How Virtual Assistants Can Assist With Online Consulting

Virtual assistants are transforming how consultants and business leaders work. MySigrid, for example, is a leading provider of virtual assistant services tailored for busy professionals. Their virtual executive assistants handle a wide range of tasks – from scheduling and travel planning to market research – on behalf of consultants and entrepreneurs. By outsourcing these non-core tasks, consultants can conserve their time and energy for strategic decisions and growth activities. In the age of remote staffing solutions, partnering with a top provider like MySigrid means having a dedicated remote assistant who becomes a seamless part of your team.

Understanding Virtual Assistants vs. Executive Assistants

Virtual assistants (VAs) provide remote administrative support across the internet, whereas an executive assistant typically works in-person or on-site for a specific executive. In practice, many entrepreneurs hire a remote executive assistant – in effect a VA – to handle high-level calendar, communications, and project tasks. Compared to a full-time in-house employee, a VA offers more flexibility and cost-savings. For example, research shows hiring a virtual assistant can cut operating costs by as much as 78% versus a traditional full-time hire. The American Staffing Association reports those savings come from reduced overhead like office space and benefits.

Engaging a managed VA service (like MySigrid’s) provides vetted professionals and built-in processes, whereas hiring a freelance virtual assistant (via platforms like Upwork) might save money but requires more oversight. On the other hand, a dedicated virtual assistant can act as a remote executive assistant to C-level founders, balancing personal and professional tasks across time zones. Whether you need support equivalent to an in-house assistant or specialized project help, “remote assistants” fill that gap. In summary, virtual assistant services blend administrative support software and human expertise to meet your needs without the cost of an employee.

Benefits of Virtual Assistants for Consultants

Virtual assistants offer many benefits that align perfectly with the goals of online consultants and entrepreneurs:

• Time Savings: Delegating tasks like email management, research, and scheduling frees up dozens of hours per week. For example, one MySigrid example notes a founder spent 15 hours weekly on emails – assigning that to a VA reclaimed those hours for product development or client meetings. Across organizations, such freed-up time accelerates growth.
  
  
• Increased Productivity: Studies show remote staffing can boost output. In fact, 60% of businesses report higher productivity after hiring VAs, and one Time Doctor study found an average 30% productivity jump with a VA on board. Remote workers often face fewer interruptions, and 94% of employers say productivity stayed the same or improved in work-from-home setups. A virtual assistant works while you focus, effectively acting as a force multiplier for your efforts.
  
  
• Cost Efficiency: The cost of a VA is significantly lower than a full-time hire. With no need for office space, equipment, or benefits, businesses can save up to 78% on costs. Deloitte also found that for 70% of companies, cost-cutting is a primary reason to outsource work. Using VAs allows smaller teams to achieve big-company efficiency on a startup budget.
  
  
• Access to Global Talent: Remote hiring opens up a worldwide talent pool. Nearly 60% of VAs have a college education, often with expertise in niche areas like project management, content creation, or digital marketing. You can find an assistant fluent in your language or with industry-specific know-how. For instance, a consultant expanding into a foreign market can hire a VA based in that region to leverage local insights.
  
  
• Flexibility and Scalability: VAs make it easy to scale support up or down. Need more help during a product launch? You can increase hours or hire additional VAs for specific projects. When things slow, you can reduce hours – a flexibility traditional hiring can’t match. This “just-in-time” staffing means you only pay for what you need.
  
  
• Focus on Core Business: Perhaps the greatest benefit is peace of mind. With a capable assistant handling routine tasks, consultants stay focused on strategy and client work. As MySigrid notes, having “the right support ensures founders focus on high-impact priorities” instead of getting bogged down by admin. In other words, a VA lets you work on your business, not just in it.
  
  

Top Tasks to Delegate to a Virtual Assistant

Online consultants and executives can assign a wide variety of tasks to a virtual assistant. Here are common administrative support duties and project tasks often outsourced:

• Calendar and Inbox Management: Block time proactively, schedule client meetings and events, send invites, and manage cancellations. MySigrid’s co-founder Paul Østergaard, for example, asks his assistant to continuously update his Office 365 calendar across time zones so he never double-books. This includes reminder emails for appointments and even personal calendar items like family birthdays.
  
