How Founders Use Virtual Assistants to Unlock Strategic Thinking Time

Being a startup founder or executive is a constant juggling act. Your days are packed with emails, meetings, invoices, and “urgent” to-dos, leaving little room to focus on high-level strategy and growth. If you often feel there aren’t enough hours in the day to steer your company forward, you’re not alone. Surveys show entrepreneurs spend over one-third of their work week on administrative tasks, cutting into time that could be spent on strategy, innovation, or simply recharging. In fact, 73% of business owners would prefer to spend more time on strategic activities, but most are too busy handling day-to-day tasks. The result? Founders get stuck working in the business instead of on the business, potentially holding back growth.

So, how can founders reclaim their calendars and refocus on what truly matters? The answer for many is delegation – specifically, delegating to a virtual assistant (VA). In this post, we’ll explore how savvy entrepreneurs are leveraging virtual assistants to free up hours, reduce stress, and unlock more strategic thinking time. We’ll cover what virtual assistants are, the benefits they offer, tasks you can outsource, how to hire and manage a VA (human or AI), and why this approach is becoming a secret weapon for successful founders. Let’s dive in!

What Is a Virtual Assistant (VA)?

A virtual assistant is a skilled professional who provides administrative, technical, or creative support remotely – essentially a remote executive assistant who can tackle the tasks that clog up your to-do list. Unlike a traditional in-office executive assistant, a VA works from anywhere (often home or a remote office) using email, chat, video calls and cloud tools to support you. Virtual assistants can be independent freelancers or employees of companies that provide remote staffing services.

Virtual assistant vs. executive assistant: In terms of duties, there may be little difference – both can manage schedules, correspondence, research, and more. The key distinction is location and flexibility. A VA is typically remote, contract-based or part-time, and cost-effective compared to a full-time hire. As a founder, this means you can get executive assistant support without needing physical office space or paying a full-time salary and benefits. In fact, leveraging virtual assistants is a way to shift from a fixed cost (employee) to a variable cost model (on-demand help). You pay only for the assistance you need, when you need it, allowing much more flexibility.

Virtual assistants have become increasingly popular, especially after the global shift toward remote work. Demand for VAs has surged in recent years – one report noted a 41% rise in hiring of virtual assistants via offshore agencies from 2019 to 2020. Companies of all sizes are embracing more remote staffing solutions. In fact, more than 80% of large corporations plan to use a more flexible, contingent workforce going forward. For startup founders, a VA offers a way to get help without the overhead and constraints of a traditional employee. Many successful entrepreneurs even call virtual assistants their “secret weapon” for productivity and time management.

Tip: Pretty much any task that can be handled remotely can be done by a virtual assistant – from project management and travel booking to specialized research and bookkeeping – often at a fraction of the cost of hiring in-house staff.

In short, a virtual assistant is like having an executive assistant, project manager, or extra team member on-call virtually. They handle the important but time-consuming tasks, so you, as the founder, can concentrate on strategic decision-making, big-picture planning, and creative thinking – the activities that truly drive your business forward.

Benefits of Using a Virtual Assistant as a Founder

Why exactly are entrepreneurs turning to virtual assistants? Simply put, a good VA can be a game-changer for your productivity, focus, and even your bottom line. Here are some of the key benefits of virtual assistants for founders and executives:

⏱ Reclaim Your Time for Strategy: The biggest benefit is time. Every hour you spend scheduling meetings or sorting spreadsheets is an hour not spent on strategic work like refining your product, closing deals, or planning growth. By outsourcing routine tasks, you free up hours for high-value strategic thinking. Research backs this up – those who delegate more have been shown to achieve higher growth. One survey found 82% of “expert delegators” saw revenue growth vs. 66% of those who didn’t delegate as much. Founders who entrust tasks to assistants can focus on strategy, innovation, and leadership, accelerating their company’s progress.
💡 Improved Productivity & Focus: Offloading distracting busywork allows you to focus on core business priorities without constant context-switching. Your mental energy can go toward decisions that move the needle. As Time Etc CEO Barnaby Lashbrooke noted, a founder’s time is among the most valuable in the business, and it should be devoted to growth tasks, not minor administrative work. Delegating effectively helps cut down the noise and keep you in your optimal productivity zone.
⚖️ Better Work-Life Balance & Less Burnout: Working with a VA can also reduce stress and overwork. Many entrepreneurs burn the midnight oil juggling minor tasks; a VA can lighten that load. In a survey, 50% of entrepreneurs said they struggle with work-life balance, but this dropped to 43% among those who delegate effectively. By handing off tasks, you gain breathing room – maybe even reclaim your evenings or weekends – which is vital to avoid burnout. You can use that liberated time to recharge, exercise, or spend time with family, coming back to work with more energy and clarity.
💰 Cost Savings and High ROI: Hiring a full-time employee (e.g. an in-house assistant) comes with a high fixed cost – salary, benefits, taxes, office space, equipment, etc. In contrast, virtual assistants are typically far more cost-effective. Studies show businesses can save up to 78% on operational costs by hiring a virtual assistant instead of a full-time employee. This is because you often pay only for actual productive hours or a set package of tasks, and there’s no need to provide office space or full benefits. You can also tap talent in lower-cost regions (more on that below). All told, outsourcing administrative support turns labor into a variable expense that scales with your needs. Many founders find the ROI of hiring a virtual assistant is extremely high – the VA might cost, say, $15-$30/hour, while your own time as a CEO might be “worth” $100+/hour (in the value you create). By that math, every hour of low-level work you delegate is an hour you can invest in activities that grow revenue or improve the business. It’s a direct boost to productivity and often profitability.
🌎 Access to Global Talent & Specialized Skills: When you outsource or offshore tasks, you’re not limited to local hires. You gain access to a global talent pool. Need someone proficient in bookkeeping, or fluent in multiple languages, or experienced in digital marketing? There’s likely a virtual assistant out there with the exact skill set you need. In fact, the Philippines and India are top destinations for finding skilled virtual assistants in the global market, though you can find quality VAs in virtually any country. Many VAs even have college degrees or past corporate experience – nearly 60% of virtual assistants have a college degree. You can hire specialized help on demand – from social media management to podcast editing to project coordination – without having to bring on full-time staff for each specialty.
⚡ Flexibility and Scalability: Virtual assistance is highly scalable. Need more help during a crunch or a product launch? You can increase a VA’s hours or add another VA relatively quickly. Conversely, during slow periods you can scale back. This agility is invaluable for startups. Outsourcing allows you to scale your support team up or down without the commitments of hiring/firing. It’s ideal for fluctuating workloads or seasonal businesses. Additionally, many virtual assistant services offer different plans or the ability to use a team of specialists as needed (e.g. 10 hours of admin support + 5 hours of bookkeeping). This beats the rigidity of a single full-timer wearing many hats. In short, you get help on tap.
🌐 24/7 Operations and Global Reach: By leveraging remote assistants in different time zones, you can essentially extend your business’s working hours. For example, if you’re in New York and have a VA in Asia or Europe, tasks can be handled overnight and be ready when you start your day. Customer inquiries can be answered around the clock. This “follow the sun” model means greater productivity and responsiveness. Founders running global e-commerce or service businesses often use offshore virtual assistants to ensure customer support is covered 24/7 – if a customer emails at 10 PM, your VA in another timezone can respond immediately. This can significantly boost customer satisfaction and sales. (Indeed, if you run an online store, a VA can help ensure you don’t lose customers due to slow response times off-hours.)
🤝 Focus on Core Strengths (and “Human” Tasks): Handing off tasks that aren’t the best use of your time allows you to concentrate on what you do best – whether that’s closing deals, designing product strategy, or networking with investors. You can finally get to those projects that have been on the back burner. Also, by delegating, you ensure that important but lower-level tasks still get done well by someone who specializes in them. Your VA might actually do some things better or faster than you would. For example, a virtual assistant who is an expert in scheduling or travel planning can coordinate complex itineraries in a snap (saving you headache and mistakes), and a VA skilled in social media can polish your online presence while you focus on running the company. This division of labor means everything is handled by the right level of talent.
🔒 Consistency, Backup and Peace of Mind: If you engage a managed virtual assistant service, you often gain a reliability net. VA agencies typically vet and train their assistants, and can provide a backup VA if your primary assistant is sick or on leave. They may also have account managers ensuring quality. This means tasks don’t fall through the cracks. Additionally, top VA companies enforce security practices like using password managers and secure communication channels to protect your data. Knowing your admin support is handled consistently (and securely) allows you to relax and focus on leadership.
📈 Direct Impact on Growth and Profits: Ultimately, using virtual assistants can help increase your business’s output and revenue without a linear increase in costs. By freeing founders to focus on growth initiatives and enabling cost savings, outsourcing can improve the bottom line. It’s no coincidence that in one survey, 85% of “expert delegators” (those who delegate often) reported business growth, versus 74% of those who don’t delegate as much. Delegation was also linked to higher profit growth and better personal wellbeing in that study. In other words, when you stop trying to do everything yourself, your business can scale and your quality of life improves – a win-win scenario.

