A virtual assistant (VA) is a remote professional who provides administrative, operational, technical, or industry-specific support to businesses and professionals on a part-time or full-time basis. What exactly is a virtual assistant (VA)? When you hear the term, you might think of both human and artificial intelligence roles, like Siri or Alexa, which often creates confusion between automation tools and human remote professionals. For clarity, this article focuses exclusively on human virtual assistants, not AI software or digital assistants.
For clarity, when we mention a VA or virtual assistant, we refer to real people working remotely, often from their home offices, to support clients’ businesses. These professionals are commonly independent contractors or outsourced team members and may be offshore, nearshore, or locally based, depending on the business model.
Even within our marketing team, virtual assistants manage routine tasks such as research, reporting, and bookkeeping, allowing internal staff to focus on strategy, growth, and client-facing work.
Rising Demand for Virtual Assistants
The demand for virtual assistant services is rising, a trend accelerated by the COVID-19 pandemic. Even before the pandemic, the United States Small Business Administration reported that “more than a third of small businesses currently outsource at least some of their operations.
Since then, remote work adoption, distributed teams, and cost-optimization strategies have further accelerated the use of virtual assistants across industries such as legal services, marketing agencies, real estate, eCommerce, healthcare administration, and professional consulting. Modern businesses increasingly rely on virtual assistants as part of a long-term remote workforce strategy rather than a short-term cost-saving measure.
What is a Virtual Assistant: Benefits of Having a Virtual Assistant
Having delegated VAs can significantly enhance both your work and personal life by improving operational efficiency, enabling scalable support, and reducing day-to-day workload pressure. On average, clients hire them for at least 20 hours per week, reclaiming valuable time for other priorities. Virtual assistants may be engaged on hourly, part-time, or full-time arrangements, depending on workload and business needs. The benefits of hiring a Virtual Assistant include:
Increased Productivity
Streamlining tasks leads to higher efficiency. With a virtual assistant handling administrative and repetitive tasks such as calendar management, inbox organization, CRM updates, and document preparation, business owners can focus on strategic planning and revenue-generating activities. “Delegating work to a virtual assistant can increase productivity by 13% while reducing stress levels among business owners” (Harvard Business Review).
Decreased Costs
Cost-effective solutions compared to in-house hires. For instance, hiring a virtual assistant can be a great way to augment your staff and improve your productivity without the commitment of employing someone in-house. This allows businesses to allocate their budget more efficiently, investing in growth rather than overhead expenses such as office space, employee benefits, equipment, and long-term employment commitments. “Businesses that outsource tasks to virtual assistants see an average revenue increase of 10-15% within the first year” (Forbes).
Increased Availability
This means more time for family and client interactions. By offloading tasks to a virtual assistant, professionals can maintain a better work-life balance while providing higher-quality service to their clients. As Tim Ferriss states, “Hiring a virtual assistant is not just about saving time—it’s about gaining freedom to focus on what truly matters.”
Extended Coverage and Reduced Downtime
Virtual assistants working across multiple time zones can provide extended business coverage, support international clients, and ensure tasks continue moving forward outside traditional office hours. This is particularly valuable for firms serving clients in the United States, the United Kingdom, and Australia.
Wider Talent Pool
Access to diverse skill sets for various tasks. From administrative support to specialized services like legal assistance, digital marketing support, bookkeeping, and compliance-related work, virtual assistants bring expertise that might be hard to find locally. “The global virtual assistant industry is expected to grow to $25.6 billion by 2025, highlighting the increasing demand for remote talent” (Statista).
What is a Virtual Assistant: Tasks a Virtual Assistant Can Handle
If a task can be done online or over the phone, a Virtual Assistant can handle it. Virtual assistants typically support businesses across administrative, operational, sales, marketing, and personal task categories. Delegating repeatable tasks, such as email management, is recommended to maximize effectiveness. Common tasks include:
Administrative Support
Data Entry: Transcribing podcasts, taking notes, updating CRM systems, and managing databases.