  
• Travel and Logistics: Research and book flights, hotels, and transportation. A VA can find the best prices, handle visa/passport prep, and adjust travel plans on the fly. “Plan and schedule ground transportation from point A to point B” is one of Paul’s VA routines. As schedules change, the VA rebooks itineraries and ensures calendars reflect every adjustment.
  
  
• Market Research and Analysis: Gather competitive intelligence, summarize industry reports, and conduct surveys. Consultants especially benefit from a VA who can act as a project manager for research. For instance, a VA might identify top competitors in a new market, scrape product specs from websites, or interview potential customers via surveys and LinkedIn outreach. This relieves consultants from data-grinding and lets them focus on interpreting results.
  
  
• Content Creation Support: Draft blog posts, prepare slide decks, create graphics, or edit marketing copy. Many VAs specialize in content tasks. A virtual assistant can write and schedule social media posts, manage a blog calendar, or even assist with email newsletters. MySigrid offers dedicated social media specialists who “execute your social media strategy, develop content, [and] measure campaign success” on behalf of clients.
  
  
• Client Communications: Handle routine client emails, follow-ups, and information requests. A VA can send proposals, confirm meeting agendas, and send thank-you notes after sessions. By delegating such correspondence, consultants maintain timely communication without sacrificing billable time.
  
  
• Project Coordination: Track project milestones, manage documentation, and coordinate teams. In startup projects, a Virtual Project Management Assistant (VPM) is invaluable. As MySigrid describes, a VPM “will manage every aspect of your projects, anticipating challenges and devising solutions”. This includes setting up project workspaces (e.g. Microsoft Teams or Asana), scheduling status meetings, and maintaining up-to-date operating procedures.
  
  
• Administrative and Financial Tasks: Invoicing clients, bookkeeping, and expense reports. A VA can issue invoices, log payments, and monitor budgets. MySigrid notes their assistants even prepare monthly and year-end financial reports in coordination with accountants. By outsourcing this, consultants avoid spending hours on paperwork each month.
  
  
• Specialized Support: HR, recruitment, and research tasks. Some VAs handle HR admin (recruiting coordination, payroll support) or offer legal or medical transcription for professionals. For example, consultants in legal or healthcare fields can hire VAs with relevant background to manage client filings, appointment scheduling, or compliance documentation.
  
  
• Personal Errands (if needed): Some busy executives also delegate personal chores: dinner reservations, gift purchases, and family scheduling. Paul Østergaard’s assistant even manages personal appointments for his wife and daughter. While not directly consulting-related, freeing up personal time lets consultants dedicate more energy to work.

These tasks illustrate how a skilled VA becomes an extension of your team, handling the “long tail” of responsibilities so you can concentrate on delivering value to clients.

How Virtual Assistants Drive Growth and Efficiency

In growing a consulting practice or startup, virtual assistants can unlock new levels of efficiency:

• Build a High-Performing Remote Team: The right VA doesn’t just complete tasks – they integrate with your operations. MySigrid emphasizes that their assistants have an ownership mindset: they proactively suggest improvements and take initiative. Having consistent, trained support means your business processes become smoother over time. As Paul Østergaard puts it, a well-supported remote team is “not just about productivity — it’s about building a culture of trust, appreciation, and connection” (MySigrid LinkedIn, 2025). This translates to stronger engagement and innovation on your team.
  
  
• Free Up Time for Strategy: Every hour spent on scheduling, data entry, or email is an hour not spent on consulting or strategic planning. Delegating these tasks to a VA turns non-revenue hours into business development hours. For example, if a founder diverts 15 hours per week from admin to product work by hiring a VA, that’s roughly $1,000+ of higher-value work (assuming even a modest hourly rate) that can be done instead. Over a quarter, the time and money savings compound.
  
  
• Cost-Effective Scaling: Virtual assistants allow you to scale headcount without breaking the bank. You don’t pay salaries or benefits for full-time staff; you subscribe to VA hours only as needed. As noted earlier, leveraging VAs can save up to 78% in operating costs. In concrete terms, Global Workplace Analytics estimates employers can save $11,000+ per employee per year when shifting to remote roles. Those savings can be reinvested into new hires, marketing, or R&D, fueling growth.
  