As you can see, a virtual assistant can save you time, money, and stress, while boosting your effectiveness as a leader. It’s about working smarter, not harder. Instead of adding more hours to your day (impossible!), you’re buying back time to spend on what matters most. Now, let’s get specific about what tasks founders typically outsource to VAs.

Top Tasks You Can Outsource to a Virtual Assistant

One of the most common questions founders have is: “What can a virtual assistant actually do for me?” The answer: a lot. Virtual assistants today are capable of handling a wide range of responsibilities – essentially, any task that can be done remotely via computer, phone, or internet is a task you can delegate. Here are some of the top tasks and roles that busy entrepreneurs commonly outsource to virtual assistants:

Administrative Support: This is the bread-and-butter of many VAs. It includes tasks like managing your email inbox, filtering and responding to routine emails, calendar management (scheduling meetings, appointments, coordinating with participants), and travel planning (booking flights, hotels, arranging itineraries). For instance, your VA can proactively manage your calendar – setting meetings, sending you reminders, booking conference rooms or Zoom links – so you never have to worry about the logistics. They can also handle data entry, document formatting, preparing slides or meeting agendas, and other general admin tasks that eat up your time. In a survey, 45% of entrepreneurs were handling schedule management themselves and 44% were creating invoices, on top of many other admin chores – all tasks that a competent virtual assistant can take off your plate.
Bookkeeping and Finance Admin: Many founders hire VAs with bookkeeping skills to manage invoices, expense tracking, and basic accounting. A VA can update your financial records, reconcile transactions, generate reports, and liaise with your accountant – ensuring your books are in order while you focus on growth. They can also handle billing, accounts payable/receivable, and payroll prep. For example, a virtual bookkeeping assistant could prepare monthly financial summaries and send invoices to clients, so you get paid on time without having to personally chase payments. Given that financial admin is critical but time-consuming, delegating it to a trained assistant not only saves time but reduces errors.
Customer Service & Support: If your business involves customer inquiries or support tickets, a VA can be a frontline customer service assistant. They can respond to customer emails, handle live chat queries, manage FAQ or support docs, and even take phone calls (using VoIP/remote phone systems). Founders running e-commerce or SaaS businesses often outsource customer support to remote assistants. Importantly, having a VA in a different time zone can provide after-hours support, ensuring customers always get timely responses. This is crucial as slow responses can lose you business, whereas a VA can help maintain prompt 24/7 support. You can also have VAs handle tasks like processing online orders, handling returns or refunds, and gathering customer feedback.
Social Media Management & Content Creation: In today’s digital world, maintaining a social media presence and creating content is a huge time sink – and a perfect task for a virtual assistant (or even a specialized virtual social media manager). Your VA can schedule and publish posts on LinkedIn, Twitter, Facebook, Instagram, etc., respond to comments or messages, and even help create content. Many VAs can design simple graphics on Canva or write captions and blog drafts. For example, you might have a VA research and draft weekly blog posts or coordinate your email newsletter. They can also compile content ideas, do hashtag research, or repurpose your content across platforms. Virtual assistants for social media management are in high demand, and can help grow your online presence consistently without you micromanaging every tweet. If you run a digital marketing agency or any small business, outsourcing social media tasks to a VA can be a cost-effective alternative to hiring a full-time social media manager.
Research and Data Analysis: Need to gather information or crunch data? Virtual assistants excel at research tasks. They can do market research, compile lists of potential leads or partners, analyze competitors, or gather industry statistics. A VA can also prepare reports or briefs – for example, summarizing key points from a set of articles, or analyzing survey data into a presentation. Founders often use VAs to research things like new software tools, conference opportunities, or to vet prospective hires. Because research can be done online, it’s an ideal duty to delegate. Some VAs even specialize in specific research areas (for instance, a virtual assistant for real estate agents might research property listings or client leads). If you’re prepping for a meeting or making a data-driven decision, your VA can do the legwork and hand you the insights.
Project Management and Coordination: Many entrepreneurs hire virtual assistants with project management capabilities – essentially acting as a remote project coordinator or virtual project manager for your team. This role can involve tracking project deliverables, updating project management software (like Asana or Trello), following up with team members on status, scheduling project meetings, and ensuring things stay on deadline. For example, a Sigrid virtual project management assistant will “manage every aspect of your projects, anticipating challenges and scheduling meetings”. They might set up project workflows, maintain documentation, and keep everyone aligned. If you’re scaling up and running multiple initiatives, having a VA keep your projects organized is invaluable. They function like a remote PM, so you don’t have to personally chase tasks or remember every detail.
Human Resources Support: Yes, you can even outsource aspects of HR. Some VAs specialize in HR and recruitment support – posting job ads, screening resumes, scheduling interviews, and onboarding new hires. They can also manage HR records, track employee birthdays/anniversaries, handle staff scheduling or leave records, and coordinate training sessions. If you’re a startup without a full HR department, a VA can fill many administrative HR gaps at a fraction of the cost. For example, VAs can keep your employee time sheets and records up to date, or assist with payroll preparations. They won’t replace strategic HR leadership, but they’ll ensure the admin side is smooth.
Industry-Specific Tasks: Many virtual assistant companies offer industry-specific services, meaning you can find assistants experienced in your field. For instance:
- E-commerce: A virtual assistant for e-commerce businesses can manage product listings, update inventory, handle online customer questions, process orders and returns, and run basic Amazon or Shopify store operations. They can also research trending products or monitor reviews to help your store succeed.
- Real Estate: Real estate agents and brokers often use VAs to manage property listings on MLS, schedule showings and inspections, handle initial client inquiries, and prepare contracts or paperwork. A real estate virtual assistant can also maintain your CRM by updating buyer/seller leads and sending follow-up emails.
- Legal and Professional Services: Lawyers and consultants use VAs for proofreading documents, scheduling client meetings or court dates, conducting preliminary legal research, and managing billing. A VA with legal admin experience can greatly reduce the time professionals spend on case administration.
- Healthcare: Doctors or therapists might use virtual assistants for scheduling patient appointments, managing patient intake forms, billing and insurance claims processing, or sending appointment reminders – ensuring the practice runs efficiently.
- Financial Services: Financial advisors or accountants can have VAs gather client data, prepare portfolio reports, schedule review meetings, and handle routine client communications. This frees the advisors to focus on giving advice rather than paperwork.
- Marketing & Agencies: Marketing agencies leverage VAs to coordinate content calendars, pull analytics reports, create presentations, and communicate with clients. A virtual assistant for digital marketing agencies might also QA check ads, schedule social posts, or do competitor research for campaign planning.
Virtually any industry has some tasks that a well-trained VA can handle remotely. Top VA services will even match you with VAs experienced in your specific niche – for example, providing a real estate-trained assistant to a realtor, or an IT-savvy assistant to a tech startup. By getting help from someone who already knows your industry workflows, you save time on training and see faster results.
Personal Tasks and Life Management: Many founders blur the line between work and life – and VAs can assist on the personal front too (especially if you hire a virtual personal assistant). They can handle tasks like online shopping and order returns, making personal appointments (doctors, home repairs, etc.), buying gifts for your family or team, organizing travel for your family vacations, or even managing your family calendar. Delegating personal errands to a trusted assistant can win back hours of your personal time. Imagine having someone who can book your dinner reservations, send flowers on your behalf, or research the best schools in your area – that’s the kind of life management help a VA can provide, letting you focus on your business and family without dropping the ball on either.

