What tasks should I delegate to a virtual assistant?

Delegating the right tasks is the key to making a virtual assistant (VA) a game-changer for your business and your sanity. It's not about offloading just anything; it's about being strategic to get the biggest return on your investment of time and money.

The most valuable tasks to delegate are those that are repetitive, time-consuming, or necessary but not revenue-generating, allowing you to focus on high-impact, “only you can do” activities like strategy, innovation, and direct client relationships.

Below is the category-wise list of 150 tasks you can delegate to a Virtual Assistant, structured to target the greatest time savings and business growth.

1. Administrative & Executive Support (40 Tasks)

These tasks are P1 (Immediate Offload) because they eliminate daily friction and enable focused, high-leverage work.

Inbox & Communication Management

1. Email triage and filtering (VIP, urgent, spam).
2. Drafting routine responses based on Standard Operating Procedures (SOPs).
3. Organizing folders, setting up color-coding and auto-filing.
4. Flagging urgent issues for immediate attention.
5. Managing newsletter subscriptions and unsubscribing from junk mail.
6. Setting up auto-replies and out-of-office notifications.
7. Following up on non-critical inquiries.
8. Replying to emails to arrange meetings and appointments.
9. Managing communication platforms (Slack, Teams) by filtering non-essential notifications.
10. Transcribing voice notes or memos into actionable emails.
11. Creating and updating email signature consistency across the team.
12. Monitoring team communications for adherence to branding and tone guidelines.

Calendar & Scheduling

13. High-level calendar management and optimization, factoring in buffer time for focused work.
14. Coordinating complex meeting logistics across time zones (PST/EST/GMT alignment).
15. Sending meeting confirmations, reminders, and preparation materials.
16. Booking, rescheduling, and canceling appointments (Gatekeeper function).
17. Identifying and mitigating potential scheduling conflicts proactively.
18. Setting up automated recurring meeting invites.
19. Managing personal or executive time blocks (focus, exercise, or non-work).
20. Updating contact details and availability in scheduling apps.

Data & Document Management

21. Accurate data entry into spreadsheets or databases.
22. Organizing and naming digital files (Google Drive, Dropbox, SharePoint).
23. Cleaning up legacy files and ensuring proper version control.
24. Converting documents (PDF to Word, etc.).
25. Creating and formatting professional presentations (PowerPoint).
26. Proofreading and light editing of internal reports.
27. Drafting meeting agendas and detailed minutes/action items.
28. Managing cloud storage capacity and security permissions.
29. Preparing expense reports and categorization forms.
30. Using AI tools for document summarization.

Travel & Logistics Planning

31. Booking flights, hotels, ground transportation, and accommodations.
32. Creating detailed, consolidated itineraries with confirmation numbers.
33. Researching visa or specialized travel documentation requirements.
34. Managing frequent flyer and hotel loyalty program accounts.
35. Identifying cost-saving travel options and alternatives.
36. Handling travel insurance and risk assessment documentation.
37. Planning restaurant reservations and client entertainment logistics.
38. Preparing necessary travel briefings (local customs, meeting prep).
39. Managing expense receipts and scanning upon trip completion.
40. Ordering office supplies and managing basic vendor relationships.

2. Financial Management & Bookkeeping (30 Tasks)

These tasks are P2 (Process Optimization) to secure compliance and improve cash-flow visibility.

Invoicing & Accounts Receivable

41. Generating and sending customer invoices promptly.
42. Tracking overdue payments and issuing structured reminders (dunning).
43. Recording and categorizing received payments.
44. Reviewing contracts to confirm compliance with billing terms.
45. Managing financial records in spend-management tools (e.g., Brex).
46. Completing ACH authorization and sharing W-9 tax forms.
47. Preparing monthly statements for subscription clients.
48. Reconciling client payments against bank records.
49. Managing client credit card details securely (tokenized/secure systems).
50. Processing refunds and handling related documentation.

Accounts Payable & Expense Management

51. Inputting vendor bills and creating payment schedules.
52. Paying contractors and vendors on time.
53. Reconciling vendor statements against internal purchase orders.
54. Tracking and categorizing all business expenses.
55. Managing receipts and ensuring documentation.
56. Coordinating with the external accountant for quarterly reviews.
57. Monitoring budget vs. actual spending for key departments.
58. Flagging unexpected or excessive expenditures for executive review.
59. Managing subscription renewals and cancellations to avoid unnecessary costs.
60. Maintaining accurate vendor contact and tax information.

Payroll & HR Data Assistance

61. Inputting timesheet information into payroll software (e.g., ADP, QuickBooks).
62. Tracking and recording Paid Time Off (PTO) and sick leave balances.
63. Preparing payroll summaries and reports for executive review.
64. Handling employee reimbursements with proper documentation.
65. Assisting with accurate processing of bonus payments.
66. Preparing termination checks and related documentation.
67. Ensuring payment dates and deadlines are met accurately.
68. Coordinating with external HR and benefits providers as instructed.
69. Maintaining secure digital storage for employee records (PII).
70. Monitoring basic HR compliance documentation deadlines.

3. Sales & Client Relationship Management (30 Tasks)

These tasks are P3 (Growth Enablement) because they directly fuel pipeline and automate personalized outreach.

CRM Management & Data Quality

71. Regular cleanup and deduplication of CRM contacts (Salesforce, HubSpot, Zoho).
72. Updating lead and client contact information (including role/company changes).
73. Maintaining sales pipelines and ensuring deal stages are accurate.
74. Generating weekly or monthly CRM activity reports.
75. Customizing and refining lead-scoring systems.
76. Ensuring proper data synchronization between integrated platforms.
77. Creating customized CRM dashboards for sales visibility.
78. Documenting and updating CRM usage SOPs for new team members.
79. Creating personalized reports on key client history and interactions.
80. Managing security settings and user access within the CRM.

