13 VA tasks for your remote administrative assistant

In today’s fast-paced world, managing administrative tasks can feel like you’re trying to herd cats 🐱—lots of them. But don’t worry! Outsourcing these 13 VA tasks to your remote administrative assistant can help you focus on higher-level tasks instead.

Before we dive into the specific tasks they can tackle for you, let’s first talk about how we find these virtual assistants and the perks that come when they’re part of our team.

👉 Related: The 10 VA skills you should look for when hiring

Hiring reliable Virtual Assistants as admin staff

Finding a VA shouldn’t just be about checking off skills on a list. For us, it’s about discovering skilled individuals who share your specific vision and values.

👉 Related: How we cherry-pick our Virtual Assistants

We meticulously select VAs from the Philippines through a rigorous process that looks at both their abilities and their zest for making your life—and particular business—easier.

Not to mention, we ensure they’re treated like gold and provide them with:

• competitive, above-average pay
• bonuses and medical benefits
• flexible hours
• free tools and resources from our admin staff
• a Virtual Assistant network they can consult with
• charity and volunteer opportunities
• …and more!

All these opportunities make our VAs stick around for the long haul.

It’s a win-win: happy VAs, happy you 😉

Now let’s dive into the multitude of tasks they can take off your hands.

👉 Related: What can Virtual Assistants do? (The Ultimate List)

13 tasks for virtual assistant: Remote Administrative Assistant

From inbox management that doesn’t make you want to pull your hair out, to travel arrangements that feel like a breeze, the right virtual assistant can upgrade your work life 👌

Let’s get into the specifics of what they can do for your day-to-day operations:

1. Email Management

• Filtering and Organising Emails: Your VA can sift through your inbox, and tag and organise emails into specific folders, ensuring you only focus on what’s important 🧑‍💻
• Routine Responses and Forwarding: They can handle standard queries on your behalf and ensure that critical emails are promptly forwarded to you, streamlining your communication flow.

2. Calendar Management

• Scheduling: From planning meetings and appointments to setting up events, a remote administrative assistant can ensure your calendar is impeccably organised. All you need to do is show up! 💯
• Invites and Reminders: They can send out calendar invites to participants and set up reminders, so no appointment or meeting is missed.

👉 Related: How to hire an appointment setter virtual assistant

3. Data Entry and Database Management

• Entering Data with Precision: Impeccably inputting data into spreadsheets, databases, or CRM systems ensures accuracy and efficiency in your business.
• Keeping Records Fresh: Regularly updating records and databases helps maintain the integrity and currency of crucial data—especially when it concerns your clients.

💡 Pro tip: You can automate manual tasks such as data entry, database management and more, so you and your admin staff VA can focus on higher-level tasks!

4. Travel Arrangements

• Booking Made Easy: A remote administrative assistant can also seamlessly handle all your travel bookings, from flights to hotels, meal reservations, transportation, and more.
• Itinerary Creation: You can task them with crafting detailed travel itineraries, so you have all the information you need at your fingertips.

5. File Organisation

• Digital Declutter: Admin staff VA can manage and declutter your digital ecosystem, ensuring everything is neatly organised and easily accessible.
• Maintaining Structure: With Standard Operating Procedures (SOPs), they can establish a cohesive file structure system, making document retrieval a breeze for you 😌

👉 Related: How to set up your digital space for VAs

6. Online Research and Data Analysis

• Market Research: Conducting deep-dive analyses into market dynamics, competitor strategies, and industry trends requires your time and effort.
  Outsourcing these to a skilled admin staff frees you up so you can focus on other areas of your business that need attention.

Outsourcing Angel Web & UX designer Nadine frequently conducts research tasks on behalf of CEO & Founder Linh Podetti.

• Data Analysis: Using digital tools from Customer Relationship Management (CRM) platforms and other software helps remote admin staff analyse data findings.
• Compiling and Presenting: A remote admin assistant can also synthesise research findings into actionable insights, prepared as reports or presentations.

7. Invoicing and Billing

• Invoices: Remote admin staff can easily craft and dispatch invoices, making sure your billing cycle runs like clockwork.
• Payment Tracking: Keeping track of payments and following up on overdue accounts is crucial, and VAs can help ensure your finances are in order.💡 Pro tip: Learn how to keep your data safe with VAs

8. Social Media Management

• Content Crafting: Admin staff can also assist in creating engaging and relevant social media posts, and maintaining a consistent posting schedule.
• Engagement: They can also actively respond to comments and messages on your social media platforms and website, fostering a vibrant community around your brand.💡Pro tip: You can auto-publish all your social media posts straight from Notion using NotionNinja. Find out how it works in this short clip:

9. Customer Support

• Inquiry Handling: Provide stellar support by handling customer inquiries efficiently with your VA, leaving your leads and customers happy and satisfied.
• Complaint Management: While you’re managing your business, VA admin staff can take charge of customer complaints on your behalf, ensuring they are addressed properly and escalated to the relevant departments when necessary.👉 Related: How a Customer Support VA can make your life easier

10. Event Planning and Coordination

• Event Assistance: Having a VA assist in the planning and execution of events and webinars, from ideation to execution, can help make your projects a success.
• Logistics: You can also task remote administrative assistants to manage all logistical aspects, ensuring the event runs smoothly from start to finish.

11. Online Shopping and Order Processing

• Shopping Assistance: Want to shop online but don’t have the time? Just tell your remote administrative assistant to select which products, place orders, and ensure transactions are completed 👌
• Shipments and Returns: VAs can easily track orders to ensure timely delivery and manage any needed returns or exchanges.

👉 Related: What an eCommerce Virtual Assistant can do for your business

12. Email Marketing and Newsletters

• Newsletter Design: Designing compelling email newsletters that captivate your audience can be outsourced to an admin staff specialising in email marketing.
• Email List Management: They can also manage your subscriber list, segment, and track the performance of your campaigns.

13. Personal Assistant Tasks

• Personal Commitments: You can also ask admin staff to oversee your personal appointments and tasks, ensuring your personal life is as organised as your professional one 💪
• Personal Tasks: VAs can add more hours to your day by helping with personal errands, such as gift shopping or personal appointment bookings.

The right remote admin assistant makes all the difference

The support of the right remote admin assistant can transform not just your workload but also your business’s future. But aside from a VA, your strategy should also involve finding the right tools, technology, and processes that work best for your business and your team 👌🧑‍💻

Playing the long game isn’t merely about delegation; it’s about revolutionising how you operate online.

So the pressing question isn’t whether to hire a VA, but how soon you can welcome them aboard your team—and how to improve your systems and processes! 🌈🚀