  
• Access Specialized Skills Quickly: Need a project manager for 3 months, a French-speaking assistant, or a part-time graphic designer? Virtual staffing offers on-demand expertise. Platforms and agencies connect you instantly with assistants across 50+ specialties. Hiring a VA for content creation, for instance, means you don’t have to onboard and train a new employee – you simply brief your VA on style and goals. Many VAs already have experience with tools like HubSpot, Airtable, or programming scripts for automation. In fact, MySigrid reports nearly 60% of their assistants have college degrees and skills in fields like email marketing, content strategy, and social media. This means that to pursue a growth initiative, you often only need to communicate your strategy to your VA and let them execute.
  
  
• Maintain Continuity and Coverage: With remote assistants, vacations and time zones become less of a bottleneck. Because VAs work flexibly, coverage can be 24/7 if needed. If you and your clients span multiple regions, you can hire VAs so that someone is always available to respond quickly. This improves client satisfaction and ensures no lead or deadline falls through the cracks.
  
  
• Improve Work-Life Balance: Finally, by outsourcing the grind, many leaders find better balance. Paul Østergaard’s experience is illustrative: his remote assistant “ran his life behind the scenes” during 250+ travel days a year, allowing him to focus on family or recovery between trips. Similarly, consultants who offload admin report less burnout and higher creativity.

In essence, virtual assistants help scale a business without requiring the administrative overhead of scaling a traditional workforce. They provide agility – the hallmark of startup success.

Best Practices: Hiring and Managing Virtual Assistants

To maximize ROI with VAs, follow these best practices:

1. Clarify What to Outsource: Identify non-core tasks that eat time. Start with admin chores (scheduling, email), then move to specialized tasks (market research, content writing). MySigrid’s blog recommends a wide range of tasks from travel booking to bookkeeping. Listing tasks helps set clear expectations.
   
   
2. Choose the Right Model: Decide between hiring a freelance VA, an offshore agency, or a managed service like MySigrid. Freelancers (e.g. via Upwork) may cost slightly less, but you handle hiring and vetting yourself. A managed service provides background checks, training, and an account manager – ideal for busy executives. Evaluate the trade-offs based on your needs, budget, and willingness to manage remote staff.
   
   
3. Onboard Effectively: Provide your VA with clear processes and access. Share relevant logins, calendars, and style guides. Schedule an introductory call to align on communication norms. Use simple project management boards (Trello, Asana) to outline tasks. The clearer you define the task and expected output, the quicker your VA becomes productive.
   
   
4. Use Collaboration Tools: Leverage best remote work tools to stay connected. Platforms like Slack or Microsoft Teams facilitate instant messaging and file sharing. For meetings, use Zoom or Google Meet so the VA can join calls as needed. Share documents on Google Workspace, Notion, or OneDrive so both of you have real-time access. Shared calendars (Google or Outlook) are essential so everyone sees scheduling changes. Use time-tracking tools (like Clockify) if you pay hourly, so you know exactly how hours are used.
   
   
5. Communicate Frequently: Set up regular check-ins (daily or weekly) to review progress and priorities. Encourage your VA to ask questions immediately when unsure. Prompt feedback refines the process – tell them what’s working and what to improve. Over time, your VA will learn how you work and anticipate needs.
   
   
6. Empower Decision-Making: Allow your VA some autonomy. For example, if they handle travel, let them book based on your preferences rather than waiting for your go-ahead each time. This avoids bottlenecks. Trust is key – a VA who feels empowered with some decision-making can act more proactively and relieve you of even more tasks.
   
   
7. Measure Results: Track outcomes to ensure the arrangement is paying off. Are you saving hours? Is project turnaround faster? Occasionally review costs vs. benefits. Many clients find that even just the regained time yields a huge ROI of hiring a virtual assistant, since your higher-value time is put to better use.

By following these steps, you effectively delegate and manage tasks – essentially outsourcing administrative support – while still maintaining control over strategy.

Top Remote Work Tools for Virtual Assistance

Having the right tools makes collaboration with a VA smooth:

• Communication: Slack or Microsoft Teams for chat and quick calls. Zoom or Google Meet for video meetings.
  
  
• Project Management: Asana, Trello, or ClickUp to assign and track tasks. Monday.com or Jira for complex projects.
  
  
• Scheduling: Google Calendar or Outlook shared calendars plus Calendly for booking.
  
