80 Admin Tasks You Could Delegate to a Virtual Assistant

Running a business can come with an endless list of tasks. This is especially true for startups and small businesses. Business owners often find themselves working in multiple positions. From handling operations, finance and customer service, to HR and recruitment. Using a Virtual Assistant can make things much easier by helping you to focus on what matters. Growing your business.

Simplify life by entrusting those time-consuming tasks to a highly skilled Virtual Assistant. At Virtalent, we have Virtual Assistants who specialise in handling administrative work, managing schedules, and organising business finances. With a Virtual Assistant by your side, business owners can find the freedom to focus on strategy, planning or perhaps just a little peace.

When you partner with Virtalent, you gain access to a diverse pool of talented Virtual Assistants. Whether you need someone to manage daily administrative tasks or require specialist expertise, like a financial or marketing guru, we’ve got the Virtual Assistant for you. In some cases, you might benefit from working with multiple Virtual Assistants to meet your needs. Whatever your requirements, having experienced professionals you can rely on is an invaluable asset.

Hiring a Virtual Assistant to handle your tasks comes with many benefits. Not only will you save time, but you’ll have peace of mind knowing your tasks are being managed with efficiency and precision. Delegating allows you to focus on the tasks only you can do. More importantly, it frees you to build your business into the successful company it’s destined to become.

Now, let’s look at all the admin tasks you could delegate to a Virtual Assistant.

Inbox management

Managing an inbox takes time. Tasks like deleting unwanted emails, unsubscribing from mailing lists, and organising inboxes can quickly consume valuable hours. A Virtual Assistant can help keep your inbox tidy, ensuring important emails aren’t missed. And they can even reply to emails on your behalf, making a noticeable difference in your daily efficiency. Here are inbox-related tasks which you can delegate to a Virtual Assistant:

• Having important emails flagged and responded to quickly.
• Organise your email folders making sure you can find things with ease. They might colour-code emails, set up auto-replies, and enable auto-filing.
• Replying to emails to arrange meetings and appointments. Being mindful to factor in buffer time.
• Following up on anything that needs urgent attention.
• Alert you to anything that needs doing ASAP.

Diary management

Properly organising a diary takes patience. It involves ensuring there’s enough time between meetings, allocating the right time to meetings, and balancing personal and professional commitments. You might need to coordinate schedules to find a time that works for all attendees, choose a convenient location, or handle last-minute changes. The challenges are numerous. Here are some of the ways a Virtual Assistant can help:

• Accept and amend meeting invitations
• Find meeting rooms or venues, arrange viewings and logistics with the venue.
• Arranging the meeting’s catering, considering the dietary requirements of guests.
• Booking Tables.
• Rearrange or cancel meetings.

Research & reports

Do you often spend valuable time on research? Perhaps you’re analysing competitors, searching for the best local printers, or planning a family holiday. Tasks like this can quickly steal your focus. Instead, delegate research to a Virtual Assistant who can efficiently gather information, and compile findings into a concise, easy-to-use document. Helping you save both time and money.

• Virtual Assistants can carry out research. Both personal and professional.
• Collating findings and putting them into an easy-to-read format, meaning less time is spent making a decision.
• Virtual Assistants can put together reports and presentations based on research either of you have conducted.

Meetings & minutes

Organising meetings should be straightforward, but they can quickly become time-consuming and complicated. From securing RSVPs, to coordinating schedules, the process often demands more effort than expected. Then there’s the task of preparing agendas, taking minutes during meetings, and distributing them afterwards. By using one of Virtalent’s Virtual Assistants, these tasks can be expertly handled, ensuring meetings run smoothly.

• Arrange suitable times and locations for meetings for all attendees.
• Liaising with attendees to secure all meeting agendas.
• Distribution of the meeting’s agenda and other important information.
• Preparing documents and formatting the meeting’s presentations.
• Taking the meeting’s minutes & their subsequent distribution to all participants.
• Following up on actionable targets, to ensure each attendees is aware of their responsibilities.

Events

Do you regularly host parties, or perhaps you’re a speaker at various events? Whatever the occasion, having a Virtual Assistant to manage the administrative tasks can significantly help and allow you to focus on delivering a memorable experience.

• Research, source and book venues, guest speakers, accommodations and catering.
• Arrange all of the logistics required.
• Organising merchandise for the event.
• Keeping a record of attendees.

Finance

Financial admin can be time-consuming. But a skilled Virtual Assistant can help alleviate the stress of paperwork. From managing invoices and handling data entry, to chasing pavements and organising expenses using specalised financial software. Here's a list of tasks a Virtual Assistant could help with:

• Send and receive invoices.
• Look after the sending and receiving of invoices.
• Manage expenses.
• Checking and creating purchase orders.
• Chasing unpaid invoices.
• Liaising with accounting or financial bodies.
• Paying bills.

