls under the umbrella of a VA.
47. Event Documentation
They can document events through photography, videography, or live streaming.
Customer Service Tasks
48. Responding To Customer Inquiries
Your virtual assistant can handle different communications channels, like live chats, emails, and social media platforms, to cater to customer inquiries and provide timely and helpful responses.
49. Order Processing
Order entry, payment processing, and order tracking are also part of a VA’s duty.
50. Returns & Exchanges
Outsource return and exchange handling to your virtual assistant and ensure a smooth and satisfactory customer experience.
51. Complaint Resolution
Your VA will be responsible for addressing and resolving customer complaints to work towards a mutually beneficial solution.
52. Product Or Service Troubleshooting
Virtual assistants provide technical support or troubleshooting assistance to customers experiencing issues with your products or services.
53. Customer Feedback Collection
To improve products, services, or overall customer experience, hand over the customer feedback and testimonial collection task to your VA. They’ll use tools like SurveySensum, SurveySparrow, and Clarabridge for this task.
54. Knowledge Base Management
Virtual assistants regularly create and update a knowledge base or FAQ section.
55. Order Fulfillment Coordination
The recurring task of coordinating with fulfillment centers or shipping providers can also be assigned to a VA.
56. Upselling & Cross-Selling
Virtual assistants can identify opportunities for upselling or cross-selling products or services to customers.
57. Customer Loyalty Programs
Hire a virtual assistant who can help you manage customer loyalty programs and provide personalized offers or incentives.
Travel Management Tasks
58. Flight & Hotel Bookings
Researching and booking flights, hotels, and accommodations is a time-consuming task. Outsource it to your VA.
59. Itinerary Planning
They create detailed travel itineraries for the whole trip, including transportation, accommodation, activities, and dining recommendations.
60. Ground Transportation Arrangements
Ask your virtual assistant to arrange for ground transportation at the destination.
61. Visa & Travel Document Assistance
If you’re traveling abroad, ask your VA to help you with visa applications and other travel-related documents.
62. Travel Expense Tracking
Using tools like Happay, TravelPerk, and Navan, virtual assistants can track and organize travel expenses for accurate reimbursement or accounting.
63. Travel Insurance Coordination
Providing information and assistance in selecting appropriate travel insurance policies is also part of their job.
64. Travel Logistics Management
Your VA will be handling the travel logistics, like checking in for flights, printing boarding passes, or arranging seat assignments.
65. Travel Research
Get help from your VA to research destinations, attractions, and local customs.
66. Travel Budgeting
You need a virtual assistant who can create and manage travel budgets to ensure a cost-effective trip.
67. Travel Emergency Assistance
Be prepared for flight cancellations, lost luggage, or medical emergencies. Get help from your VA in such scenarios.
Recruitment Tasks
68. Job Posting & Advertisement
Creating and posting job ads on various platforms, including LinkedIn, Glassdoor, and Indeed, is one of those specialized tasks that can be outsourced to a VA.
69. Resume Screening
You can ask your VA to review resumes and applications and shortlist qualified candidates based on predefined criteria. For this task, they’ll use tools like CVViZ, Freshteam, and Recruiterbox.
70. Interview Scheduling
Once shortlisted, VA will coordinate interview schedules and communicate them to the candidates.
71. Candidate Communication
VAs are also responsible for corresponding with candidates and providing them with post-interview updates.
72. Reference Checks
Get help from your VA for contacting provided references and validating candidates' qualifications.
73. Applicant Tracking System (ATS) Management
VAs manage and update the ATS to ensure accurate and up-to-date candidate information.
74. Onboarding Coordination
Outsource the candidate onboarding process to your virtual assistant, including paperwork, orientation, and training schedules.
75. Background Checks
A VA performs background checks to verify candidates' employment history, education, and criminal records.
76. Recruitment Metrics & Reporting
Tracking and analyzing recruitment metrics can be complicated. Ask your VA to share reports on candidate pipelines, time-to-fill, and other relevant data.
77. Employer Branding Support
A competent VA will assist in creating and promoting a positive employer image and culture.
Content Creation Tasks
78. Blog Post Writing
Hire a virtual assistant who can research and write engaging blog posts on various topics.