This is not an exhaustive list, but it paints the picture: if a task is repetitive, time-consuming, or outside your core focus – and it can be done online – it’s likely a task you can outsource to a virtual assistant. As one source put it, “from scheduling appointments and filtering emails to conducting specialized research and handling bookkeeping, a VA can provide high-quality backend support” so you can focus on the big picture.

Take a moment to identify the tasks in your own workload that don’t require your unique expertise. Those are prime candidates for delegation. In fact, a good exercise is to track your tasks for a week (using a time-tracking tool) to see where your hours are going. You might be surprised how much time is consumed by things like email and admin work. Founders often discover they’re spending 10+ hours a week on tasks a VA could handle. By listing those out, you can systematically offload them. (We’ll discuss how to decide which tasks to delegate and how to hire the right VA next.)

Before moving on, it’s worth noting that delegating doesn’t come naturally to everyone. Some entrepreneurs initially resist handing things off – whether due to trust issues, training time, or the sense that “it’s faster to do it myself.” These are common hurdles: 27% of entrepreneurs said they don’t delegate because they actually enjoy the tasks, and 25% felt explaining the task would take too long. But the irony is, trying to do everything yourself is a recipe for stagnation and burnout. If you recognize yourself in those stats, it might be time to rethink. The most successful founders learn to “stop working below their pay grade” as one advisor put it. Virtual assistants make that possible.

Virtual Assistant vs. Full-Time Employee: Which is Right for You?

You might be wondering how hiring a virtual assistant compares to hiring a traditional full-time employee or in-house executive assistant. Each approach has its place, but for many startup founders, a VA offers clear advantages in the early stages of growth. Let’s break down the virtual assistant vs. full-time employee decision on a few key points:

Cost Efficiency: We’ve touched on this, but it’s worth emphasizing – virtual assistants are dramatically more cost-effective than full-time staff. With a full-time in-house hire, you have salary (often $40k–$70k/year or more for an experienced executive assistant), plus additional costs like health benefits, payroll taxes, pension/401k contributions, bonuses, office space, equipment, and sometimes relocation or commuting stipends. These can add at least 20-30% on top of base salary. In contrast, a virtual assistant might charge an hourly rate or a monthly package, and you pay only for productive work hours with no overhead. A study by Capital Counselor found that using virtual assistants can save companies up to 78% of operational costs compared to a full-time employee. Small businesses especially benefit from these savings, freeing up budget to invest elsewhere. If you’re watching your burn rate, hiring a VA is a smart way to extend your runway while still getting essential work done.
Flexibility and Commitment: Hiring an employee is a long-term commitment – you’re generally expecting to keep them busy 40 hours a week and retain them for years. But what if you only have 15 hours/week of work right now for an assistant? Or your needs fluctuate? With a VA, you have total flexibility. You can start with a small number of hours and scale up if needed, or use a VA for a fixed-duration project. Outsourcing allows you to scale up or down quickly without the complications of hiring or laying off staff. This is ideal for early-stage companies or solo founders who need to remain agile. You can also pause or end a VA contract more easily if business priorities change (though of course, ethical considerations apply – good relationships with your VA matter). Essentially, a VA can grow with you as your needs grow, without forcing you into an immediate long-term obligation.
Access to Broader Skillsets: A single full-time employee comes with their set of skills (and limitations). If you hire an in-house assistant, that person might be great at scheduling and correspondence, but not so experienced in, say, social media or bookkeeping. Covering multiple skill sets could require hiring multiple people. With virtual assistance, you have more options. You could hire a generalist VA who covers many bases, or you could engage multiple VAs with different specialties (since they can be part-time). For example, you might use a virtual executive assistant 10 hours a week for admin and communication, and a virtual marketing assistant 5 hours a week to handle content and social media. This way, you get specialized expertise on each task at a fraction of the cost of hiring two full-time roles. Many virtual assistant services make this easy by offering teams or swapping in specialists as needed. Your “team” can be flexible and multi-talented, something that’s harder to achieve with a lean in-house staff.
Hiring Speed and Ease: Recruiting a full-time employee can be a lengthy process – drafting a job description, posting, interviewing multiple candidates, negotiating offers – which can take months. By contrast, you can often find and start working with a virtual assistant in a matter of days or weeks. Platforms and agencies have pools of pre-vetted talent. If you need immediate help, a VA is the faster route. There’s also less red tape – no need for complex employment contracts; you can use straightforward freelance/contractor agreements. Especially when working with a VA company, they handle the vetting and matching process for you. As a founder, that means less time hiring and more time getting work done.
Overhead and Infrastructure: An in-house employee will need a workspace, computer, software licenses, etc. With remote assistants, they take care of their own workspace and equipment. You don’t need to provide an office or worry about IT setup beyond giving them access to the tools they need (which are often cloud-based). This reduces your operational complexity. Additionally, many virtual assistants come trained on popular tools (from project management software to CRM systems). They can often jump in and use your existing systems with minimal training. Some VA agencies even provide their assistants with proprietary tools or AI software to be more efficient. Essentially, you’re tapping into an existing infrastructure when you hire through a VA service – whereas with a new employee, you’d be building that setup for them from scratch.
Integration and Control: There are a couple of areas where a full-time employee might have an edge: integration into company culture and depth of company-specific knowledge. An in-house team member will usually be more steeped in your day-to-day culture, can attend in-person meetings (if you have an office), and has only your company to focus on. A virtual assistant, especially if freelance, might juggle multiple clients and will be remote, so integration can take effort. However, if you work with the same VA over a long period, they often become virtually indistinguishable from a regular team member in terms of their knowledge of your business and their commitment. (Plenty of founders have worked with the same dedicated VA for years, developing a strong working relationship.) If having someone 100% dedicated and immersed is crucial from Day 1, an in-house hire might feel safer – but remember, you can also ask for a dedicated VA who works only with you. Many premium VA services assign full-time dedicated assistants; they’re just not sitting in your office. As for control: some founders worry that an outsourced assistant means less control over how tasks are done. It’s true you’ll need to communicate clearly and trust your VA’s professionalism. But with today’s collaboration tools (Slack, Asana, etc.), you can stay very closely looped in with a remote assistant’s work, almost as if they were in the next room.
When Each Makes Sense: In general, hiring a virtual assistant is ideal for tasks and roles that are important but not core to your business’s differentiation. If the task doesn’t require on-site presence and can be well-documented or taught, a VA can probably handle it. This is great for administrative work, customer support, data tasks, and so on – which are crucial for operations but not your personal specialty. On the other hand, if you eventually need someone in-house for strategic reasons (e.g. an EA who accompanies you to local events, or an employee who manages other staff on-site), you might consider transitioning to an in-person role down the line. Many companies start with virtual assistants and only bring those roles in-house once they grow significantly (if ever).

A quick recap of outsourcing vs. offshoring vs. in-house: Outsourcing means delegating a function or tasks to a third-party provider (which could be domestic or overseas). Offshoring means relocating work to another country, often to leverage lower costs or time zones. Virtual assistants often represent a combination of both – you might outsource administrative support to an offshore VA in the Philippines, for example. Both outsourcing and offshoring generally cut costs and provide flexibility. Outsourcing specifically lets you pay for what you need without hiring, which yields immediate cost and flexibility benefits. Offshoring (building your own team abroad) can bring long-term savings but requires more setup and management commitment. For a startup founder, outsourcing to a VA service is usually the quickest win – it lowers your labor costs and burden on your internal team, allowing you to focus on core operations that drive growth. Offshoring your own team might come later if you decide to establish a foreign office or dedicated overseas staff. You don’t necessarily have to choose one or the other exclusively; as businesses grow, many use a hybrid model. But initially, trying out a virtual assistant (outsourced) is a low-risk, high-reward move.

In summary, a virtual assistant offers a lean, flexible, and cost-effective solution for getting work done, which is often exactly what early-stage and scaling companies need. A full-time employee might be justified if the role is core to your value creation or requires close internal collaboration at all times. For most administrative and support roles, however, a VA can accomplish the same outcomes with greater cost efficiency. It’s about choosing the right tool for the job – and for many tasks, VAs are the entrepreneurial tool of choice.

