What Does a Virtual Personal Assistant Do?

The idea of “having it all” is something that most professionals strive for. But this concept of achieving everything you desire professionally and personally can be misleading. Yes, you can have it all, but it’s best to chase this goal with the right support. After all, managing every single professional and personal task on your own isn’t just near impossible; it’s exhausting.

That’s where working with a virtual personal assistant comes in handy. A personal virtual assistant (VA) is a skilled professional who can act as your right-hand support, taking care of the details–the essential yet time-consuming kind.

What does a virtual personal assistant do, and how do you know if you need one? Learn more about this type of VA and how hiring one can help you do more in your daily life.

What is a virtual personal assistant?

A virtual personal assistant or VPA is a type of remote professional who provides clerical support and personal assistance to business owners like you. Unlike the typical administrative VA who focuses solely on business-related tasks, a virtual PA ensures your work and personal life both run smoothly.

Personal virtual assistants make good use of their organizational and time management skills to help you with both personal and professional checklists. Virtual personal assistants take on a wide variety of tasks, from scheduling meetings and basic research to making dinner reservations and ordering flower arrangements for your anniversary.

Gain more control of your time with a personal virtual assistant. Book a free consultation call with the 20four7VA team to start finding your own VA!

Signs you need a virtual personal assistant

As a go-getter, it can be difficult to recognize when you need extra help. Here are clear signs that it’s time to bring in a virtual personal assistant:

You’re constantly racing against the clock.

Sure, there can be days that seem especially hectic with back-to-back meetings in the day and social events after you clock out. But when every day feels like a sprint, then it’s a sign that things need to change. If you think like you’ve done everything you can for the day, but there’s surprisingly more to do, it’s time to hire a virtual personal assistant.

You spend more time on routine tasks than on more important activities.

As a driven business owner, you’re probably used to doing it all on your own. However, there are tasks that are better left to support staff, such as a personal virtual assistant. By delegating time-consuming tasks to a VA, you can spend time on things that matter the most to you, whether that’s making strategic business decisions or enjoying personal time off without worrying about tasks falling through the cracks.

Routine office tasks may include data entry, inbox management, and appointment setting. These tasks are essential to your daily operations, but can take up valuable hours out of your workday. The same goes for your personal life. Tasks like scheduling dental appointments, managing household bills, or organizing your family holiday may seem basic enough, but can keep you from spending quality time with the people you love.

You feel physically and mentally drained.

Even the most driven and talented business owners have limits. When you’re constantly juggling endless to-do lists, putting out fires, and working late nights, exhaustion can creep in quickly. Overwork doesn’t just affect your physical energy; it also impacts your mental well-being. Fatigue can affect your decision-making and creativity. It can even affect how you interact with the people around you. A personal virtual assistant can help ease the load, allowing you to set aside crucial time to recharge and relax.  

You’re missing out on opportunities.

It can be difficult to pursue other opportunities when you don’t have enough space on your plate. A potential partnership or a networking event can slip through the cracks simply because you don’t have the time or mental space for these previous opportunities.

You tend to cancel or miss out on personal plans.

When there’s so much to do, it’s inevitable that some things will take a backseat. And more often than not, it’s the personal events that get pushed aside. Special occasions, social gatherings, or even rest days can lose out to other priorities. A personal virtual assistant can help you maximize the time you have, ensuring you’re spending your energy on things that matter most and keeping your schedule balanced.

If these scenarios feel familiar, working with a virtual personal assistant could be the game-changing support you need. It’s time to book a free consultation call with our 20four7VA Sales Executives to find your personal VA.

Day-to-day tasks of a personal VA

A personal VA’s to-do list is a blend of professional and personal tasks. This type of VA offers the support that busy leaders need to keep both areas of their lives running smoothly without risking burnout or stress.