79. Copywriting
They should be skilled enough to create persuasive and compelling copy for marketing materials, like website content, advertisements, or product descriptions.
80. Editing & Proofreading
Virtual assistants should edit and proofread written content for accuracy and clarity.
81. Content Calendar Management
Outsource planning and scheduling content to your VA. They’ll use software like StoryChief, Airtable, and SocialPilot for this task.
82. Graphic Design
You can get help from your VA for creating infographics and social media graphics.
83. Video Editing
With the help of tools like HitFilm Express, Lightworks, iMovie, and Adobe Express video editor, they can assist in basic video editing and polishing for marketing campaigns and tutorials.
84. Podcast Editing
If you are running a podcast, VAs can be real life-savers. They can edit and enhance podcast episodes for high-quality audio and smooth transitions.
85. Newsletter Creation & Distribution
Your VA should know how to design, write, and distribute newsletters to subscribers, keeping them informed about company updates and promotions.
86. Content Optimization
Optimizing content for search engines needs special skills. Hire a VA who can incorporate relevant keywords and improve readability and SEO.
87. Content Curation
Virtual assistants can curate and compile content from various sources to create valuable resources for the target audience.
88. Content Performance Tracking
For content strategy refinement, views, engagement, and conversions analysis can be outsourced to a virtual assistant.
Data Entry Tasks
89. Data Entry & Database Management
When you onboard a VA, make sure that they can accurately enter data into spreadsheets, databases, or CRM systems.
90. Data Cleansing & Validation
Assign them the task of regularly reviewing and cleaning up existing data for accuracy and consistency.
91. Data Migration
Virtual assistants assist data engineers in migrating data from one system or format to another.
92. Data Analysis & Reporting
You can ask your VA to analyze and summarize data and create reports to highlight key findings.
93. Data Transcription
Virtual assistants transcribe data from various sources like handwritten notes or audio recordings.
94. Data Organization & Categorization
Your VA will organize and categorize data, making it easily searchable and accessible for you.
95. Data Backup & Recovery
A highly skilled VA will assist your data management team in implementing data backup strategies and help them in data recovery in case of system failures or data loss. They will be apt in using tools like Backup and Restore, Veeam Backup & Replication, and Acronis.
96. Data Privacy & Security
A database management VA will ensure compliance with data privacy regulations and implement security measures to protect sensitive data.
97. Data Archiving & Retention
Outsource data archiving and retention policies to your VA.
SEO Tasks
98. Keyword Research
Hire a VA who can conduct keyword research to identify relevant and high-ranking keywords for website optimization. They will use tools like Semrush, Ahrefs, and Moz for this task.
99. On-Page Optimization
Basic tasks like meta tags, headers, and URL optimization can be outsourced to a VA.
100. Link Building
Researching and identifying opportunities for building high-quality backlinks are also the virtual assistant’s responsibilities.
101. SEO Competitor Analysis
Get help from your VA for analyzing competitors' SEO strategies and identifying potential opportunities. Software like Similarweb, BuzzSumo, and SpyFu will be particularly helpful in this task.
102. Local SEO Optimization
Virtual assistants optimize business listings and directories to improve local search visibility.
103. SEO Audit
An expert SEO virtual assistant will use tools like SEO Powersuite, Screaming Frog, and Ahrefs to conduct website audits and identify technical SEO issues.
104. SEO Performance Tracking
Tracking and monitoring are 2 things that can make or break your SEO strategy. Hire a virtual assistant who is an expert in both and can provide insights for optimization.
105. SEO Content Optimization
A VA optimizes product descriptions and landing pages to improve search visibility.
106. SEO Reporting
You can ask your VA to prepare regular SEO reports, highlighting key metrics, trends, and recommendations for ongoing optimization efforts.
107. SEO Consultation & Strategy Development
To develop effective SEO strategies, get guidance and recommendations from your VA on SEO best practices.
eCommerce Management Tasks
108. Product Listing & Catalog Management
If you are running an eCommerce business, hire a virtual assistant who can perform web development tasks related to creating and managing product listings. They’ll use apps like Plytix, Algolia, and Sales Layer for managing catalogs.
109. Inventory Management
Your VA proactively monitors and updates inventory levels, coordinating with suppliers or fulfillment centers to ensure stock availability.