  
• Document Collaboration: Google Drive/Docs or Dropbox Paper for shared editing. Notion or Confluence for knowledge bases.
  
  
• Time Tracking: Toggl or Clockify for billable hours (if using hourly VAs).
  
  
• Email Management: Shared email inboxes (e.g. Front, Help Scout) if the VA helps handle client inquiries.
  
  
• Automation: Zapier or Microsoft Power Automate to automate routine processes (e.g. copy new calendar events to Slack).

Using these tools effectively helps manage remote teams efficiently. For instance, you might create an Asana project board for each client engagement and assign your VA tasks directly on that board. All files and communication stay organized and accessible. Your VA can work from anywhere and still feel integrated into your operations.

AI and the Future of Virtual Assistance

AI-driven remote staffing solutions are shaping how VAs work. Many modern VA services use AI tools to augment human assistants. MySigrid, for example, describes its service as “AI-augmented remote staffing solutions,” combining technology and people. This means your assistant might use AI-based research tools or automation scripts to deliver results faster.

There are two broad categories here: AI-powered virtual assistants (chatbots) and human VAs using AI tools. Simple chatbots (like a customer service chatbot) can handle FAQs or 24/7 chats, but they lack judgment and personal touch. In contrast, a skilled human VA can use AI tools (such as ChatGPT for drafting emails or data analytics tools for reports) to enhance productivity while still providing empathy and complex problem-solving. In customer service, many companies combine both: a chatbot handles tier-1 queries instantly, but escalates nuanced issues to a human VA.

Looking forward, automation will take over more repetitive admin work. Tools like x.ai (for automatic scheduling) or TurboTax (for simple bookkeeping) reduce manual steps. But AI also creates demand for human oversight – who reviews the AI’s work, who infuses creativity and strategy? That’s where the human touch vs. AI debate comes in. For example, a chatbot can suggest an answer, but your VA drafts it with the right tone.

In practice, consultants benefit from this hybrid approach. An AI-powered virtual assistant setup might involve: a chatbot answering basic client questions on your website, an AI service generating first drafts of content, and a human virtual assistant editing and personalizing it all. The net effect is huge productivity gains.

According to industry trends, AI and automation are key drivers in outsourcing. They’re the future of work: AI handles the routine, humans focus on the creative and relational. As Paul Østergaard and others have noted, the goal is to use automation in administrative support to free up human talent for strategy and growth. For consultants, that means leveraging every tool – AI or human – to serve clients efficiently without losing the personal connection.

Industry-Specific Virtual Assistants

Virtual assistants aren’t one-size-fits-all; many specialize by industry. Examples include:

• E-commerce: E-commerce VAs manage online stores by writing product descriptions, updating inventory, and handling customer emails. A blog from Time etc. notes that VAs can ensure your product pages are optimized, monitor stock levels, and even track listing performance across Amazon or Shopify. This frees e-commerce consultants to focus on marketing strategy and growth.
  
  
• Real Estate: Real estate VAs handle CRM tasks, listing updates, and lead follow-ups. They might prepare property brochures, schedule showings, and coordinate transactions, allowing agents or consultants to meet with clients and close deals.
  
  
• Legal and Compliance: Law firms or consultants can hire remote assistants for legal professionals. These VAs assist with document preparation (e.g. drafting basic contracts or NDAs), case research, and billing. They are trained in confidentiality, ensuring sensitive client data stays secure.
  
  
• Healthcare: Virtual assistants for healthcare professionals manage patient scheduling, insurance authorizations, and even medical transcription (depending on training). Doctors or healthcare consultants often outsource these admin tasks to VAs with HIPAA compliance knowledge.
  
  
• Financial Services: Financial advisors and consultants use VAs to handle client communications, prepare meeting materials, and maintain CRMs. A virtual assistant for financial advisors might generate monthly statements, research market data for client portfolios, and ensure compliance paperwork is in order.
  
  
• Digital Marketing Agencies: Agencies and marketing consultants often use VAs for content scheduling, social media posts, and analytics reporting. MySigrid highlights that a dedicated social media specialist VA can fully execute a client’s social strategy. This allows agencies to scale campaigns without hiring a full-time social media manager for each client.
  
