Image

Would you like to have a dedicated MySigrid Executive Assistant manage your to-do’s for you? Just book a consultation.

SCHEDULE A CONSULTATION

How Human Virtual Assistants Can Assist with Press Releases

Press releases remain a powerful way for companies to share news, announce product launches, and build brand visibility. In fact, studies show businesses with strong media management see up to a 33% increase in brand visibility. Yet writing a compelling press release and managing its distribution can be time-consuming. This is where a human virtual assistant comes in. A skilled remote assistant can take on the legwork of press release production – from research and writing to media outreach and performance tracking – freeing leaders to focus on strategy.

Virtual assistants are remote professionals who provide support services to businesses. Unlike an on-site employee, a human VA works from anywhere (often in the same or complementary time zone) and handles tasks that don’t require a physical presence. Despite the rise of AI-powered tools, experienced human assistants bring something unique: creativity, judgment, and contextual understanding. As one industry leader notes, “Virtual assistants aren’t a commodity … they’re real people who need to be trained on the procedural aspects of the job, as well as cultural sensitivity”. This human element is invaluable when crafting press releases that resonate with journalists and readers alike.

Human VAs are highly flexible. You might hire a remote executive assistant or a general administrative VA, depending on your needs. Boldly, a virtual staffing firm, explains that typical VAs handle “easy, one-off tasks or projects,” whereas a remote executive assistant will manage more complex duties like scheduling and sensitive communications. In practice, this means a VA can write and send your press releases, while an executive assistant might also coordinate CEO interviews or high-level PR strategy. Many businesses even use freelance virtual assistants or offshore assistants (for example, in the Philippines) to get quality support at lower costs. In fact, Stealth Agents highlights Filipino PR specialist assistants who “craft press releases that capture your brand’s voice” and handle distribution.

Integrating a virtual assistant into your PR workflow usually means outsourcing tasks to a trusted partner instead of hiring internally. According to Deloitte, around 70% of organizations outsource tasks primarily to reduce costs. By delegating outsourcing administrative support like press release writing, your team can redirect time to core business and growth. VAs are comfortable with all the popular collaboration and content tools, so they fit right into your existing process. Whether you already use project management software or communication apps, a good VA will adapt to your workflow (and even help you set up new tools if needed).

Key Press Release Tasks for Virtual Assistants

Virtual assistants can handle end-to-end press release tasks. Some of the top VA tasks in PR include:

  • Research & Briefing: Gathering information on your latest news, industry context, and target audience to inform the release. VAs comb through company materials, competitor news, and market trends so the press release highlights the right angle.

  • Writing & Editing: Crafting a clear, concise press release in your brand’s voice. A VA with strong writing skills can draft and polish announcements, ensuring proper format and style. As Stealth Agents notes, a virtual assistant can “turn your ideas into a professional and polished press release”.

  • Distribution: Building and using media distribution lists. The VA identifies relevant journalists and outlets, creates a targeted distribution list (using tools or personal networks), and sends the release on your behalf. Resources even list “press release distribution: writing and distributing press releases to media outlets” as a common VA task.

  • Media Follow-up: Contacting editors and reporters after distribution. A VA can follow up via email or phone to confirm receipt, answer questions, and encourage coverage. This proactive outreach often boosts pickup.

  • Performance Tracking: Analyzing the impact of the press release. After publication, VAs track metrics like website traffic, downloads, or social engagement related to the release. They generate simple reports (views, click-throughs, social shares) so you can measure success.

  • Social & Website Updates: Scheduling social media posts and updating your newsroom or blog. Many VAs will take the press release content and prepare social captions or blog summaries, ensuring your message is distributed across channels.

  • Additional Support: Managing related administrative details. This could include updating a content calendar, coordinating photos or graphics, and handling any PR-related errands (e.g., booking spokespeople for interviews).

Each of these tasks can be handled remotely with the right tools. For instance, a VA might organize press release drafts in Google Docs, track deadlines in Trello or Asana, and coordinate via Slack or Zoom. (MySigrid points out that their assistants are trained to adapt to each client’s preferred tools – everything from Notion content calendars to Google Drive – so you won’t have to change your workflow.) The key takeaway is that almost every step of the press release process can be outsourced to a human virtual assistant, saving your team time while maintaining quality.