How to Hire a Virtual Assistant (Step-by-Step)

Ready to bring a virtual assistant on board? Hiring a VA doesn’t have to be daunting, but it’s important to approach it strategically to get the best results. Here’s a step-by-step guide for founders on how to hire a virtual assistant:

Identify & Prioritize the Tasks You Want to Delegate. Start by making a list of tasks that you shouldn’t be doing personally. These could be recurring tasks that consume a lot of time (scheduling, emails, reports), tasks you’re not skilled at (e.g. bookkeeping or graphic design), or things that keep getting pushed to “later” because you’re too busy. For at least a week, track your activities and see which could be handled by someone else. Then, prioritize that list: which tasks, if handed off, would immediately free up significant time or mental energy? Those are your top candidates for a VA. Also consider the nature of each task: Is it a one-time project or ongoing? Does it require specialized skills or just general admin ability? This will inform the kind of VA you need (generalist vs specialist, ongoing vs project-based).
Define the Role and Expectations. Treat this almost like writing a job description, even if it’s for a contractor. Clearly outline what you expect your virtual assistant to do. Include the tasks, the tools/software they’ll need to use, any specific work hours or time zone requirements (e.g. “must be available for check-in each morning at 9am my time”), and the desired skills/qualifications. For example, do they need excellent written English? Experience with Excel or WordPress? Familiarity with your industry? Also decide if you need a full-time vs part-time VA, and what your budget is. VAs have a wide range of rates – some freelance VAs might charge $10–$15/hour for general admin, whereas specialized or highly experienced executive VAs (especially in the US or Europe) might be $30–$60+/hour. There is no standard rate – it depends on experience, skill, and location. The good news is you can find quality talent at many price points. Setting a budget will help narrow your options. The more specific you can be in defining the role, the easier it will be to find a good match.
Choose Where to Find Your VA: Freelance Marketplaces vs. VA Services vs. Referrals. Broadly, you have three avenues:

Freelance Marketplaces: Platforms like Upwork, Fiverr, Freelancer.com, and Guru have thousands of virtual assistants offering their services. You can post your job description or browse VA profiles and then interview and hire directly through the platform. The advantage is a huge talent pool and often lower costs (you might find great offshore VAs here at very affordable rates). The drawback is you have to do the vetting, interviewing, and managing yourself – and quality can vary widely. These platforms do have reviews and ratings which help. If you’re willing to spend time sorting through candidates and want the most cost-effective route, this can work well.
Virtual Assistant Agencies/Services: These are companies that specialize in providing virtual assistant services. Examples include Belay, Time Etc, MySigrid, Zirtual, Fancy Hands, and many others. With a VA service, you typically talk to their team about your needs, and they will match you with a vetted, trained assistant who fits your requirements. The agency handles screening, and often provides a dedicated account manager. They may offer backup assistants if needed and handle all HR/payroll issues on their side. The assistants from reputable agencies are often well-trained and have support behind them. Some services allow you to have a fractional share of a team (for example, 10 hours of an executive assistant, plus access to a designer or bookkeeper as needed). The cost is usually higher per hour than hiring directly, but you’re paying for reliability and convenience. Many top virtual assistant companies also ensure security and confidentiality (NDAs, secure data sharing using tools like 1Password). If you want a premium, managed experience, an agency is a great choice. Look for ones that have good reviews and cater to your type of business – the best virtual assistant services will even assign you a dedicated client success manager and find a VA whose work style and personality match yours.
Referrals and Networks: Sometimes the best way to find a reliable VA is through your own network. Ask fellow entrepreneurs or business owners if they have a great VA or remote executive assistant to recommend. Posting on LinkedIn or in entrepreneurial Slack/Facebook groups can yield quality leads. The upside is you get someone with a proven track record for someone you trust. This can fast-track the trust and hiring process. The downside is availability – the best VAs might be booked up, or a recommendation might not have the capacity you need. Still, it’s always worth asking around; you might find a hidden gem.

Evaluate Candidates (or Matches) and Conduct Interviews. If you go the freelance route, you’ll need to screen the applicants. Look at their experience with the specific tasks you need. Do they have good reviews or references? Is their communication prompt and clear from the get-go? Create a shortlist and set up short interviews (video or phone) to get a sense of their professionalism and fit. Prepare a few questions or even a small test task to gauge their capability. For example, you could ask, “How would you handle managing a busy executive’s calendar across multiple time zones?” or give a scenario and ask how they’d prioritize. Communication is key – since they’ll be remote, you want someone who communicates well and proactively. Also ensure their time zone and availability align with your needs (if you need overlap for live collaboration). If using an agency, they will often present you with one or two vetted candidates. You should still interview those VAs to ensure personal rapport – chemistry matters when someone is acting as your right-hand. Don’t hesitate to voice your preferences (e.g., need someone very detail-oriented, or someone who can be assertive in organizing you). The agency wants it to be a good fit as much as you do.
Start with a Trial Period or Project. Once you’ve selected a virtual assistant, consider starting with a trial assignment or a trial period (like 2 weeks or 1 month) before fully committing long-term. This gives both of you a chance to work together on a smaller scale and adjust. You could assign a project like organizing a set of files, researching a topic, or handling your schedule for one week, and then evaluate how it went. During the trial, pay attention to the quality of work, communication, and how quickly they learn and adapt to your needs. If something isn’t quite right, communicate it early – often the working relationship can be adjusted with feedback. If it’s really not the right fit, it’s much easier to part ways after a short trial than after a long commitment. Fortunately, many VAs will impress you early on and you can move forward confidently.
Set Clear Processes and Communication Channels. When your VA starts, invest time in onboarding them properly (even if they’re a contractor). Share with them the important information about your business and working style. For example, explain your priorities, typical schedule, preferred tools, and any key people they might interact with (like your clients or other team members). Set up the tools you’ll use to collaborate: common ones include Slack or Microsoft Teams for day-to-day messaging, email for formal communications, Zoom or Google Meet for regular check-ins, and a task management tool (Asana, Trello, ClickUp, etc.) to assign and track tasks. Also, use a secure password sharing tool (like 1Password or LastPass) to give them access to systems without exposing credentials. Establish a routine for communication – for instance, a 15-minute sync call every Monday to plan the week, or a short daily check-in message. Clarity is crucial: clearly document the tasks you delegate, including steps or guidelines if needed, especially at the beginning. Many VA relationships falter due to unclear expectations, not inability. As trust builds, they’ll need less guidance, but upfront clarity will set you both up for success.
Delegate Effectively (Start Small and Scale Up). It might be tempting to dump a mountain of tasks on your new assistant on Day 1, given how much you want off your plate. But it’s wise to start with a few smaller tasks to let them get accustomed to your work and for you to gauge their style. Quick wins could be scheduling a few meetings, handling your travel booking, or formatting a document. As they complete these successfully, gradually hand over more. Provide feedback along the way – positive feedback when they do something well, and constructive feedback if you prefer something done differently. Effective delegation is a skill: be explicit about the outcome you want, give necessary context, then let the VA figure out how to achieve it (unless it’s critical to specify the how). For example, instead of saying “Book me a flight to SF,” you might say “Please research flights from NYC to SF for the Tech Conference, arriving by 5pm Oct 10 and leaving Oct 13 evening. I prefer aisle seats and no layovers if possible. Send me the two best options.” This gives clear criteria but allows the VA to use judgment. Over time, as trust grows, you can delegate larger responsibilities – maybe have the VA manage your whole email inbox, or fully coordinate an event without your involvement. Many entrepreneurs find that as they learn to “let go” and empower their VA, the VA steps up and delivers even beyond expectations.
Utilize Tools and Document Processes. To maximize efficiency with a remote assistant, leverage the great remote work tools available (more on some top tools in the next section). Use shared documents or a wiki (Google Docs, Notion, etc.) to keep instructions and SOPs (standard operating procedures) that your VA can reference. For recurring processes (like a weekly report), document the steps after you’ve worked them out – then the VA can follow the checklist each time. This not only ensures consistency but also makes it easier if a backup VA or future team member needs to do it. Project management tools help you monitor progress without micromanaging – for instance, you can have a Trello board where you see tasks “To Do / Doing / Done”. Time-tracking tools (Toggl, Hubstaff, etc.) can provide transparency on hours worked if you’re paying hourly. And of course, communication tools keep you connected – you might set up a dedicated Slack channel just for you and your VA to chat throughout the day. The right tools and systems will make your collaboration smooth and keep you organized as you manage remote staff.
Maintain Regular Check-Ins and Build Trust. Especially at the start, schedule regular check-ins with your VA. This could be a weekly video call to review what was accomplished, address any questions, and plan upcoming tasks. Encourage your assistant to ask questions and share updates – you want to keep an open channel, so they feel comfortable flagging issues or suggesting improvements. As trust builds, you might reduce meeting frequency, but never cut communication entirely. Also, treat your VA as a valued team member: show appreciation for good work, give them context about how their work fits into the bigger picture, and even solicit their ideas if appropriate. The more they feel like a trusted part of the business, the more they will go above and beyond. Remember, outsourced doesn’t mean anonymous – building a good relationship is key to a lasting partnership. Many entrepreneurs come to rely on their VAs as critical extensions of themselves.
Review and Refine. After a few months, take a step back and assess the impact. Are you seeing significant time savings? Are you less stressed? Is the quality of work meeting your standards? If yes, great – think about additional tasks or higher-level responsibilities you can delegate next, to free up even more of your time (perhaps your VA can start handling preliminary email replies, or managing a small team of other freelancers as you grow). If there are any shortcomings, address them with your VA or the service provider. Sometimes a slight course correction or an honest conversation can solve the issue. In rare cases, if the arrangement just isn’t delivering the expected value, you may need to consider finding a different assistant – which is okay. The ultimate goal is to optimize your time and productivity, so keep refining the setup until it truly unlocks significant bandwidth for you.

