10 Tasks You Should Be Delegating to a Virtual Assistant Right Now

For most of my career—spanning mining operations, SaaS teams, and eCommerce startups—there’s one thing I’ve consistently seen across all industries: business leaders are stretched too thin.

They’re smart, driven, and full of ideas—but bogged down by admin, tasks, and repeatable to-dos that eat up their time and energy.
And I get it. I’ve been the right hand to founders, directors, and senior execs across multiple time zones and project lifecycles.
I’ve seen how a great virtual assistant isn’t just helpful—they’re essential.

So, whether you’re a founder scaling your startup, an executive leading cross-functional teams, or a consultant juggling multiple clients, here are the 10 tasks you should absolutely delegate to a VA—today.

1. Calendar Management

Let’s be honest—juggling back-to-back calls, reschedules, and time zone coordination can be a full-time job.

I’ve helped CEOs and project leads by:

• Blocking off deep work time

• Setting up buffers before important meetings

• Automating reschedules using tools like Calendly

2. Inbox Triage & Email Delegation

One exec I supported had over 7,000 unread emails when we started.

Within two weeks, we had folders, flags, canned responses, and a daily digest system.

It freed up hours each week—and eliminated missed opportunities.

3. Document Control & File Management

Coming from a document-heavy background in mining and engineering, I know what a mess version control can be.

I’ve set up naming conventions, metadata tagging, compliance-ready folders, and shareable links across SharePoint, Google Drive, and Dropbox.

4. SOP Creation & Admin Manuals

If it’s done more than once, it should be systemized.

I’ve written SOPs for eCommerce fulfillment, CRM updates, social media posting, and client onboarding.

Your VA should be documenting as they work—so you’re building assets, not just outsourcing tasks.

5. CRM Updates & Lead Tracking

During my time supporting SaaS and sales teams, I managed Salesforce, HubSpot, and even custom-built CRMs.

I kept pipelines clean, leads warm, and follow-ups timely. You don’t need to live in your CRM—I can do that for you.

6. Reporting & KPI Dashboards

At one of the clients I’ve worked with, I helped align logistics and client ops data for weekly dashboards.

With advanced Excel, Phocas BI, or Google Sheets, your VA can pull key metrics and email you what matters—without you lifting a finger.

7. Social Media Content Planning

Most clients don’t have time to post—or the bandwidth to stay consistent.

I help by building monthly content calendars, writing captions, designing basic visuals, and scheduling posts using tools like Meta Suite or HootSuite.

8. Project Management & Task Coordination

Working across remote teams using Asana, Trello, and ClickUp, I’ve managed deliverables, tracked timelines, and kept things from slipping through the cracks.

Whether it’s a website launch or software rollout, having a VA behind the scenes makes the entire team feel supported.

9. Travel Planning & Meeting Logistics

From mining site visits to marketing summits in Sydney, I’ve booked flights, hotels, cars, and compiled digital travel packs with timezone adjustments.

You should never waste 30 minutes figuring out which hotel is closest to the venue. I’ll already have it booked.

10. Workflow Automation

The biggest ROI? Automation.

Whether it’s onboarding clients via Typeform + Zapier, auto-scheduling meetings from email triggers, or building Notion templates—this is where your VA becomes your secret operations weapon.

🎯 Final Thought: You Can’t Scale What You’re Still Holding Onto

If your day is packed with tasks that drain you, you’re not scaling, you’re surviving.

Delegation isn’t about letting go of control. It’s about building a system where your business works for you, not the other way around.
And the right virtual assistant doesn’t just clear your to-do list—they give you back your time, clarity, and creative edge.

Ready to reclaim your hours and lead with more focus?

👉 Book a Free Discovery Call →

Let’s build a better way to work—together.