Benefits of Human Virtual Assistants for Press Releases

Hiring a human virtual assistant for PR tasks offers several major benefits:

  • Cost Savings: Virtual assistants are often far cheaper than hiring a full-time, in-house employee. Industry data show that companies can reduce operational expenses by up to 78% by using virtual assistants. In the U.S., the average VA’s salary is about $39,915/year (with hourly rates around $13–$25), and you pay only for the hours you need. You avoid costs like health insurance, retirement benefits, office space, and equipment. As MySigrid explains, you don’t have to “shoulder the mandatory benefits associated with hiring full-time admin staff” – you simply pay for the VA’s service hours. This often translates into tens of thousands in annual savings (MyOutDesk estimates saving over $11,000/year in a U.S. example).

  • Time Savings: Delegating routine or repetitive tasks frees executives and teams to focus on strategic work. Instead of you juggling press releases and follow-ups, a VA can handle those tasks reliably. This means your lead PR person or founder can spend more time refining messaging or building relationships, rather than getting bogged down in details. In practice, many leaders find that working with VAs feels like having an extra team member: “it’s like having a content team member, only much more flexible in terms of hours and cost”.

  • Access to Expertise: Good virtual assistant services have pre-vetted and trained professionals. Many agencies hire VAs with specific skills or niches: for example, there are VAs specialized in social media, content writing, or executive support. MySigrid notes their VAs even include specialists in areas like social media management and project support. This means you can find a VA who knows the ins and outs of press and media work, rather than training a generalist from scratch. An agency-provided VA often comes with guidance and a manager who matches you to the right person, so you’re not starting blind.

  • Scalability: Virtual assistance scales with your needs. If you suddenly have a big product launch, you can ask your VA to temporarily increase hours or add another assistant for distribution and follow-up. Conversely, you aren’t stuck paying a salary during slower periods. MySigrid’s subscription model exemplifies this: businesses buy blocks of VA hours per month, allowing them to scale support up or down quickly. As one MySigrid client noted, a dedicated VA (supported by a team of specialists) lets them “fill skills gaps very quickly without having to invest in a full-time, salaried employee”.

  • Flexibility and Coverage: Since VAs work remotely, they can cover non-traditional hours or multiple time zones. For example, an offshore assistant could send your press release to international outlets while you sleep, or your VA could work late on a deadline. They can also fill in for one another if someone is out of office. This flexibility is harder with a sole in-house hire.

  • Improved Focus and Efficiency: Outsourcing tasks often leads to smoother processes. VAs come with their own workflow systems, security practices, and technology. They are comfortable with popular remote tools – everything from Slack and Zoom to Google Workspace and Dropbox – so onboarding them into your setup is seamless. They can even assist with choosing the right remote work tools if you don’t have them set up yet. The result is that press releases (and related tasks) get done efficiently without you having to micromanage.

  • Risk Mitigation: Some virtual assistant companies provide backup personnel. If your assigned VA is unavailable, the agency can quickly provide another qualified assistant. This built-in redundancy ensures that critical tasks like press release distribution won’t fall through the cracks.

Virtual Assistants vs. Other Staffing Options

It’s helpful to compare a human virtual assistant with other common staffing choices:

  • Virtual Assistant vs. Executive Assistant: A virtual assistant is typically a remote, flexible role suited for varied tasks. A remote executive assistant is essentially a senior VA who focuses on high-level executive support, including confidential communications and strategic planning. As Boldly explains, virtual assistants handle “easy, one-off tasks or projects,” while executive assistants manage your calendar, travel, and complex tasks with more autonomy. For press releases, a VA might draft and send the release, whereas an executive assistant might also arrange interviews or handle sensitive PR crises.

  • Virtual Assistant vs. Full-Time Employee: Full-time employees come with fixed salaries and overhead. They may also expect benefits and office resources. By contrast, a virtual assistant is contracted (often hourly or via subscription) and remote. Industry surveys find that VAs are 78% more cost-effective than on-site staff. If your press release needs fluctuate, a VA arrangement avoids paying for idle time, whereas a full-time hire represents a constant expense. Also, hiring internally often involves lengthy recruiting and training; using a VA service lets you delegate immediately with minimal ramp-up.

  • Virtual Assistant vs. Freelancer: Freelance marketplaces (Upwork, Fiverr, etc.) let you hire independent contractors for specific tasks. This can be a quick way to find a press release writer. However, freelancers work alone and may not have backup support or managed oversight. Virtual assistant services typically vet candidates and offer project management support. As MySigrid suggests, partnering with a reputable VA service means you work with a highly competent assistant screened for quality. Meanwhile, freelancers can vary in reliability and require you to do the vetting. If you prefer an outsourced team with guaranteed standards, a VA company can be safer.

