Someone says they work as a virtual assistant, and you understand the “working from home” part. But what exactly are they doing on that laptop that someone is paying them for?

You’ve probably seen the training adverts, heard people mention VA jobs, and wondered whether it’s something you could do. Before signing up for a course or applying for a role, it helps to understand what the work actually involves.

Who is a virtual assistant?

A virtual assistant, or VA, is a person who supports a business, team, or individual remotely. They use digital tools to complete agreed tasks, communicate with clients, and keep work organised.

Think about a business owner juggling customer messages, meetings, documents, and deadlines. A VA can take responsibility for some of those tasks so the owner has more time for other parts of the business.

Some VAs work as employees, while others freelance for one or more clients. Their responsibilities depend on the role and the skills they offer.

What does a virtual assistant do each day?

There’s no single job description for every VA, but common responsibilities include:

• Managing emails: Organising the inbox, flagging important messages, drafting replies, and following up.
• Organising calendars: Scheduling meetings, checking availability across time zones, and preventing clashes.
• Supporting customers: Responding to enquiries, sharing updates, and passing complicated issues to the right person.
• Handling documents and records: Formatting reports, updating spreadsheets, and keeping files easy to find.
• Doing research: Finding information, comparing options, and presenting useful findings clearly.
• Following up on tasks: Tracking deadlines, sending reminders, and keeping the client informed.

Some VAs also offer specialised support, such as social media scheduling or bookkeeping, when they have the relevant training. You don’t have to offer every service to get started.

What are the different types of virtual assistants?

Five common types include:

1. Administrative Virtual Assistant
2. Executive Virtual Assistant
3. Virtual Personal Assistant (PA)
4. Customer Support Virtual Assistant
5. Social Media Virtual Assistant

What tools do virtual assistants use?

The tools depend on the client’s workflow. These are examples you may encounter:

• For managing emails: They use Gmail or Outlook to organise messages, reply to enquiries, and follow up.
• For scheduling meetings and appointments: They use Google Calendar or Outlook Calendar to manage availability and avoid scheduling conflicts.
• For managing documents and spreadsheets: They use Google Docs, Google Sheets, Microsoft Word, and Excel to prepare reports, organise information, and update records.
• For meetings and team communication: They use Zoom, Google Meet, Slack, or Microsoft Teams to stay connected with clients and colleagues.
• For tracking tasks and deadlines: They use Trello, Asana, or ClickUp to organise assignments and monitor progress.
• For storing and sharing files: They use Google Drive, OneDrive, or Dropbox to keep documents organised and accessible.
• For creating simple graphics and presentations: They use Canva to design visuals, slides, and other materials.

You don’t need to master every tool before starting. Begin by learning to write a professional email, create a clear document, organise a spreadsheet, and schedule a meeting correctly. Those are practical foundations you can build on.

What else do you need to work effectively?

A laptop and a reliable internet connection are a practical starting point. A headset and a quiet space help with calls, while a backup plan for power and internet can reduce interruptions.

Your working habits matter just as much. A client needs to know that you understand instructions, protect their information, meet deadlines, and communicate when something needs attention.

For example, if a task will take longer than expected, send an update before the deadline passes. If an instruction is unclear, ask a specific question. Use strong passwords and two-factor authentication, and check permissions before sharing files.

Working remotely still involves teamwork, accountability, and agreed working hours.

How can you start building these skills?

Practice with a fictional client. Create a weekly calendar, organize sample customer information in a spreadsheet, and draft responses to common enquiries. Label these as practice projects and keep your strongest examples for a beginner portfolio.

This helps you discover what you enjoy and where you need more guidance.

At AYITSSI, our free, six-week Virtual Assistant class starts on October 26, 2026. You’ll learn essential VA tools and practical skills, receive guidance and mentorship, and work on assignments. The training also covers creating a professional CV and preparing for interviews, with a certificate provided.

Registration closes on October 25. If you’ve been curious about virtual assistance, this is your chance to start learning how the work is done.

Register for AYITSSI’s Free Virtual Assistant Class →