What Does a Virtual Assistant Actually Do? (And Why Your Business Needs One

In simple terms, a Virtual Assistant provides remote administrative, marketing, or creative support to other businesses. Think of us as your behind-the-scenes right hand, helping you run your business more efficiently, so you can focus on the work that actually grows it.

Some VAs specialise in social media or copywriting, others in bookkeeping, marketing, or general admin. Just like a doctor might specialise in pediatrics or cardiology, or a lawyer might focus on family or criminal law,“Virtual Assistant” is the umbrella term for a wide range of skills.

Many of us have backgrounds in administration, marketing, accounting, or customer service.

In my case, I hold a degree in Journalism and Marketing, and I’ve worked in administration and communications roles for over a decade. Those experiences shaped how I now help clients, blending creativity, organisation, and communication to make their businesses run smoothly.

Personally, I focus on virtual admin and content support, helping business owners with:

• document formatting

• email management

• client communications

• appointment scheduling

• data entry & typing

• email newsletters

• blog writing

• social media content

• proofreading

So, what does that actually look like in practice?

The Tangible Benefits of Working with a VA

Hiring a Virtual Assistant isn’t just about “saving time.” Sure, that’s a huge part of it, but the real value lies in reducing stress, improving quality, and reclaiming your focus.

Because let’s be honest, you didn’t start your business to spend your days formatting documents, replying to routine emails, or getting lost in your inbox.

When you bring in a VA, you’re not just delegating tasks, you’re adding a skilled professional to your team who can manage the details while you handle the big picture.

Think of it like hiring a cleaner for your home. Yes, you could do it yourself, but isn’t it better to spend that time doing something you actually enjoy — or something that earns you money?

Common Tasks a Virtual Assistant Can Handle for You

Here are just a few of the everyday tasks a VA can take off your plate (and out of your head!):

💬 Client Enquiries & Customer Support

First impressions matter. A VA can monitor your business inbox or contact form, reply to client enquiries, follow up on leads, and ensure everyone feels heard and valued.

This quick, consistent communication builds trust, and your clients will love how professional and responsive you are - which helps you retain clients long term.

📊 Data Entry & Document Formatting

Spreadsheets, CRM updates, or reports - whatever repetitive admin work is eating into your day, a VA can take care of it efficiently and accurately. Need a proposal formatted beautifully or a PowerPoint presentation polished? Done.

📰 Newsletters & Content Support

Keep your clients in the loop without lifting a finger. A VA can draft, design, and schedule your email newsletters, ensuring your updates look professional and reach the right people at the right time.

📱 Social Media & Marketing Support

Many VAs (including me!) also assist with content creation - writing blog posts, designing graphics, scheduling social posts, and engaging with followers. Consistency is key to brand visibility, and a VA helps you stay active even when you’re busy serving clients.

How Working with a VA Actually Works

Working with a Virtual Assistant is similar to having an employee, except more flexible, more cost-effective, and usually much easier to manage.

VAs are independent contractors, so you only pay for the hours or projects you need. There’s no payroll, superannuation, or office space required. We handle our own software, equipment, and ongoing training, so you get professional results without the overheads.

You can choose to work with a VA on an hourly basis, through monthly packages, or for specific projects. Communication is usually via email, Zoom, or task management tools - whatever suits your workflow best.

And here’s the thing: most VAs are small business owners themselves. We understand deadlines, communication, and the need to get things right the first time.

Top 3 Tips for a Great VA-Client Relationship

To get the most from your virtual partnership, keep these simple tips in mind:

1. Be Clear on What You Need

Before hiring a VA, think about what you want to outsource. Start small if you’re unsure - maybe it’s just managing your inbox or scheduling posts. As trust builds, you can expand the tasks.

2. Communicate Clearly

Set clear expectations around timelines, priorities, and preferred communication methods. Whether you like quick email check-ins or weekly virtual catchups, good communication ensures your VA can work efficiently and independently.

3. Think Long-Term

A great VA relationship often grows into a long-term partnership. Over time, your VA gets to know your business, brand voice, and systems inside out, meaning tasks get faster, smoother, and more effective.

📩 Ready to get started? Let’s chat about how I can support you with admin, content, and communication tasks — so you can get back to doing what you love (and what makes you money!).

👉 Get in touch via my contact page or email me at rachel@sbcreations.com.au