If you’re considering hiring a virtual assistant, you’ve probably asked yourself: “But what would they actually do?”
It’s one of the most common questions we hear at Projects Made Simple LLC, and for good reason. Many business owners struggle to identify which tasks are “worth” delegating, or they underestimate just how much a skilled VA can handle.
The truth? You can delegate far more than you think.
Let’s break down exactly what tasks you can hand off to a virtual assistant, so you can reclaim your time and focus on what truly moves your business forward.
Administrative Tasks
These are the bread and butter of VA work—the time-consuming essentials that keep your business running but don’t require your personal touch.
- Email management – Sorting, filtering, responding to routine inquiries, and flagging urgent messages
- Calendar scheduling – Coordinating meetings, sending reminders, and managing time zone differences
- Data entry – Updating CRMs, spreadsheets, databases, and contact lists
- Document preparation – Creating presentations, formatting reports, and organizing files
- Travel arrangements – Booking flights, hotels, and creating detailed itineraries
- Meeting preparation – Preparing agendas, gathering materials, and taking notes
- Expense tracking – Recording receipts, categorizing expenses, and preparing reports
Customer Service & Communication
Your VA can be the friendly, professional voice of your business when you can’t be available.
- Customer inquiry responses – Handling common questions via email, chat, or social media
- Follow-up communications – Sending thank you notes, checking in with clients, and nurturing relationships
- Appointment confirmations – Sending reminders and managing cancellations or rescheduling
- Feedback collection – Sending surveys and compiling customer reviews
- CRM updates – Logging interactions and keeping customer records current
Marketing & Social Media
Growing your online presence takes consistent effort. A VA can maintain your visibility while you focus on strategy.
- Social media management – Scheduling posts, engaging with followers, and monitoring mentions
- Content calendar creation – Planning and organizing your content strategy
- Blog post formatting – Uploading, optimizing, and scheduling written content
- Email newsletter management – Building campaigns, managing lists, and tracking metrics
- Graphic creation – Designing simple graphics using Canva or similar tools
- SEO basics – Keyword research, meta descriptions, and basic optimization
- Analytics reporting – Compiling data from Google Analytics, social platforms, and email campaigns
Bookkeeping & Financial Support
While VAs aren’t CPAs, they can handle many financial administrative tasks that eat up your day.
- Invoice creation and sending – Generating invoices and following up on payments
- Receipt organization – Categorizing and filing digital receipts
- Payment tracking – Monitoring which invoices have been paid
- Basic bookkeeping – Recording transactions in QuickBooks or similar software
- Vendor communications – Managing relationships with suppliers and service providers
- Budget spreadsheet maintenance – Updating financial tracking documents
Content & Research
Need information gathered or content polished? VAs excel at research-heavy tasks.
- Market research – Gathering competitive intelligence and industry trends
- Lead generation – Building prospect lists and finding contact information
- Podcast show notes – Creating episode descriptions, timestamps, and transcripts
- Proofreading and editing – Reviewing content for errors and clarity
- Resource compilation – Creating guides, directories, or curated lists
- Product research – Comparing vendors, tools, or service providers
E-commerce Support
Running an online store? VAs can manage many of the daily operational tasks.
- Product listings – Uploading products, writing descriptions, and optimizing images
- Inventory monitoring – Tracking stock levels and alerting you to reorder needs
- Order processing – Managing fulfillment workflows and customer communications
- Customer reviews management – Monitoring and responding to product reviews
- Marketplace management – Maintaining listings across platforms like Amazon, Etsy, or eBay
Project & Event Coordination
From launches to webinars, VAs can handle the logistics that make events run smoothly.
- Event planning support – Coordinating vendors, managing RSVPs, and creating schedules
- Webinar setup – Handling registrations, sending reminders, and tech setup
- Project tracking – Updating project management tools and monitoring deadlines
- Team coordination – Scheduling meetings and keeping everyone informed
- Vendor management – Communicating with contractors and ensuring deliverables
Personal Tasks (Yes, Really!)
A virtual assistant isn’t just for business. Many successful entrepreneurs delegate personal tasks too.
- Personal appointment scheduling – Doctor visits, haircuts, and family calendar management
- Online shopping and returns – Researching products and managing purchases
- Gift purchasing – Selecting and sending gifts for personal and professional contacts
- Subscription management – Tracking and canceling unused services
- Personal research – Planning vacations, finding service providers, or researching major purchases
What Makes a Task “VA-Ready”?
Not sure if something can be delegated? Ask yourself these questions:
- Is it repetitive? Tasks you do weekly or monthly are perfect for delegation.
- Does it have clear steps? If you can document the process, a VA can execute it.
- Does it require your unique expertise? If not, it’s likely delegate-able.
- Is it time-consuming but low-value? These tasks are stealing time from strategic work.
If you answered “yes” to any of these, it’s probably time to hand it off.
Getting Started with Delegation
The key to successful delegation isn’t finding the “perfect” tasks—it’s starting somewhere and building from there. At Projects Made Simple LLC, we recommend clients begin with three to five recurring tasks that currently drain their energy. Often, these are the administrative basics: email management, scheduling, and social media posting.
Once you experience the relief of having these items off your plate, you’ll quickly identify other opportunities to delegate. Before long, you’ll wonder how you ever managed without support.
Ready to Reclaim Your Time?
The question isn’t really “What can you delegate to a VA?” It’s “What should you stop doing yourself?”
At Projects Made Simple LLC, we specialize in helping business owners identify their highest-value activities and building customized support systems around everything else. Whether you need five hours of help per week or full-time support, we’ll create a delegation plan that actually works for your business.
Ready to get started? Contact us today to discuss which tasks are keeping you from growing your business—and how we can take them off your plate.
