A virtual assistant is a professional who works remotely to handle recurring administrative, customer or operational tasks for a business or an individual. The useful ones are not generalists waiting for instructions. They own a set of tasks and keep them moving without being chased.
eleVAte was started by a virtual assistant. Our CEO did this job for US business owners for almost two decades before founding the company, and what follows is drawn from that experience and from the roles we staff today.
Administrative and executive tasks
- Managing an inbox: sorting, drafting replies and flagging what needs you.
- Calendar management, scheduling and meeting preparation.
- Travel booking and itineraries.
- Preparing documents, presentations and reports.
- Data entry and keeping records current.
- Following up on things you asked other people to do.
This is the work of an executive virtual assistant.
Customer and sales tasks
- Answering calls, emails and chat in your business name.
- Booking appointments and sending confirmations.
- Following up new leads and updating the CRM.
- Processing orders and handling simple account questions.
- Requesting reviews and keeping in touch with past customers.
See our customer service representative and appointment setter roles.
Finance and operations tasks
- Bookkeeping: categorizing transactions and reconciling accounts.
- Issuing invoices and following up on unpaid ones.
- Entering supplier bills for approval.
- Preparing reports from your systems.
- Coordinating vendors and schedules.
This is where a bookkeeper or operations coordinator fits.
Marketing tasks
- Scheduling social media and email from approved content.
- Updating website pages and listings.
- Building prospect lists and researching accounts.
- Pulling campaign numbers into a weekly report.
Industry specific roles
Some assistants specialize. A real estate virtual assistant handles listing data, lead follow up and transaction paperwork. A medical receptionist handles scheduling, intake and insurance verification. Specialists cost more to find and are worth it when the work has its own vocabulary and software.
What a virtual assistant should not do
- Licensed work. Legal advice, tax advice, clinical judgement and anything requiring a professional license.
- Decisions that are yours. Pricing, hiring, strategy and exceptions to policy.
- Moving money on their own authority. They can prepare payments. Approval should stay with you.
- Work that needs physical presence.
General or specialized
A general assistant suits an owner whose problem is volume: too many small tasks across many areas. A specialized assistant suits a business with one function that needs depth, such as bookkeeping or dispatch. If you are unsure, list what you would hand over this week. If most of it sits in one area, hire for that area.
How to hand work over in the first weeks
- List the recurring tasks you do every week and how long each takes.
- Pick three to start. Choose tasks that are frequent, well understood and low risk.
- Record yourself doing each one. A short screen recording is faster than writing a manual.
- Give access properly. Use individual logins and the minimum permissions needed.
- Review daily for the first two weeks, then weekly.
- Add tasks as trust builds. Ask your assistant what else they could take.
The first weeks cost you time. Clients who invest it end up with an assistant who anticipates them. Those who skip it are usually disappointed, whoever they hire.
Freelance or managed
A freelance assistant is hired and supervised by you. It is the lowest cost route and works if you have time to recruit and manage. A managed assistant is recruited, employed and overseen by a company, and you direct the work. We explain our approach on the virtual assistant Philippines page.
What hours do they work
Whatever you agree. Assistants in the Philippines commonly work US and Canadian business hours on a night shift, and Australian hours during their own day.
Frequently asked questions
What tasks can a virtual assistant do?
Administrative work such as inbox and calendar management, customer service, appointment setting, bookkeeping, data entry, research and marketing support.
What should you not delegate to a virtual assistant?
Licensed professional work, decisions that belong to the owner, and approval of payments.
How many hours does a virtual assistant work?
From a few hours a week to full time. Dedicated full time assistants are common for owners and teams with steady workloads.
How long does it take to train a virtual assistant?
Plan for daily reviews in the first two weeks and weekly reviews after that. The time you invest early decides how independent the assistant becomes.
About eleVAte BPO. eleVAte began in 2015 with two virtual assistants in Dumaguete City, Philippines, and is still run by its founders. Co-Founder and CEO Claire De La Pena spent almost two decades as an executive virtual assistant before building the company, which is now a 50 seat operation providing dedicated support, sales and back office teams. Meet the leadership team.
Last reviewed October 2026. This guide is general information and not legal, tax or financial advice.
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