By following these steps, you greatly increase the likelihood of finding a great virtual assistant who meshes well with your needs and working style. Plenty of resources exist to help in this process – for example, you can find guides and even sample interview questions on hiring VAs (MySigrid offers a comprehensive guide on How to Hire the Perfect Executive Assistant). You can also check out comparison sites that list the best virtual assistant companies and their reviews, to choose a reputable provider.

One more note: consider whether you prefer a “human” VA or an AI-driven solution (or a combination). There are now AI virtual assistants (basically software bots) that can do things like schedule meetings via email or answer basic customer queries (more on AI in the next section). Some founders try an AI scheduling assistant or chatbot before (or alongside) hiring a human VA. However, AI has its limits, and as we’ll discuss, the human touch is often indispensable. In most cases, the best approach is using AI tools to augment your human assistant’s efficiency, rather than replace them outright.

Now that you have your new assistant ready to go, let’s equip you with some tools and tips to make working with a remote team effective.

Essential Tools and Tips for Working with Remote Teams

When you’re collaborating with a virtual assistant (and possibly a distributed team), the right technology can make all the difference. Remote work is now mainstream, and there’s an abundance of remote work tools in 2025 that keep teams connected and productive. Here are some of the best tools for remote work and project management that every founder should consider:

Real-Time Communication: For quick daily communication and team cohesion, tools like Slack and Microsoft Teams are invaluable. Slack, for instance, offers organized channels for different topics/projects and has become the virtual “office” for many startups. (It’s telling that Slack has millions of users and is practically synonymous with remote team chat.) You can DM your VA, share files, integrate other apps, and even have voice or video huddles. Microsoft Teams is a robust alternative, especially if you’re in the Office 365 ecosystem, combining chat, video meetings, and file collaboration. Having a central chat app keeps communication flowing without having to send formal emails for every little thing. Tip: Create a dedicated channel or chat thread with your VA for daily check-ins and questions, so nothing gets lost.
Video Conferencing and Meetings: Face-to-face interaction (even via video) is important when working remotely. Zoom remains a top choice for video calls and virtual meetings, known for its reliability. Google Meet is another popular option, especially if you use Google Workspace, and Microsoft Teams includes meeting functionality as well. In 2025, many of these platforms have added AI features – for example, Zoom’s AI Companion can provide meeting summaries and highlight action items. Don’t forget to schedule regular video calls with your assistant or team; seeing each other helps build rapport and clarity. A quick 15-minute Zoom each week can align priorities much better than a hundred texts.
Project Management and Task Tracking: When you’re delegating multiple tasks, a project management tool is your best friend. Asana is a powerful platform for task management and workflows – it’s actually trusted by 85% of Fortune 100 companies, which speaks to its effectiveness. In Asana, you can create projects, assign tasks to your VA (or other team members), set deadlines, and track progress. It offers Kanban boards, list views, timelines, and even workflow automation to ensure nothing slips through the cracks. Alternatives include Trello (simple Kanban boards), Monday.com (highly customizable project and team management), and Jira (if you’re a software team, though it’s heavier duty). For most startup needs, Asana or Trello are great. They keep everyone on the same page about who’s doing what by when. No more endless email threads or wondering if a task got done – you can just check it off in the tool and have a record of it. Many of these tools now also integrate AI to auto-generate task summaries or prioritize tasks for you. Explore those features to save even more time.
Cloud Document Collaboration: To work simultaneously on documents, spreadsheets, and presentations, Google Workspace (Google Docs, Sheets, Slides) is practically essential. It allows you and your VA to edit docs in real time, add comments, and avoid version control nightmares. Microsoft 365 offers similar capabilities with online Word/Excel/PowerPoint if you prefer those formats. Use shared cloud storage like Google Drive, Dropbox, or OneDrive to store and share files easily. This way, your VA can maintain documents or reports and you can access them anytime to review or tweak. Tip: set up folders with proper permissions – e.g. a shared “VA” folder where you both can add files. This keeps your work organized and accessible from anywhere.
Password Management & Security: Given that your virtual assistant may need access to email accounts, social media, CRMs, or other sensitive systems, using a password manager is a must for security. Tools like 1Password or LastPass allow you to securely share login credentials without revealing the actual passwords. For example, you can store your credentials in 1Password and share an entry with your VA – they can use the login through the app but never see the raw password. This way if your VA leaves, you can simply revoke access or change the master password, without worrying about what info they had. It also protects you from sending passwords over email or chat. MySigrid, for instance, relies on 1Password for all client credential sharing to keep data safe. Additionally, encourage two-factor authentication where possible, and maintain good cyber hygiene. Security is a shared responsibility – a good VA service will have protocols to safeguard your info, but you should be proactive too.
Time Tracking and Productivity: If you’re paying your VA hourly or just want insight into where time goes, time-tracking tools can help. Toggl Track is a simple, popular tool where the VA (and you) can log hours for tasks. It can produce reports so you see, for instance, that your assistant spent 3 hours on scheduling this week and 5 hours on research. This isn’t about micromanaging but about transparency and identifying if certain tasks are taking too long or could be streamlined. Another tool is Time Doctor, which not only tracks time but can take screenshots (for more oversight if needed) and provide productivity reports. Use these tools according to the level of detail you need. For many founder-VA relationships, trust is high and detailed tracking isn’t necessary beyond what the VA invoices. But it’s nice to have the option, especially at the start or if you have multiple remote team members.
Automation and Integration: One secret weapon to amplify the impact of a VA (or even eliminate trivial tasks) is using automation tools. Zapier is a fantastic tool that connects different apps – for example, if you get an email attachment, Zapier could automatically save it to Dropbox and alert your VA in Slack. Or if a new lead fills a form on your website, Zapier can create a task in Asana for your VA to follow up. By automating the glue between processes, you and your assistant save time. Other emerging AI-driven automation tools can handle even more – for example, there are AI email triage tools that categorize your emails, or AI scheduling assistants that propose meeting times. While your human virtual assistant can do these manually, there’s no harm in letting software handle the ultra-simple stuff so your VA can focus on higher-touch tasks. Discuss with your assistant what repetitive workflows you have; they might be able to set up these automations for you if they’re tech-savvy.
Specialty Tools: Depending on the nature of work you outsource, there might be specific tools. For social media, a scheduling tool like Buffer or Hootsuite lets your VA queue posts ahead of time. For project collaboration, something like Miro can serve as a virtual whiteboard if you like brainstorming visually with your team. If your VA handles customer service, a helpdesk system like Zendesk or Freshdesk could be in play. If they’re doing email management, they might use features like Gmail filters or tools like Superhuman to speed through your inbox. The key is to equip your VA with whatever tools are standard in the task domain – often they’ll know them already, but be ready to provide access or training on your specific stack.