  
• Customer Support: VAs can serve as part-time support reps or help desk agents. A virtual assistant for customer support can triage tickets, handle basic inquiries, and escalate issues, providing a human touch that pure AI chatbots lack. This hybrid model improves response time and satisfaction.
  
  
• Outsourced Project Management: Startups often hire a project manager remotely as a VA. This assistant tracks budgets and timelines (using your project management software) and reports status so founders can focus on vision.

In each case, the VA’s domain knowledge complements the consultant’s expertise. Many VAs have experience in specific verticals, so they quickly adapt to your industry lingo and workflows. This specialization – virtual assistants who speak your industry’s language – is why services like MySigrid describe their offer as “virtual assistants with curated specialist” experience.

Case Study: Virtual Assistants in Action

Consider a startup founder who needs to research a new market. Doing it alone would take weeks away from product development. Instead, he hires a MySigrid virtual executive assistant with research expertise. Together they define goals (e.g. “Identify the top 5 competitors and customer trends in Europe”). The VA then:

• Planning: Creates a timeline and task list for each research phase.
  
  
• Data Gathering: Compiles competitor info from websites and industry reports, and collects customer reviews and social media sentiment.
  
  
• Surveys & Interviews: Designs a quick survey for potential users and shares it via email/LinkedIn. Schedules interviews with local industry experts, handling all communication logistics.
  
  
• Analysis: Summarizes findings in an easy report – competitor feature matrix, pricing comparisons, and summarized user feedback.

By the end, the founder has a clear report and actionable insights, without having spent his own time on data collection. Meanwhile, he kept working on key product features. This case study (from MySigrid’s blog) shows a virtual assistant acting as a remote project manager and researcher at once. Such outcomes – effectively giving the founder the capabilities of a full team without hiring one – illustrate the ROI of a VA.

Scaling Your Business with Virtual Assistants

Scaling a consulting firm or startup often means doing more with limited resources. Virtual assistants are a proven way to multiply capacity:

• Staff Up Efficiently: Instead of long hiring cycles for each support role, you can rapidly add VAs. For example, if your client list doubles, you can onboard one or two more VAs instead of opening multiple new positions. This is how businesses scale with remote teams.
  
  
• Increase Profit Margins: Every cost-effective VA hour adds to profits. By replacing or supplementing costly in-house help with VAs, margins improve. A VA that costs $15/hr taking over tasks that a $50/hr employee would handle effectively saves the company $35/hr. Over time, these savings fund growth initiatives.
  
  
• Diversify Services: With the extra bandwidth, consultants can offer new services. Want to launch a monthly newsletter or a new digital marketing campaign? A VA can run it. This flexibility means your consulting practice can grow offerings without hiring full-time specialists.
  
  
• 24/7 Operations: By hiring VAs in different time zones, a business can offer extended service hours. This global presence can be a competitive edge for consultants who serve international clients.
  
  
• Build Long-Term Partnerships: Well-managed VAs become trusted members of the team. When consultants treat them as partners, productivity climbs. This makes growth smoother – VAs who know your business can hit the ground running as you take on bigger projects.

Overall, consultants who leverage virtual assistants effectively can often outpace those relying solely on an in-house team. The combination of cost savings, agility, and specialist talent lets lean teams punch above their weight.

Summary

Virtual assistants offer online consultants and businesses an edge in efficiency, flexibility, and scalability. By delegating routine and specialized tasks to VAs, entrepreneurs free up critical time to focus on strategy, client work, and growth. MySigrid, as a premier provider of virtual assistant services, exemplifies this approach: its clients report higher productivity, lower costs, and the peace of mind that comes from having a dedicated remote assistant. As Paul Østergaard has demonstrated both personally and through MySigrid’s success, embracing remote executive support can help leaders work smarter – turning every consultant into a more effective, strategic operator.

If you’re ready to take your consulting business to the next level, consider partnering with a top virtual assistant provider. Book a free consultation with MySigrid today to find your ideal assistant. You can also learn from MySigrid’s co-founder, Paul Østergaard, on how to build a culture of high-performing remote teams by connecting with him on LinkedIn. Let a skilled virtual assistant handle your administrative load so you can focus on what you do best – growing your business and serving clients.

Sources: Expert blogs and industry studies, including insights from MySigrid’s research team and founder Paul Østergaard.