40 Tasks to Delegate to a
Virtual Assistant
Not sure what to hand over first? Use this list to find the hours hiding in your week.
The most common thing we hear from business owners is: "I know I need help, but I'm not sure what I'd give a VA." Here's a practical list, grouped by area. Tick the ones you do every week. That's your first VA job description.
Rule of thumb: if a task is repetitive, happens on a computer, and you could explain it in a short screen recording, a VA can do it.
Inbox and calendar
- Sort, label and archive email daily
- Draft replies to routine questions for your approval
- Unsubscribe from newsletters you never read
- Schedule meetings and send calendar invites
- Send meeting reminders and reschedule no-shows
- Prepare a daily or weekly agenda summary
- Flag urgent emails and alert you straight away
Admin and operations
- Data entry into spreadsheets or systems
- Organise files and shared drives
- Turn your processes into written SOPs
- Research suppliers, tools or venues
- Book travel and prepare itineraries
- Prepare simple reports from your data
- Keep your business contact lists up to date
CRM and sales support
- Enter new leads into your CRM
- Update deal stages and notes after calls
- Send follow-up emails on a schedule
- Book discovery calls for you
- Build prospect lists by industry and location (lead generation VA)
- Clean duplicate or outdated contacts
- Prepare proposals from your template
Customer support
- Answer email and live-chat enquiries
- Handle order-status and booking questions
- Process simple refunds or changes (per your rules)
- Follow up after a job or purchase
- Ask happy customers for Google reviews
- Log complaints and escalate the tricky ones
- Keep your FAQ and help articles up to date
More on this: customer support VA services.
Marketing
- Schedule social media posts
- Create simple graphics in Canva
- Post updates to your Google Business Profile
- Upload and format blog posts
- Build and send email newsletters
- Reply to comments and messages
- Track basic monthly marketing numbers
Finance admin (not accounting advice)
- Send invoices and payment reminders
- Match receipts to expenses
- Keep a simple accounts-receivable tracker
- Prepare documents for your bookkeeper or accountant
- Track software subscriptions and renewal dates
Industry-specific examples
- Real estate: listing uploads, showing schedules, transaction checklists (see the realtor list).
- E-commerce: product listings, order issues, inventory updates.
- Cleaning and home services: booking calls, quote follow-ups, crew schedules.
How to hand tasks over
- Pick 5–10 tasks from this list to start.
- Record a short screen video of you doing each one.
- Share access through a password manager, not by emailing passwords.
- Review the work daily for the first week, then weekly.
Want a dedicated VA working your business hours?
Book a free 30-minute call. We'll map your tasks and recommend a plan. Part-time from $699/month, no contract.
Frequently asked questions
Start with repetitive daily tasks: inbox sorting, scheduling, CRM updates and follow-ups. They free up time fastest and are easy to train.
Yes. VAs commonly schedule posts, create simple graphics, reply to comments and post Google Business Profile updates.
Even 20 hours a month is enough for flexible hourly help. Around 80 hours a month suits a dedicated part-time VA.