In addition to tools, here are a few best practices for managing remote assistants and teams:

Set Clear Goals and KPIs: Define what success looks like for your VA. Is it responding to all emails within 24 hours? Scheduling X number of meetings per week? Producing a certain number of qualified leads from research? Having clear targets or Key Performance Indicators helps both of you stay aligned. It doesn’t have to be overly strict, but some measurable outcomes ensure you’re benefiting fully from the assistance.
Encourage Proactive Communication: Let your VA know that you appreciate proactive updates. A great VA will often anticipate needs and report status before you even ask. Still, encourage this by saying something like, “Feel free to send me a quick EOD (end-of-day) summary of what you accomplished and what’s on your plate tomorrow.” This keeps you in the loop and builds trust that things are getting done.
Be Mindful of Time Zones: If you and your assistant are in different time zones, plan around that. You might have to adjust meeting times or accept that tasks assigned late in your day will be done by their next workday. Use calendar tools smartly – Google Calendar can show multiple time zones, for instance. Also, utilize asynchronous communication (leaving messages that they’ll see when online) so work keeps moving around the clock.
Acknowledge and Include Your VA: Even if they’re not an “employee,” include your VA in team communications where relevant. Invite them to certain team calls or company updates if appropriate. This helps them feel invested and informed. Also, simple recognition like saying “Great job on that presentation deck!” or giving a shout-out in a meeting goes a long way. Remote workers can sometimes feel invisible, so make an effort to show appreciation.
Address Issues Tactfully and Quickly: If something isn’t done to your expectations, address it sooner rather than later. Provide constructive feedback and clarify the requirement – often miscommunications are the culprit, not lack of skill. A professional VA will welcome feedback as it helps them serve you better. If the issue persists, then you may need to re-evaluate fit, but most often a feedback loop resolves it.
Leverage Time Zone Differences: A positive spin on time zone gaps: you can create a “follow the sun” workflow. For example, you assign tasks at the end of your workday, and your VA (in a later time zone) completes them while you sleep, delivering results by your morning. This effectively gives you a night shift without hiring a night team. Many founders find waking up to completed tasks one of the best feelings of having a VA! Just be sure to prioritize and communicate clearly when you log off so the VA knows what to tackle.
Continue to Delegate More Over Time: As you and your VA build trust, keep looking for additional tasks or even higher-level projects to hand over. Maybe they can start drafting responses for common emails for you to review, or they can run your social media entirely, or handle more of the sales funnel groundwork. Delegation is a muscle – the more you use it, the stronger it gets. Many entrepreneurs who start with a part-time assistant for a few tasks end up expanding the role significantly once they see the benefits. This is how you scale your remote team organically.

By combining great tools with good management practices, you create an environment where your virtual assistant (and any remote colleagues) can thrive. This setup not only maintains productivity but can actually enhance it – studies have found that remote workers often are more productive when well-supported, contributing an estimated $1.3 billion in productivity gains annually due to work-from-home flexibility. So equip your VA and yourself with the right toolkit and enjoy the efficiency that follows.

Next, let’s touch on a hot topic in the virtual staffing world: the rise of AI-powered virtual assistants and how they compare to the human touch.

AI-Powered Virtual Assistants vs. The Human Touch: Finding the Right Balance

No discussion about virtual assistants in 2025 would be complete without addressing the impact of Artificial Intelligence (AI). In recent years, AI has made huge strides in automating routine tasks and even simulating conversation. We now have AI chatbots, scheduling assistants, and smart automation tools that can handle certain “assistant” tasks. As a busy founder, you might wonder: Could an AI assistant replace a human assistant? Should I use AI tools in my workflow? The answer likely lies in a hybrid approach – leveraging AI for what it does best, while relying on human virtual assistants for everything AI can’t do (yet).

AI’s Growing Role in Remote Work: Businesses are rapidly adopting AI-driven solutions to boost productivity. A recent study showed 94% of SMB e-commerce businesses intend to incorporate AI into operations by 2024, indicating how ubiquitous these tools are becoming. AI-powered virtual assistants (in the context of software) include things like:

Chatbots for Customer Service: Many websites deploy AI chatbots to answer common customer questions instantly. These can resolve simple issues or provide information without a human needed. They’re available 24/7 and can handle volume efficiently.
AI Scheduling Assistants: Tools such as Calendly (with AI features) or x.ai (the former AI scheduler) automatically coordinate meeting times by emailing participants and finding slots that work for everyone. This takes the back-and-forth out of scheduling – something even human assistants appreciate handing over to an algorithm.
Email Management AI: Services that prioritize your inbox or even draft replies using GPT-like technology are emerging. For example, an AI might sort your emails into categories (urgent, can wait, newsletters, etc.) and suggest responses for routine inquiries.
Task Automation: AI and automation overlap. Tools like Zapier, mentioned earlier, now incorporate AI to make smarter decisions (e.g., parse text or categorize content). There are also AI tools that can summarize meetings (e.g., Otter.ai transcribes and summarizes Zoom calls), or AI that can analyze data and create reports.
Content Generation: AI writing assistants (like GPT-4, which powers ChatGPT) can produce drafts of blog posts, marketing copy, or social media captions. A human can then edit/refine. This can dramatically speed up content tasks your VA might do, allowing one person to output much more.
Voice Assistants: We all know Siri, Alexa, and Google Assistant – which can help set reminders, answer questions, and integrate with apps. Some executives use voice assistants to dictate notes or ask for information quickly (though these are more personal productivity tools than something that handles complex work tasks).

Given these capabilities, AI can certainly handle a portion of the workload. For instance, if you receive 100 customer support queries a day that are very similar, a chatbot could answer 80 of them, and only the 20 more complex ones get escalated to your human virtual assistant or team. This frees your humans to focus on the higher-level issues that need judgment and empathy.

However, AI is not (yet) a complete replacement for human assistants, especially for executive support. Here’s why the human premium still matters:

Emotional Intelligence and Understanding Nuance: AI, even the most advanced chatbot, lacks true empathy and the ability to understand context beyond what it’s trained on. Human assistants can detect the tone of an email and respond appropriately, can sense when a client is frustrated and needs extra care, or know when not to bother you because you’re having a hectic day. Humans excel at nuanced communication and relationship management – things that are crucial in executive support, sales, client interactions, etc. For example, if a key client writes in with a complex complaint, an AI may give a generic answer, whereas a human VA will recognize the gravity and perhaps call the client personally or craft a tailored response to soothe the issue.
Complex Problem-Solving and Creativity: AI can generate content and answers based on patterns, but it doesn’t truly problem-solve in novel situations as a human would. Founders often rely on assistants to handle unexpected situations – a flight got canceled last minute, a tech issue needs troubleshooting, a VIP’s schedule changed and everything must be rearranged. A human assistant can think creatively and come up with a solution that isn’t pre-programmed. They can also make judgment calls (e.g., prioritizing one meeting over another on your calendar because they know which is more important to your goals).
Trust and Relationship: Many executives build a personal rapport with their assistants – there’s mutual trust that is developed over time. You might feel comfortable sharing sensitive information or even seeking a second opinion from a trusted EA. With AI, trust is limited to reliability of output (and concerns about data privacy – you might not want confidential info going into an AI system). A human VA can become a confidant and advisor in some ways, whereas an AI remains a tool.
Adaptability and Learning: Humans can learn and evolve in their roles. A VA will get better at understanding your needs, your business, and your preferences the longer they work with you. They’ll pick up on your “voice” to draft emails that sound like you, or they’ll learn from one mistake not to repeat it. AI models also “learn” in a sense, but usually require updates from developers and still may not ever perfectly mimic your personal touch. The adaptability of a human – being able to pivot to a completely new task they haven’t done before, or to handle a sudden change in plans – is very hard to match with AI alone.
The Human Touch in Customer Experience: When it comes to customer-facing roles, AI is improving but often customers can tell when they’re talking to a bot. Studies have shown mixed preferences – one survey found about 49% of customers prefer dealing with a human for online chat support vs only 12% preferring a chatbot (with the rest saying “it depends”). Many customers like chatbots for quick simple queries (like “What’s my order status?”), but as soon as an issue gets complicated, the majority want a real human to take over. People value the human touch – empathy, reassurance, flexibility – that only a person can provide. Thus, if your business prides itself on premium service or personalized support, human VAs or staff are essential, possibly assisted in the background by AI tools for efficiency.

