How to Use a Virtual Assistant (Most Executives Are Doing It Wrong)

Some executives often assume that hiring a virtual assistant (VA) means an automatic reduction in workload and more free time. However, many executives still find themselves drowning in tasks until they are frustrated.

Such a mistake usually means that you haven’t set up your principal-assistant partnership for effective delegation.

This guide covers the most essential aspect: how to use a virtual assistant to support your executive role and help you reclaim your time.

TL;DR – How to Use a Virtual Assistant Effectively

Many executives treat their virtual assistants as helpers for running one-off errands. However, while this is part of their job description, you need a more structured approach to get the most out of your VA.

Here’s a quick overview of how to partner with your VA more effectively:

1. Delegate ownership
2. Create communication protocols
3. Establish feedback loops
4. Create and document procedures
5. Grant decision-making authority
6. Leverage technology

Keep reading to understand how to set up your VA for success and receive executive-level support.

Why Most Executives Use Virtual Assistants Incorrectly

Most executives hire a virtual assistant and immediately delegate tasks, which can result in ineffective support and frustration.

Some reasons you could be using your VA incorrectly include:

• Not Trained to Delegate Effectively: Most executives rise through roles that reward personal execution, not delegation. That’s why they may lack the skills and know-how for breaking work into transferable tasks.
• Not Considering VAs as Strategic Resources: Some executives often view VAs only for basic support, like typing out letters, rather than leveraging them for higher-order work, such as email management, market research, etc. This limits how thoughtfully they are utilized.
• No Clarity about Their Own Priorities: Without a clear understanding of high vs. low-value work, executives may struggle to identify what should be delegated in the first place.

Virtual Assistant Tasks You Should Be Delegating (But Aren’t)

As an executive, it is normal to want to handle administrative tasks like email correspondence or appointment booking so that you can do them your way. However, it can lead to feeling overwhelmed. Instead, you could delegate the tasks to a virtual assistant and focus on your strategic roles.

Below is a list of administrative tasks to delegate to your VA:

• Email Management: A virtual assistant can help you get your email inbox under control by flagging urgent messages and marking important ones so you can find them easily.
• Scheduling: The best virtual assistants organize your calendar to align with your productivity cycles, including time blocking to help you focus on high-impact work.
• Data Entry: You can train your VA on how to update company records, including client and vendor files. 
• Social Media Management: Virtual assistants for creative entrepreneurs often help with drafting and scheduling social media posts and help build a vibrant online community.
• Customer Support: You can delegate customer interactions to your VA. Create customer support SOPs, which they can use to handle clients, including answering inquiries and processing returns.
• Research: VAs can also help you gather information on potential clients, vendors, and other stakeholders to support decision-making.

How to Use a Virtual Assistant Like an Executive

Getting the most out of a virtual assistant isn’t about delegating more tasks, but rather having a structured approach to the partnership. Setting up your VA to succeed in their role creates a win-win situation, as it helps them support you more effectively.

Below are practical tips to strengthen your executive-assistant partnership and ensure high-quality support:

Delegate Ownership

Avoid assigning one-off tasks; instead, transfer the entire responsibility to your virtual assistant.

For example, you can define outcomes, timelines, and success metrics, and then trust your VA to undertake the tasks independently.

This helps free up your time so you can focus on your core functions and only intervene when your VA needs additional context.

Create Communication Channels

Establish communication protocols that facilitate seamless information exchange, reducing bottlenecks and delays in support.

This includes assigning unique urgency to different communication options, such as messages for urgent tasks and emails for requests that your VA can handle the following day.

Establish Feedback Loops

Provide rolling reviews to help your VA stay aligned with your preferences and outcome expectations. You can start with weekly reviews during the first three months of onboarding to discuss wins, challenges, and areas for growth.

Additionally, encourage your VA to share their ideas for improving existing workflows, as this shows them that you value their input.

Create and Document Procedures

Prepare SOPs for all repetitive tasks to eliminate guesswork and ensure consistent outcomes. SOPs simplify the onboarding process by providing your VA with a checklist to follow when undertaking tasks, reducing the need to seek clarification. 

Additionally, an SOP helps ensure reproducible outcomes should you switch your VA along the way or onboard an additional one to help with the workload.

Grant Decision-Making Authority

Define boundaries within which your VA can make decisions without needing your oversight or approval. This helps remove bottlenecks from your workflows and builds trust with your VA.

For example, you could allow your VA to approve payments of up to $1,000 for office supplies and $3,000 for your traveling logistics.

Leverage Technology

Procure tools to complement your VA workflows and further strengthen your executive-assistant partnership. For example, you could acquire project management tools that let you work on the same documents with your VA simultaneously.