Routine office tasks

• Data entry
• Email management
• Document preparation
• Document routing
• Basic bookkeeping

Calendar and schedule management

• Meeting coordination
• Meeting reminders
• Appointment scheduling

Travel planning

• Researching destinations
• Booking flights and accommodations
• Travel itinerary preparation for business and personal trips

Research and data gathering

• Finding suppliers
• Comparing products or services
• Compiling relevant data to support your decisions.

Personal errands

• Managing online shopping
• Bills payments
• Scheduling personal appointments
• Organizing events

Communication support

• First point of contact
• Drafting correspondence
• Filtering and prioritizing messages
• Call routing
• Taking messages

By taking on these day-to-day tasks, a personal VA frees up your time for strategic work, personal commitments, and well-deserved downtime. Ready to find your own VA? Schedule a free consultation session with our experts to get started!

Tools and technologies that personal virtual assistants use

Because they work remotely, personal VAs rely heavily on technology and communication tools to deliver consistent, reliable support. Here are the top categories that every personal VA should be familiar with:

Project management tools

• Trello
• Asana
• ClickUp
• Microsoft Planner
• Monday.com

Communication tools

• Zoom
• Slack
• Microsoft Teams
• Viber
• WhatsApp

Productivity tools

• Google Workspace
• Microsoft Office 365
• Notion
• And more

How to work effectively with a virtual personal assistant

Here are some of the practical tips for working with your virtual PA:

Set clear expectations

Just like with every new hire, setting clear expectations right from the start is a must. Doing so sets you and your VA up for shared success. Make sure to outline your priorities, discuss your preferred working style, and clarify performance standards. The more specific you can get, the easier it will be for your VA to deliver the level of support that aligns with your personal and professional goals.

Set up the necessary tools and access.

VAs provide support from their side of the world. This means they rely heavily on the internet and technology to perform their tasks effectively. It’s best to already have the right tools in place and make your place of work remote worker-ready.

Before your VA starts, make sure to set up tools such as project management software, communication apps, and cloud storage. When onboarding, provide the necessary logins and permissions to your personal VA. With a remote-friendly and organized virtual workspace, you can expect a smoother and effective VA-client collaboration.

Provide timely feedback

A thorough onboarding is a great start. But for a successful partnership, you need constant communication and timely feedback between you and your personal VA.

It’s important to acknowledge what’s working well to show appreciation and reinforce positive results. Providing constructive feedback is just as important. Identifying areas for improvement, VAs refine their work and meet your expectations.  

Be ready to let go and delegate

Success with your VA is highly dependent on how well you’re able to delegate. You must be ready to let go of tasks that don’t require your expertise or direct involvement. Consider assigning smaller responsibilities at the start of their assignment, then gradually expand their scope as you grow more confident in their abilities. By allowing yourself to let go and delegate, you can finally reclaim your time and bandwidth for things that truly need your attention.

Ready to reap the benefits of virtual staffing? Schedule a free consultation session with our team to find your top-tier personal VA.

Find your virtual personal assistant with 20four7VA

A virtual personal assistant doesn’t have to be just an extra pair of hands. They can be the strategic partner you need to help you stay on top of both your personal and professional lives. By taking over routine tasks and ensuring nothing falls through the cracks, a VA adds order to your day-to-day. They also help you stay ahead of the growing demands of running a business, freeing you to focus on the decisions that move the needle and take more control of your personal life.

Landing the right virtual PA

Finding the right-fit VA is crucial if you want to maximize the many benefits of remote staffing. The ideal virtual personal assistant should match your work style, understand your priorities, and have the skills to anticipate your needs.

At 20four7VA, we understand how business owners like you need more than simple clerical assistance. You need a reliable partner who can seamlessly integrate into your workflow and make all areas of your life easier.

“Our meticulous screening process ensures you’re paired with a VA whose expertise and work style align perfectly with your specific requirements,” shares 20four7VA Sales Director Chin Espiritu. With a skilled VA from 20four7VA, you can hit the ground running, lighten your workload, and focus on what matters most.

It’s time to find your personal VA! Book a free consultation call with us today.

Frequently asked questions