AI vs Human – A Collaborative Approach: The good news is you don’t actually have to choose one over the other. The optimal setup for many is AI + Human working in tandem. Think of AI as a force multiplier for your human assistant:

Your VA can use AI tools to work faster and smarter – for example, using GPT-4 to draft an email or report which they then edit for accuracy and tone before sending to you or a client. This might take a fraction of the time it would take to write from scratch, allowing your VA to get more done in a day.
AI can handle the first line of repetitive tasks, and your human handles exceptions. E.g., an AI triages your email and handles rote responses (“Yes, we received your payment”), while your VA addresses the emails that need a thoughtful reply or action.
Your VA can also train or fine-tune AI tools to your preferences. Some advanced AI solutions allow a degree of customization. A VA might feed it data or correct its outputs over time to make it more aligned with your style.
Meanwhile, your human VA provides oversight – they monitor what the AI is doing and catch any errors or misunderstandings. This is important because AI can sometimes go off the mark or produce incorrect information confidently. Having a human in the loop ensures quality control.
Additionally, an experienced VA can recommend which tasks to automate and which to keep manual. They might say, “Hey, I found we can automate this report generation with a tool, freeing me up to focus on calling those vendors for you.” In this way, your assistant becomes like a workflow optimizer, deploying AI where it helps and stepping in where human input is needed.

Areas where AI shines: quick information retrieval, data processing, pattern recognition, 24/7 availability, consistency for simple tasks, and high volume handling.

Areas where humans shine: understanding context, building relationships, handling ambiguity, creative thinking, empathy, strategic decision-making.

For a founder aiming to maximize productivity, it’s wise to incorporate AI-driven remote staffing solutions where appropriate. But it’s equally important to recognize the premium value of human judgment and creativity in many aspects of business. A phrase that’s emerged is “Automation will not replace you, but someone using automation effectively might.” In other words, the future belongs to those who can harness AI while still leveraging uniquely human skills.

So you might find that the best virtual assistant for you is actually a tech-augmented human. Many modern VA services (like MySigrid and others) brand themselves with AI elements (Sigrid even uses “.AI”) to indicate they use advanced technology, but at their core they provide human-centric service. They might have AI in their back-end systems for efficiency, yet clients interact with friendly, knowledgeable human assistants. This “human in the loop” model is often the sweet spot.

To wrap up on this point: embrace AI tools to automate the trivial, but continue to rely on human virtual assistants for the strategic and interpersonal aspects. By doing so, you can get the best of both worlds – the speed and scalability of AI and the warmth, flexibility, and insight of a human. As AI continues to evolve, the mix may change, but for the foreseeable future, a founder’s brain trust will include human partners.

Scaling Your Startup with Virtual Assistants and Remote Teams

One of the most exciting aspects of leveraging virtual assistants is how it enables you to scale your business faster and more efficiently. In the past, growing a company often meant a proportional increase in headcount and expenses. But today, even a lean startup can “punch above its weight” by using remote talent strategically. Here’s how founders are using VAs and remote teams to drive business growth and profits:

Rapid Scaling Without Massive Overhead: With traditional hiring, scaling up means significant costs and time. But by outsourcing and offshoring tasks, you can scale operations quickly while keeping costs in check. Need to handle more customers or expand your marketing efforts? Instead of hiring local staff (with all the associated costs), you might bring on an additional virtual customer support rep or a freelance marketing VA overseas. This way you increase capacity on-demand. As NetSuite’s research highlights, outsourcing lets companies “scale up or down without hiring or laying off workers, ideal for fluctuating demand”. You turn what would be a fixed cost (salary) into a variable cost that scales with revenue. Many startups find that by the time they reach a significant user or revenue milestone, they’ve been able to do it with a fraction of the in-house team that would traditionally be needed – because a network of remote assistants and contractors absorbed the growth workload. This lean scaling preserves cash and improves ROI.
Focusing on Core Competencies: Scaling isn’t just about doing more – it’s about doing more of what you’re best at as a company, and outsourcing the rest. When you delegate support functions to virtual assistants, your founding team can concentrate on the core value proposition. For example, if you run a tech startup, your engineers and product people can focus on developing the product, while VAs handle customer onboarding, documentation, and marketing outreach. If you’re a consulting firm’s founder, you can spend time on client strategy and sales, while your remote team compiles reports, does research, and manages scheduling. This division of labor means your growth efforts are concentrated where you have competitive advantage, and everything else still gets done by capable hands. The outcome is a more efficient operation where more of your time and budget go into growth and innovation rather than administrative overhead.
Access to Global Markets and Talent: Building a remote team inherently makes your business more global. If you have VAs or remote staff in different regions, you gain localized insight and presence without setting up offices there. For instance, an offshore VA in Asia could help your company handle queries from Asian customers in their languages or advise on cultural nuances for a marketing campaign. Additionally, hiring globally allows you to operate in multiple time zones, as mentioned. It also means you can serve a broader market effectively. This can be a stepping stone to eventually having international customers or even offices. Your remote staff might later become core team members to lead regional expansions. In essence, remote hiring is a low-risk way to dip your toes into global expansion. And the talent pool is huge – by tapping global talent, you might find the best person for the job is not located in your city or country. Now, you can work with that person thanks to remote tools. This improves the quality of output and can accelerate growth beyond what a limited local hiring pool would allow.
Increasing Productivity and Speed: We touched on productivity gains; at scale, they multiply. By outsourcing repetitive tasks, your business can get more done in the same amount of time. Consider a scenario: your startup is preparing for a big product launch. Instead of your small team working round-the-clock on every task (PR outreach, customer support ramp-up, content creation, etc.), you could assign those tasks to specialized VAs or contractors. A content VA writes blog posts and social media content for the launch, a PR VA helps build media lists and send pitches, a customer support VA drafts knowledge base articles and stands by to handle user questions, etc. Your core team then focuses on the product and strategy of the launch. The launch happens faster and likely more successfully because you had more hands on deck without overburdening your core team. Faster execution often means quicker revenue, earlier time to market, and a stronger competitive position.
Cost Savings Reinvested for Growth: One of the conversion-driven arguments: virtual assistants save money, and those savings can be reinvested into growth initiatives. If using VAs and remote staffing saves you tens or hundreds of thousands of dollars a year (which it can, due to lower labor costs and no overheads), you can channel those funds into marketing, R&D, or scaling your sales efforts. Essentially, outsourcing can increase profits not just by cutting costs, but by enabling you to deploy capital more strategically. For example, rather than spending $60k on one local hire, you might spend $20k on a VA and $40k on advertising that brings in new customers – a direct boost to your top line. A study by Deloitte found many businesses use outsourcing specifically to drive cost efficiencies that improve profitability, and often they see improved performance as a result. The ROI of hiring a virtual assistant can thus be measured not only in hours saved, but in business growth enabled. It’s not just theoretical: recall that expert delegators in the Time Etc survey achieved 143% mean revenue growth vs 80% for those who delegated less – a clear indication that freeing up the founder’s time to focus on growth is a smart investment.
Building a Remote-First Organization: Some startups today are choosing to be remote-first from inception, meaning the team is distributed and operations are built around remote collaboration. Virtual assistants can be the first step in that direction. By working effectively with VAs, you develop the processes to collaborate across distance (as we discussed in the tools section). Over time, you might hire remote full-time employees too, essentially forming a team that’s fully remote. This can scale beautifully – you’re not constrained by office space or local hiring at all. Companies like GitLab and Zapier are famous examples of large organizations with no office, scaling to hundreds of remote employees. They started by embracing remote talent early. Building a remote team efficiently involves using the playbooks we covered: clear communication, the right tools, a strong culture of trust and accountability. If you master working with a few VAs, you can leverage that skill to onboard many more remote workers as your company grows. This gives you a scalable model for expansion. You can quickly open up new support shifts, new language capabilities, or new project teams by hiring remotely. The future of work is distributed, and startups that excel with remote teams will have an edge in scaling gracefully.
Outsourcing vs. In-House – Strategic Mix: As you scale, you’ll constantly evaluate which roles to keep in-house and which to outsource. A common strategy is to outsource functions that are important but not core, for the long term. For example, many growing companies outsource accounting, HR administration, and IT support to external providers or remote staff. This frees the company to concentrate on its core product/service. Outsourcing and offshoring can thus become an ongoing part of your business model, not just a temporary fix. With time, you might even outsource higher-level tasks – there are virtual CFOs, virtual CMOs, and so forth, who are contract/fractional executives. This trend means you can get strategic guidance without full-time hires at early stages. Knowing what to outsource versus what to develop in-house is a key strategic decision. The takeaway is: outsourcing/offshoring is not just a cost hack, it’s a strategic tool to access capabilities and scale faster than if you tried to build everything internally. As one report noted, the global outsourcing market is huge (projected to exceed $1 trillion by 2030) and growing, precisely because companies see strategic value in it.
Case in Point – Example: Imagine a startup founder named Sarah who runs a growing e-commerce platform. Initially, she’s doing everything: product sourcing, website updates, customer service, marketing, you name it. She’s working 60+ hours a week on mostly operational tasks. Realizing this isn’t sustainable, she starts by hiring a remote executive assistant through a VA service. The assistant takes over her email and scheduling, and also manages a lot of customer service emails. Suddenly, Sarah has 15 extra hours each week. She uses that time to forge supplier partnerships and design a new marketing strategy (things only she can do as the founder). Sales start to climb. Next, she hires a virtual assistant for social media management who consistently posts content and engages followers, growing her brand presence. Sales climb further. Now she’s reinvesting profits into online ads and product expansion. To support this, she brings on a remote project manager to coordinate the launch of new product lines and a freelance content writer to improve the website and SEO. None of these are full-time in-house hires, but they are skilled contractors from around the world. Her team of 5 VAs/contractors costs less than one local employee might, yet they collectively cover multiple functions. A year later, her revenue has doubled, and she finally feels like she’s working on the business, not in the business. Sarah can now consider hiring a few key full-time team members (maybe a head of marketing or operations) to drive even bigger growth, but she’ll likely continue leveraging her virtual team because it’s working so well. This scenario is increasingly common – founders accelerating their startup’s growth trajectory by smartly distributing work to virtual assistants.