Additionally, communication tools like Slack and Zoom support collaboration, especially when your VA is in a different time zone.

Signs You’re Finally Using Your Virtual Assistant Correctly

Once you’ve established a strong partnership with your VA, you should notice improvements in the way you work.

The most notable changes may include:

• Less Time on Administrative Tasks: You are no longer spending several hours a day or a week checking your email inbox, following up on appointments, or booking travel logistics.
• Comfortable Delegating: You have no concerns delegating tasks to your VA because they are reliable and you can trust their ability to meet your expectations.
• Efficient Workflows: You have created SOPs, workflows, and processes, and your VA consistently follows them.
• No Scheduling Conflicts: Your VA is a master at calendar Tetris and proactively adjusts your schedule based on changing priorities.
• More Time for Strategic Tasks: You have more time for high-impact strategic tasks without overexerting yourself.

When a Virtual Assistant Is Not Enough

Finding the right VA allows you to delegate repetitive administrative tasks, so you can focus on roles that have a strategic impact on the organization. 

However, if you are a busy executive, you may find that VA support is no longer enough, which is why you may need to onboard an executive assistant into your world. 

Below are situations where a virtual assistant may fall short:

• You Need Strategic Support: Virtual assistants operate on a “do as instructed” model, which limits their proactivity. As such, you should partner with an EA if you need an assistant who can analyze business context and prioritize tasks based on strategic impact.
• You Lack Work-Life Balance: Many VAs are only equipped to handle work-related tasks. In contrast, an EA will provide integrated support, functioning as both an administrative and a personal assistant, to help you achieve work-life balance.
• You Are Looking for a Long-Term Partnership: Unfortunately, VAs often have a high turnover rate, meaning the VA agency can assign you a new assistant without notice. This can be inconvenient when looking to partner with an assistant who’ll learn about your business and grow into the chief of staff role. EAs understand that the executive-assistant partnership is a marathon, so they are prepared to partner with their principals for at least a few years.
• You Lack Systems: Many VAs rely on executive assistant tools to undertake their tasks. However, these tools are often ineffective if you lack standard operating procedures, especially for repeat tasks. You can partner with an EA to create systems that remove existing bottlenecks and increase efficiency.

The ideal executive assistant will undertake additional tasks beyond the administrative ones handled by VAs.

At ProAssisting, we call these tasks performance multipliers because they have a strategic impact on your executive role. They include:

1. Business Partner: Strategic thinking and business development support.
2. Chief of Staff: Primary point of contact for stakeholders who want your attention.
3. Scheduler: Effective calendar management, including time blocking to help you focus on your strategic tasks.
4. Project Manager: Ability to plan and coordinate events from start to finish.
5. Personal Assistant: Handling non-work-related tasks, such as planning family trips and vacations.

Our ProAssistants have at least 5 years of experience supporting busy executives at global brands like Oracle, Pandora, and Target, so they understand the strategic impact they have on their principals’ performance. Additionally, we offer a flexible model that lets you utilize ⅓, ½, or ⅔ of an EA’s capacity based on your support needs.

Schedule a free consultation and discover how an executive assistant can multiply your performance.

Frequently Asked Questions (FAQs)

Let’s answer common questions executives ask about partnering with a virtual assistant:

How Long Does It Take for a Virtual Assistant to Get Up to Speed?

There’s no timeline for how long it can take your virtual assistant to get up to speed. 

It depends on whether they have previous experience supporting an executive like you and how well you onboard them.

Do I Need to Be Available All Day to Work with a VA?

No. You don’t need to be available all day to work with a VA. 

You can prepare an executive assistant daily checklist that outlines the tasks they should undertake every day.

What Happens If My Virtual Assistant Doesn’t Understand My Work Style?

The best course of action if your virtual assistant doesn’t understand your work style is to schedule a meeting to discuss your support needs and expectations. 

For example, you can review past deliverables, explaining what they got right and where they should improve. If the issue persists, consider requesting a new VA or switching to an agency that offers VAs with proven experience supporting busy executives.

The Bottom Line

How you utilize a VA directly impacts your executive performance, including how much time you reclaim. The best model is to onboard the VA effectively and strengthen your executive-assistant relationship, allowing them to take ownership of administrative tasks while you focus on strategic ones.

However, if you need an assistant who can take up strategic roles and function as your extension, switch to an executive assistant. An elite EA will quickly gain a deep understanding of your business, allowing them to prioritize tasks based on urgency and strategic importance.

ProAssisting offers remote executive assistants who can undertake up to 95% of the tasks an in-house assistant handles at a fraction of the cost. Additionally, our EAs offer responsive support and are available for after-hours requests, which caters to your busy executive schedule.

Book a call to explore suitable executive assistant models that complement your workflows.