7 Tasks You Can Delegate to a Virtual Executive Assistant

When you’re managing a growing business or working in a fast-paced professional role, your to-do list can quickly get out of control. Even small administrative tasks, when repeated daily, can add up to hours of lost time each week.

That’s where a Virtual Executive Assistant (VEA) can offer real value. Whether part-time or full-time, VEAs help reduce day-to-day overwhelm by supporting your operations behind the scenes.

Here are seven key tasks that are commonly delegated to VEAs, along with examples of how they can help:

1. Inbox and Calendar Management

Email and scheduling are two of the biggest time drains for professionals. A VEA can manage your inbox by filtering messages, flagging important emails, archiving or deleting low-priority ones, and drafting responses for your review.

They can also take over calendar coordination by booking meetings, sending out reminders, and avoiding double bookings. If you're frequently rescheduling or struggling to find time for focused work, this kind of support can have a major impact.

Example: Instead of spending 30 minutes sorting emails each morning, your VEA can prep a quick summary of what needs your attention, along with your confirmed meetings and priorities for the day.

2. Travel Planning

Planning travel takes more time than most people realize. A VEA can research and book flights, accommodations, car rentals, and even restaurant reservations. They can also organize your itineraries into one clean, accessible document or app, so everything is easy to find while you're on the go.

If plans change, your VEA can help with rebooking or cancelations, and ensure confirmations are up to date. For frequent travelers, this task alone can save hours each month.

Example: A VEA can book a three-city business trip for you, including all flights, hotel stays, local transport, and a detailed agenda; so all you need to do is pack and show up.

3. CRM Updates and Client Follow-Ups

Following up consistently with clients, leads, or partners is essential, but it can fall through the cracks when you’re busy. A VEA can update your CRM system with new contacts, notes from recent conversations, and next steps for each opportunity.

They can also help by sending follow-up emails, scheduling calls, or organizing outreach sequences. This type of support is especially helpful for service-based businesses or solopreneurs managing multiple relationships.

Example: A VEA can check your CRM weekly, identify contacts who haven’t heard from you in a while, and help you reach out with a quick update or touchpoint email.

4. Document Preparation

From slide decks and meeting notes to SOPs, contracts, and proposals, there’s a lot of behind the scenes work involved in getting documents ready. A VEA can help format, proofread, and structure documents so that they’re polished and professional.

They can also assist with creating templates you use regularly, which can cut down prep time for future work.

Example: If you're preparing for a pitch meeting, your VEA can gather relevant data, build a deck in your brand template, and proof it for typos, so you can focus on the delivery.

5. Social Media Scheduling

Maintaining an active online presence takes consistency. A VEA can help by scheduling posts in advance, repurposing old content into new formats (like turning a blog post into a LinkedIn carousel), and keeping your posting schedule on track.

They can also help monitor engagement, flag messages or comments that need your response, and pull metrics to track what’s working.

Example: A VEA can schedule your weekly Instagram posts, write captions using your brand voice, and send you a summary of engagement analytics every Friday.

6. Invoicing and Expense Tracking

While not a replacement for an accountant, many VEAs can support basic financial organization. This includes creating and sending invoices, entering expenses into tracking sheets or apps, reconciling receipts, and setting up reminders for payment follow-ups.

This is especially helpful for freelancers or small business owners without a full finance team.

Example: A VEA can update your monthly income and expense spreadsheet, create branded invoices, and let you know which payments are still outstanding.

7. Meeting Notes and Action Items

When you’re in back to back meetings, it’s easy to miss key takeaways or forget action items. A VEA can attend virtual meetings with you, take clean notes, and send you a summary afterward. They can also track next steps and deadlines, and follow up with others on your behalf.

This keeps projects moving and ensures nothing is missed, even when your schedule is packed.

Example: After a project check-in call, your VEA can send a recap email to your team with decisions made, key deadlines, and who’s responsible for what.

Delegating doesn’t mean losing control, it means getting support where it counts, so you can focus on the work that needs your attention most.

Even handing off a few of the above tasks to a Virtual Executive Assistant can help reduce stress, improve organization, and give you back valuable hours each week.