25 Tasks to Delegate to a Virtual Assistant
A practical list of 25 admin, customer support, research, sales and marketing tasks a virtual assistant can take over, and how to hand them off well.
By the Zenstack team · · 2 min read
If a task repeats, follows steps and happens on a computer, a virtual assistant can probably do it. Here are 25 to consider, grouped by type.
Admin
- Data entry and spreadsheet updates
- Calendar scheduling and meeting reminders
- Organising files and shared drives
- Preparing documents and simple presentations
- Booking travel and reservations
- Transcribing meeting notes and listing action items
Customer support
- Answering common customer emails
- Managing the live chat or support inbox
- Processing orders, refunds and returns
- Following up on unanswered tickets
- Updating help articles and saved replies
Research
- Building lead or supplier lists
- Competitor and price research
- Finding contact details
- Summarising articles or reports
- Comparing tools or vendors before a purchase
Finance and operations
- Sending invoices and payment reminders
- Matching receipts to expenses
- Updating product listings and inventory records
- Producing a weekly numbers report
Sales and marketing support
- Updating CRM records
- Scheduling social media posts
- Formatting and uploading blog posts or newsletters
- Collecting reviews and testimonials
- Following up with leads who went quiet
What not to delegate at first
- Decisions on price, strategy or hiring
- Sensitive conversations with customers or staff
- Anything needing access you cannot easily remove
These can come later, as trust builds.
How to choose what to hand over first
Pick tasks that score highest on three questions:
| Question | Why it matters |
|---|---|
| Does it repeat every week? | Repetition gives the biggest saving |
| Are the steps clear? | Clear tasks are learned quickly |
| Is a mistake easy to fix? | Low risk while trust builds |
Start with three tasks, not ten.
How to hand off a task
- Record it once. Share your screen and talk through the task. Five minutes is enough.
- Write the outcome. One sentence on what done looks like.
- Let them do it while you watch.
- Review the first few. Give feedback the same day.
- Ask them to write the steps. You now have a process document.
After two or three rounds, you should not need to touch the task again.
How many hours does this add up to?
Tick the tasks you do today and estimate the weekly hours. The total is often larger than people expect. If your list is small, hourly help is enough. If it is large, a full-time assistant costs less per hour. See how much a virtual assistant costs.
When you need more than a virtual assistant
If the tasks on your list are mostly about your own inbox, calendar and priorities, look at an executive assistant. See what an executive assistant does.
Getting started
A full-time virtual assistant through Zenstack works your exact hours, with rates from $12 an hour. Follow our guide on how to hire a virtual assistant for the steps.
Frequently asked questions
What tasks can a virtual assistant not do?
Anything that must be done in person, and decisions that need your judgment or authority. Almost all computer-based, repeatable work can be delegated.
How do I give a virtual assistant instructions?
Record a short screen video of the task, add one sentence on what done looks like, then review their first few attempts.
Can one virtual assistant handle admin and customer support?
Yes. A full-time assistant usually covers a mix of tasks. Set clear priorities so support replies are not delayed by admin work.