In sum, virtual assistants and remote teams can be the catalyst that allows you to scale your startup faster, smarter, and more cost-effectively than traditional methods. By unlocking your strategic time, reducing inefficiencies, and providing flexible support, they let you focus on the initiatives that fuel expansion. As you plan the next stages of your business, consider which roles or tasks could be delegated to remote talent – you might find that you can do more with less and achieve milestones sooner than you thought.

Finally, let’s conclude with some thoughts and a call-to-action for founders ready to reclaim their time and supercharge their strategic output.

Conclusion: Unlock Your Strategic Potential with the Right Support

As an entrepreneur or executive, your time is your most valuable asset. Every hour you spend stuck in routine tasks or minor details is an hour lost from driving vision, strategy, and growth. Virtual assistants offer a proven solution to this classic founder’s dilemma. By entrusting skilled remote assistants with your administrative and operational to-dos, you effectively “buy back” time – time you can devote to innovation, big-picture planning, and yes, maybe even a bit of rest.

We’ve explored how founders use virtual assistants to delegate everything from scheduling and emails to marketing and project management. The evidence is clear: those who delegate wisely achieve more growth, reduce burnout, and enjoy better work-life balance. It’s not just theory – data shows that entrepreneurs who leverage assistants and delegate more see higher revenue and profit growth. They work on the business, steering it to success, rather than drowning in the business of daily tasks.

In today’s world, you also have an unprecedented toolkit at your disposal. With advanced collaboration tools and AI-powered automation, a single founder can orchestrate a global remote team of human and AI assistants to run a business 24/7. This isn’t about replacing the human touch, but about augmenting your capabilities. A human virtual assistant brings judgment, creativity, and relationship-building – the qualities that truly elevate your business interactions. Meanwhile, AI and software handle repetitive workflows in the background. Together, they form a powerhouse support system for you, the leader.

So, what’s stopping you from reclaiming your schedule and focusing on what really matters? Often, it’s just that first step of deciding to delegate and outsource. It might feel a bit uncomfortable at first – after all, your venture is your baby. But remember, delegating doesn’t mean losing control; it means gaining leverage. You’ll still set the vision and make the key decisions, but you’ll have capable partners to execute the details.

Imagine the impact: Instead of spending your mornings sorting emails and scheduling appointments, you could be meeting a new strategic partner or brainstorming your next product innovation – while your VA has already cleared your inbox. Instead of spending late nights updating spreadsheets, you could review a neatly prepared report from your assistant and use those insights to refine strategy. Rather than being the bottleneck for every minor decision, you build a team (even if it’s a remote, flexible one) that keeps the engine running, allowing you to steer the ship.

The path to scaling a business is challenging, but you don’t have to walk it alone or exhaust yourself on the way. By outsourcing administrative support, leveraging remote staffing solutions, and embracing smart tools, you can run leaner, move faster, and focus on growth with clarity. Many thriving businesses today owe a part of their success to that behind-the-scenes hero: the virtual assistant.

Ready to Unlock Your Time and Elevate Your Business?

If you’re ready to take the next step and experience the transformative benefits of having a virtual assistant, it’s easier than ever to get started. You deserve the freedom to focus on strategic thinking – and our team is here to make that happen for you. Don’t let another week go by buried in busywork.

👉 Book a consultation with MySigrid to explore how a dedicated, premium virtual executive assistant can fit your exact needs. In a short, friendly call, we’ll listen to your challenges and match you with the ideal assistant so you can delegate with confidence and start reclaiming hours in your day.

👉 Connect with Paul Østergaard on LinkedIn – Paul is the co-founder of MySigrid and a seasoned entrepreneur who has helped countless business owners find balance through smart outsourcing. Follow him for more insights on scaling with remote teams, ethical outsourcing, and leadership. Feel free to reach out with any questions or to continue the conversation about optimizing your work-life as a founder.

It’s time to work smarter, not harder. By harnessing the power of virtual assistants, you can unlock precious strategic thinking time, accelerate your company’s growth, and maybe even get back a little “you time” on the weekends. Your future self – less stressed and more accomplished – will thank you for taking action today.

Don’t wait. Start your journey toward greater productivity and freedom now. Book a consultation with MySigrid and let us help you scale up efficiently with the right remote support. Here’s to working on your business instead of in it! 🚀

How Founders Use Virtual Assistants to Unlock Strategic Thinking Time

What Is a Virtual Assistant (VA)?

Benefits of Using a Virtual Assistant as a Founder

Top Tasks You Can Outsource to a Virtual Assistant

Virtual Assistant vs. Full-Time Employee: Which is Right for You?

How to Hire a Virtual Assistant (Step-by-Step)

Essential Tools and Tips for Working with Remote Teams

AI-Powered Virtual Assistants vs. The Human Touch: Finding the Right Balance

Scaling Your Startup with Virtual Assistants and Remote Teams

Conclusion: Unlock Your Strategic Potential with the Right Support

Ready to Unlock Your Time and Elevate Your Business?

About Sigrid

We hope you enjoyed reading this blog?

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How Founders Use Virtual Assistants to Unlock Strategic Thinking Time

What Is a Virtual Assistant (VA)?

Benefits of Using a Virtual Assistant as a Founder

Top Tasks You Can Outsource to a Virtual Assistant

Virtual Assistant vs. Full-Time Employee: Which is Right for You?

How to Hire a Virtual Assistant (Step-by-Step)

Essential Tools and Tips for Working with Remote Teams

AI-Powered Virtual Assistants vs. The Human Touch: Finding the Right Balance

Scaling Your Startup with Virtual Assistants and Remote Teams

Conclusion: Unlock Your Strategic Potential with the Right Support

Ready to Unlock Your Time and Elevate Your Business?

Are you looking for admin support?

About Sigrid

Are you looking for admin support?

How Your Executive Assistant Can Free Up Your Schedule

Delegation Frameworks for Fast-Growing Teams Using Virtual Assistants

How MySigrid VAs Help Reduce Founder Burnout

We hope you enjoyed reading this blog?

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