Lead Nurturing Automation

81. Designing and implementing automated email drip campaigns (ActiveCampaign, HubSpot).
82. Segmenting leads based on criteria (industry, engagement, score).
83. Setting up lead qualification workflows and sales handoff processes.
84. Personalizing emails at scale using merge fields and dynamic content.
85. Monitoring email engagement metrics (open rates, click-throughs).
86. Setting up automated follow-up sequences for cold outreach.
87. Curating and organizing high-value content libraries for nurturing tracks.
88. Creating standardized templates for sales outreach emails.
89. Utilizing AI tools for headline optimization or email testing.
90. Integrating feedback loops from sales to marketing to refine nurturing content.

Prospecting & Social Engagement

91. Researching and compiling prospect lists based on the Ideal Customer Profile (ICP).
92. Building detailed databases with verified contact information.
93. Conducting initial personalized cold outreach via email or LinkedIn.
94. Tracking lead LinkedIn activity and relevant news (Social Engagement Stream).
95. Engaging with prospect content (liking, commenting) to stay top-of-mind.
96. Sending tailored connection invites on behalf of the executive.
97. Monitoring industry-specific forums for lead identification.
98. Following up on warm leads that have downloaded content.
99. Logging all outreach activities and engagement notes in the CRM.
100. Scheduling introductory calls for qualified prospects directly into the executive’s calendar.

4. Marketing & Content Operations (25 Tasks)

These tasks are P2 (Process Optimization), ensuring brand visibility and content consistency.

Social Media Management

101. Planning and scheduling content across multiple platforms (Hootsuite/Buffer).
102. Responding to routine comments, direct messages, and community engagement.
103. Tracking key engagement metrics (likes, shares, comments).
104. Monitoring brand mentions and managing basic reputation response.
105. Creating simple, on-brand graphics using Canva.
106. Managing advertising content uploads and scheduling (not strategic budgeting).
107. Developing and updating a centralized content calendar.
108. Researching relevant trending hashtags and topics.
109. Optimizing profile bios and contact links regularly.
110. Engaging with industry partners and fostering network growth.

Content & SEO Support

111. Conducting initial keyword research using tools like SEMrush or Google Analytics.
112. Formatting and publishing blog posts in the CMS.
113. Optimizing on-page SEO elements (meta descriptions, image alt text).
114. Creating internal links within existing content.
115. Researching industry statistics and citation sources for articles.
116. Preparing and scheduling email newsletters (Mailchimp/Zoho).
117. Transcribing video content for blog posts or social captions.
118. Managing and organizing digital assets (photos, videos, logos).
119. Updating outdated content for accuracy and SEO health.
120. Monitoring website health (broken links, 404 errors).

Competitor & Market Analysis

121. Tracking new competitor product releases and feature launches.
122. Monitoring competitors’ digital ads and marketing campaigns.
123. Gathering and reporting on competitor pricing data and promotional tactics.
124. Analyzing competitor website updates and content focus areas.
125. Providing an overview of competitors’ market positioning and unique selling points.

5. Project Management & Workflow Optimization (25 Tasks)

These tasks are P3 (Growth Enablement), establishing system documentation and process accountability.

Project Tracking & Accountability

126. Overseeing project timelines and ensuring adherence to deadlines.
127. Tracking progress across multiple teams/departments in Trello/Asana.
128. Creating and managing basic Gantt charts for visual timeline tracking.
129. Sending proactive reminders and nudges to team members on overdue tasks.
130. Updating project planning tools with status changes and milestones.
131. Facilitating clear communication between internal team members and stakeholders.
132. Creating simple, standardized status reports (EOD/EOW reports).
133. Organizing and preparing meeting materials for project check-ins.
134. Archiving completed projects and documenting lessons learned.
135. Managing resource allocation tracking (e.g., vacation calendar of team members).

SOP & Documentation Creation

136. Identifying key repeatable business processes for documentation.
137. Creating detailed, step-by-step SOPs for delegated tasks.
138. Recording video walkthroughs (e.g., Loom) for complex processes.
139. Organizing and maintaining a centralized SOP database (e.g., Notion).
140. Updating existing SOPs based on process improvements or tool changes.
141. Documenting software login procedures and security guidelines.
142. Creating employee onboarding checklists and resource guides.
143. Translating executive instructions into actionable, documented processes.
144. Ensuring all team members have access to necessary SOPs.
145. Creating a template library for frequently used documents (proposals, contracts).

Tech & Efficiency Audits

146. Researching and comparing new software tools (e.g., CRMs, project management systems).
147. Managing and updating application integrations (Zapier automation).
148. Ensuring basic IT knowledge requirements are met across the tech stack.
149. Monitoring and reporting on team time-tracking data (Apploye, Toggl).
150. Running periodic audits of system access permissions and licenses.

The Value of Delegation (Example)

If you generate $150/hour and spend 15 hours/week on administrative tasks, delegating that work to a VA at $30/hour yields:

Time Value Gained = (15 × $150) − (15 × $30) = $2,250 − $450 = $1,800/week

That $1,800 worth of time can be redirected to strategy, sales, and high-level growth.

Conclusion

Start small, provide crystal-clear instructions, and delegate the outcome you want—not just the steps. When you stop doing the small stuff, you create space to do the big stuff that truly moves your business forward.