Virtual Administrative Assistant

When I first started my business, I did everything myself. Emails, invoices, scheduling, customer follow-ups—you name it. I figured I could handle it all. And for a while, I did. But eventually, the late nights turned into burnout, and I realized something had to give.

That’s when I decided to hire a virtual administrative assistant. And to be honest, it was one of the smartest moves I’ve made.

If you’re in that spot now—busy, overwhelmed, and wondering if a VA could help—you’re not alone. Let me walk you through how I approached it, what worked, and what I’d do differently.

Start With the Stuff You Hate (or Constantly Postpone)

I didn’t go looking for a superhero who could magically fix my schedule. I sat down and made a list of tasks I always avoided:

• Organizing my inbox
• Following up with leads
• Booking appointments
• Updating spreadsheets
• Basic research and data entry

If I didn’t do them, they’d pile up. But doing them drained my energy. That’s the sweet spot for delegation.

Decide What “Help” Really Looks Like

At first, I thought I needed someone full-time. I assumed that’s how hiring worked. But once I looked at my list, I realized most tasks only added up to about 10 hours a week.

That changed everything.

Instead of hiring an employee, I looked for a remote assistant who could jump in a few hours each day and take pressure off my plate.

Where I Found the Right Person

I started by asking a few business friends if they knew anyone. One sent me a link to a virtual assistant they’d worked with before. I reached out, we had a quick call, and she totally got it.

No resumes. No HR process. Just a real person who had the experience I needed and a flexible schedule.

If you’re looking, try:

• Referrals from other business owners
• Freelance sites (like Upwork or PeoplePerHour)
• Virtual assistant agencies if you want a hands-off option

How I Made Sure It Would Work

Before handing off anything important, I gave her a test task: organizing my calendar for the week and blocking out time for deep work. It was simple, but it told me a lot.

She asked smart questions. She followed up. She didn’t assume—she checked. That alone told me we’d probably work well together.

I sent over a few short videos walking her through my process. We agreed on a daily check-in via email, and I shared access to a few tools I already used.

What Happened Over Time

At first, she just handled admin tasks. But within a month or two, she was helping me prep invoices, respond to customer emails, and even track leads in my CRM.

She didn’t just take work off my plate—she helped me stop wasting time on stuff that wasn’t moving the business forward.

That gave me space to focus on what I’m actually good at: landing new clients and building long-term strategy.

A Few Lessons I Learned the Hard Way

• Don’t expect mind-reading. Clarity saves time.
• Give feedback early. If something’s off, say it.
• Build the relationship. A VA isn’t just “support”—they’re a partner.

This person might not sit next to you, but if you hire right, they’ll help shape your business in a big way.

Final Thoughts

If you’re feeling swamped and stuck in the weeds, hiring a virtual administrative assistant might be exactly what you need. You don’t need a team of five—you just need the right person doing the right tasks.

And trust me: when you finally start closing your laptop at a reasonable hour, you’ll wonder why you didn’t hire one sooner.