Email and calendar management, document formatting, and internal coordination.
Finance and Bookkeeping
Bookkeeping: Categorizing expenses, processing payments, payroll support, and invoice tracking.
Customer Service and Client Support
Customer Service: Live chat management, screening and responding to messages, answering calls, and handling follow-ups.
Recruitment and HR Support
Recruitment: Managing job postings, screening resumes, coordinating interviews, and onboarding documentation.
Sales and Marketing Assistance
Sales and Marketing Assistance: Lead screening, appointment booking, CRM updates, email campaigns, and social media scheduling.
Personal and Executive Support
Personal Tasks: Appointment scheduling, travel research, local research, and gift coordination.
Delegating documented tasks ensures consistent quality without constant training. Using standard operating procedures (SOPs), task checklists, and workflow documentation allows virtual assistants to perform reliably and scale with your business. Privacy and security measures should also be considered, as virtual assistants often handle sensitive information. Non-disclosure agreements (NDAs), access controls, and data protection policies are essential when delegating confidential work.
Who Can Benefit from a Virtual Assistant?
Virtual assistants, including the services offered by virtual assistants, are beneficial for:
- Busy Individuals: Needing an extra set of hands.
- Small Business Owners: Scaling by delegating routine tasks.
- Executives: Focusing full-time employees on growth while virtual assistants handle support tasks.
Lawyers, consultants, agency owners, and service-based professionals who need reliable support without expanding internal headcount.
Conclusion: What is a Virtual Assistant?
Virtual assistants are a practical, scalable solution that can transform how you manage your business and personal life. Moreover, the flexibility of virtual assistants allows professionals to work remotely, providing support across various time zones and adapting to clients’ specific needs. As the demand for these services continues to rise, exploring the benefits they bring can be a game-changer.
Whether you’re a busy individual needing extra support, a small business owner aiming to scale efficiently, or an executive seeking to optimize your team’s focus, a part-time or full-time Virtual Assistant might be the solution you’re looking for. If you’re ready to reclaim your time and boost productivity, consider the possibilities a virtual assistant can bring to your professional and personal life.
Take control of your time. Schedule a free discovery call with Aristo Law and learn more about what a virtual assistant is, how legal-focused virtual assistants work, and how remote support can help law firms operate more efficiently and profitably.
How do you know which tasks should be delegated to a virtual assistant first
Tasks to delegate to a virtual assistant first include high-frequency, low-decision activities. Tasks such as inbox management, scheduling, CRM updates, document formatting, and follow-ups are ideal. Tasks that repeat at least three times in one week and follow a clear process without needing strategic judgment should be prioritized for delegation.
How long does it take to onboard and see results from a virtual assistant?
Onboarding a virtual assistant takes 1–2 weeks, with results visible within 2–4 weeks. Onboarding includes workflow documentation, system access setup, and communication alignment. Results accelerate when tasks have clear instructions and receive consistent feedback. Companies that invest early in structured onboarding achieve faster productivity gains.
Can virtual assistants work with industry-specific software and tools?
Virtual assistants can use industry-specific software, including CRM, accounting, legal, and project management tools. Many virtual assistants have experience with standard platforms and can be trained on proprietary systems. Hiring should focus on technical familiarity and the ability to learn new tools quickly.
What is the difference between hiring a freelance virtual assistant and working with a managed virtual assistant provider?
The difference between a freelance virtual assistant and a managed provider is oversight and support. Freelance virtual assistants are hired and managed directly by the business. Managed virtual assistant providers handle recruitment, vetting, performance tracking, and replacements. Businesses choose managed providers to reduce oversight and ensure continuity.
How do you measure the return on investment (ROI) of a virtual assistant?
ROI of a virtual assistant is measured by time saved, efficiency gains, and increased revenue opportunities. Key metrics include hours reclaimed, faster response times, improved client satisfaction, and more billable work. Virtual assistants deliver ROI when freed-up time is redirected to revenue-generating tasks.