What can you delegate to a virtual assistant?

The hardest part of working with a virtual assistant is often simply deciding what to let go of. If you have run everything yourself for a while, it can feel quicker to just do it – until you add up the hours. Here is a practical list of jobs a VA can take off your plate, grouped by area, so you can spot the ones draining your week.

Inbox & diary

• Monitoring and triaging your email inbox
• Replying to routine enquiries on your behalf
• Booking and rescheduling appointments
• Managing your calendar and sending reminders
• Coordinating meetings across different diaries

Everyday admin

• Formatting documents, letters and templates
• Data entry and keeping spreadsheets up to date
• Preparing quotes, proposals and simple reports
• Typing up notes, audio or handwritten content
• Setting up and maintaining filing systems

Money & clients

• Raising and sending invoices
• Chasing overdue payments politely
• Reconciling receipts and expenses ready for your accountant
• Updating your CRM or client records
• Onboarding new clients and new-starter paperwork

Research & coordination

• Researching suppliers, venues or products
• Booking travel and building itineraries
• Ordering supplies and stationery
• Gathering information for tenders or applications
• Liaising with third parties and suppliers on your behalf

Behind the scenes

• Scheduling social media posts you have written
• Basic website updates and uploads
• Proofreading and tidying documents
• Sending mail-merges and newsletters
• Personal tasks – from booking appointments to organising gifts

How to choose what to hand over first

A simple rule of thumb: start with the tasks that are repetitive, low-risk and don’t need your personal judgement. Inbox triage, invoicing and diary management are ideal first jobs because they free up time immediately and are easy to hand back if you ever need to. Once you trust the rhythm, you can delegate more.