110. Order Processing & Fulfillment
Virtual assistants process orders and ensure timely delivery to customers.
111. Customer Review Management
A VA’s job also includes monitoring and responding to customer reviews and addressing concerns or feedback to maintain a positive online reputation.
112. Pricing & Promotion Management
When setting prices or creating promotions, you can get help from your VA.
113. eCommerce Platform Management
For a smooth and user-friendly shopping experience, consider assigning your VA the task of regularly managing and updating the eCommerce platform.
114. Customer Data Analysis
Using tools like Kissmetrics, Optimizely, and Hotjar, virtual assistants can analyze customer data, like purchase history or browsing behavior, to identify trends and personalize marketing efforts.
115. Customer Segmentation & Targeting
A virtual assistant who specializes in eCommerce will segment customers based on demographics, behavior, or purchase history, enabling targeted marketing campaigns.
116. eCommerce Analytics & Reporting
Sales, conversion rates, and customer lifetime value are some of the metrics that provide insights for optimization and growth. Assign these tasks to your virtual assistant.
Research-Related Tasks
117. Market Research
Conducting market research to gather data on target markets, industry trends, and customer preferences is part of the virtual assistant’s job. They use tools like SurveyMonkey, Typeform, and Google Trends for conducting this research.
118. Competitive Analysis
To identify your competitors’ strengths and weaknesses, you should be familiar with their product strategies, pricing, and positioning strategies. Hire a VA who can provide you with all these details.
119. Industry Analysis
Your VA can research and analyze industry regulations and emerging technologies for strategic decision-making.
120. Consumer Research
Another task for your VA is to conduct surveys or focus groups and gather insights on consumer preferences and buying behavior.
121. Academic Research Assistance
If you are a researcher, virtual assistants can assist in gathering and organizing academic literature, summarizing research papers, and creating annotated bibliographies.
122. Patent & Intellectual Property Research
A virtual research assistant is skilled in conducting patent searches and analyzing the intellectual property landscape for potential infringement risks or opportunities.
123. Industry Benchmarking
Your virtual assistants can compare and benchmark organizations or products against industry standards, identifying areas for improvement and competitive advantages.
Personal Errands
124. Gift & Occasion Reminders
Virtual assistants can help manage birthdays and anniversaries and provide reminders and assistance with gift selection.
125. Personal Shopping Assistance
Your virtual assistant (VA) is the go-to person for all your online shopping and product research needs.
126. Home Services Coordination
They can help coordinate home services like repairs and maintenance, scheduling appointments, and managing service providers.
127. Personal Finance Tracking
If you are too busy to track your expenses and manage personal finances, give your VA a call and they’ll take care of it using tools like Mint, YNAB, and Personal Capital.
128. Health & Wellness Tracking
A virtual personal assistant will help you track personal health goals, schedule medical appointments, or manage medication reminders.
129. Meal Planning & Grocery Shopping
Meal planning, creating shopping lists, and ordering groceries online – your virtual assistant can do all this and more.
130. Personal Document Management
Need help with organizing insurance policies or legal paperwork? Hire a virtual assistant.
131. Personal Appointment Scheduling
Virtual personal assistants can schedule appointments for haircuts, spa treatments, or medical check-ups.
132. Personal Project Management
If you need help with home renovations or managing personal initiatives, outsource them to your VA.
133. Pet Care Coordination
Scheduling vet visits and arranging pet-sitting services can be time-consuming. Get help from your VA for these tasks.
Conclusion
When you choose to outsource your tasks to a virtual assistant, you're not just getting an extra pair of hands; you're making a strategic investment in your business's success. Your time as a business owner is valuable and it's best spent on tasks that truly require your expertise. So figure out the most relevant tasks for a virtual assistant and delegate them to lighten your workload.
The key here is to find a virtual assistant company that provides reliable and efficient support. Introducing Catena – a company that believes in building long-term partnerships with its clients. With Catena, you can enjoy the benefits of having a reliable and efficient virtual assistant without the hassle of recruitment, training, and management. We handle all the backend processes, allowing you to maximize your productivity and focus on strategic decision-making.
Book a free consultation and discover how Catena can revolutionize your business with our top-notch virtual executive assistant services.
Resources