Recruitment

There is so much that goes into recruiting staff. From crafting job adverts and screening CVs to coordinating interviews. The list of tasks quickly piles up. A Virtual Assistant can supervise your recruitment process by handling these responsibilities, helping onboard the right candidates faster and more efficiently.

• Proofing and creating job descriptions.
• Managing job adverts.
• Screening the candidates who apply and arranging interviews.
• Coordinating the training and onboarding of recruits.
• Make sure the software you use to recruit is maintained.

HR

Maintaining good HR practices is essential for any business. For smaller businesses, hiring a full-time HR coordinator might not be viable or necessary. A Virtual Assistant however can handle the same responsibilities on a part-time basis, whether it’s effectively handling HR-related tasks, or supporting your teams’ needs. Here are more HR-related tasks a Virtual Assistant could help with:

• Maintaining performance management records.
• Arranging appraisals and reviews.
• Maintaining notes for staff records.
• Reporting absence and headcount.
• Managing holiday and sickness data.
• Organising wellbeing programs for staff.

Sales

Sales are often the beating heart behind any commercial business. Wasting time on administrative tasks instead of focusing on growing your sales can hinder your business’s growth. Instead, think about maximising your selling potential by delegating tasks to a Virtual Assistant. Here are just a few sales-related responsibilities that could be helped with:

• Managing sales enquiries.
• Updating and maintaining CRM databases.
• Dealing with incoming queries of a product.
• Preparing proposals.
• Chasing agreements.
• Coordinate a loyalty rewards plan.
• Gifting employees and customers with branded corporate gifts.

Marketing

Marketing is vital for any business, but you may not have the resources or need for a full-time marketing manager. Perhaps you already have a solid marketing strategy but lack the time to implement it. By delegating your marketing admin to a Virtual Assistant, you can save both time and money whilst ensuring your marketing efforts stay on track.

• Have your Virtual Assistant update your website with eye-catching content and graphic design.
• Add products to your website and write product descriptions.
• Collate and create email newsletters.
• Manage your subscribers.
• Suggest new, proofread and edit content ideas.
• Manage your market research.
• Upload content to social media.
• Source imagery.
• Manage your online communities on your social networks.
• Respond to comments and direct messages.
• Look after your Facebook or Linkedin ads.
• Analyse campaigns and create campaign reports.
• Write content/blogs for your website.

Project management

Are you juggling multiple projects at once? If so, a Virtual Assistant could be the perfect solution to help keep all your projects spinning. Maybe your projects are sporadic and this means you don’t require the constant oversight of a full-time project manager. Here’s how a Virtual Assistant could assist with your project management needs:

• Manage project deadlines.
• Chase contractors.
• Maintain project management software.

Customer service

Delivering exceptional customer service is crucial. Managing customer interactions, addressing queries, and resolving issues can only be trusted to someone with experience. In a world where we rate everything out of 5, a customer’s experience is more important than ever. A Virtual Assistant can help streamline your customer service, ensuring clients are well taken care of. Here’s a list of ways a Virtual Assistant could help.

• Engage with customers.
• Onboard and offboard customers.
• Manage feedback and deal with complaints.
• Manage online reviews.

Lifestyle administration

Our personal lives often come with as much admin as our professional lives. Over time, these tasks can pile up, leaving you feeling overwhelmed when you finally get round to addressing them. A Virtual Assistant can help you take control of your personal admin, providing peace of mind. Here are some tasks they can assist with:

• Arrange doctors and dentists appointments.
• Source and manage household staff such as cleaners and gardeners.
• Arrange plumbers and other professionals for the maintenance of your property.
• Review utilities to find the best deals.
• Arrange insurance for your home, pets, and car.
• Arrange your MOT.
• Have flowers, gifts, and cards sent for birthdays, weddings and anniversaries.
• Research holidays for your family.

Travel

If you’ve ever spent hours scrolling through websites searching for the best flights, hotels or budget friendly transfers, it's time to take a step back. A Virtual Assistant can take the hassle out of travel planning by providing a curated list of options tailored to your needs. Here how you can delegate travel admin:

• Research and source the best flights and accommodation for your trips, for business and leisure.
• Arrange visas, insurance and all travel documentation needed.
• Book transfers.
• Create detailed itineraries so you know exactly where and when you need to be.

General administration

Many ad-hoc admin tasks don't fit neatly into the categories we’ve explored. Tasks like collating data, transcribing notes, drafting emails, formatting documents, and creating polished presentations are just a few examples of what a Virtual Assistant can handle for you. The more confident you confidently delegate, the more time you’ll focus on selling, strategizing, planning and growing your business.

Want to find out more about hiring a Virtual Assistant to handle some of your admin tasks? Book in a call with us today!