  • Offshore Assistants: Hiring overseas VAs (for example, in the Philippines, India, Eastern Europe, or Latin America) is a common “remote staffing solution.” These professionals often offer the same or better English skills at lower rates due to cost-of-living differences. Stealth Agents, for example, highlights Filipino PR assistants skilled in English and U.S. media norms. Whether you go offshore or stay domestic, a key advantage is you can tap into a global talent pool for your press releases.

In each case, consider your needs: budget, reliability, and the level of collaboration required. For many startups and small companies, the outsourcing vs. in-house team question comes down to speed and cost. Quick hiring of a VA can give startups near-instant capacity for PR, whereas building an in-house PR team could take months and lots of funding.

Best Tools and Practices for Remote Press Release Teams

Managing press releases with a virtual assistant involves using some of the best remote work tools and practices:

  • Project Management Software: Use a shared task board (e.g. Trello, Asana, or Monday.com) to track press release progress. You might create a card or task for “Press Release Draft,” “Media List,” “Sent,” etc. As 20four7VA notes, tools like Trello let everyone see who is responsible and what stage things are in. A VA can move tasks along the board as they complete them.

  • Communication Apps: Stay in touch via Slack, Microsoft Teams, or regular email. Daily check-ins or quick messages keep you aligned with your VA. Video calls (Zoom or Skype) can be used for brainstorming or editing sessions.

  • Content Collaboration: Use Google Docs or Office 365 for writing the release. These allow real-time editing and comments. A VA can draft a press release and you can review it directly in the document.

  • Social Scheduling Tools: If your VA handles social media, apps like Buffer or Hootsuite are useful. MySigrid points out that VAs often manage Buffer queues to schedule posts consistently. Once the release is ready, a VA could queue up an announcement tweet, LinkedIn post, or Facebook update.

  • Analytics & Monitoring: Equip your VA with access to analytics dashboards (e.g. Google Analytics, social media insights) so they can pull performance data. For media monitoring, tools like Google Alerts or Meltwater can help track if outlets picked up the news.

  • File Sharing: Use Dropbox, Google Drive, or similar to share press kits, images, and contact lists with your VA.

By using these tools, you create a smooth remote workflow. As MySigrid’s clients have found, “virtual assistants are comfortable with all the popular collaboration and content tools,” so they’ll integrate with whatever you use. In practice, a VA can jump into an existing content calendar (Notion, Airtable, etc.) and follow your editorial schedule without missing a beat.

A professional virtual assistant working remotely on a laptop. Human VAs provide flexible support for tasks like press release writing and distribution without the overhead of an in-house hire.

Remote staffing solutions often rely on robust project coordination and analysis. For example, after you distribute a release, a VA can assemble results and metrics. Using analytics charts or reporting dashboards, they’ll present key findings (see figure below). This analysis might cover how many views the press release received, which sites picked it up, and what social engagement it generated. With this data, you can refine your strategy for the next release.

Team members analyze performance charts, illustrating how VAs can track the impact of press releases.

Virtual assistants can learn your project management approach for startups and keep tasks on schedule. MySigrid notes that its VAs provide project management support, allowing clients to "fill skills gaps very quickly without having to invest in a full-time... employee". So if your startup is juggling multiple initiatives, a VA can ensure press releases and other marketing projects align with your roadmap.

Conclusion and Next Steps

In summary, human virtual assistants offer a cost-effective, flexible way to handle press releases and related PR tasks. From drafting and editing to distribution, follow-up, and analysis, a VA can tackle every stage of the process. This frees busy executives and founders to focus on growth, while still maintaining professional media outreach. Compared to in-house hires, virtual assistants can cut costs (often by 70–80%) and scale with your needs.

If you’re an entrepreneur or C-level executive looking to optimize your PR workflow, consider partnering with a trusted VA provider. Human assistants combine the nuance of personal communication with the efficiency of remote work.

Ready to elevate your press release strategy with dedicated virtual assistance? Visit MySigrid’s website to learn about our premium virtual executive assistant services, or book a consultation to discuss your needs. You can also connect with MySigrid founder Paul Østergaard on LinkedIn for expert advice tailored to your business. With the right human virtual assistant on your team, your company’s next press release can make the impact it deserves.

Sources: Expert guides and industry research on virtual assistants and press release best practices, among others cited above.



SCHEDULE A CONSULTATION
X
Image

We hope you enjoyed reading this blog?

If you want our team of virtual assistants to manage your to-do’s just book a consultation

SCHEDULE A CONSULTATION