What Does a Virtual Assistant Actually Do All Day?

A lot of people have heard of virtual assistants. But most are not sure what they actually do.

Some think it is just answering emails. Others think it is something like a chatbot. And some people are not sure if it would even work for their type of business.

This post will clear all of that up.

A virtual assistant — or VA — is a real person who works remotely for your business. They handle specific tasks for you. Tasks that take up your time but do not need to be done by you personally.

Below, you will see exactly what a VA does, with real examples from two industries: insurance and sales.

What Kind of Tasks Does a Virtual Assistant Handle?

Virtual assistants do not do everything. The best ones are hired for a clear set of tasks that can be explained, repeated, and handed off.

Here are the four main areas most VAs work in:

1. Admin and Emails

• Reading and sorting emails so you only see the important ones
• Replying to simple messages using templates you approve
• Booking meetings and managing your calendar
• Preparing documents, reports, and forms

2. CRM and Pipeline Work

• Adding call notes to your CRM after you speak to a client
• Moving leads to the right stage in your pipeline
• Setting reminders so follow-ups do not get missed
• Cleaning up old or duplicate records

3. Client Communication

• Sending follow-up emails after calls or meetings
• Chasing clients for missing documents or information
• Keeping clients updated on where things are at
• Coordinating between you and third parties like carriers or vendors

4. Research and Reporting

• Looking up information on new prospects before your calls
• Pulling together a weekly summary of pipeline activity
• Tracking numbers like open deals, follow-up rates, and conversion

A VA does not make decisions for you. They handle the tasks that have already been decided — so you can spend your time on the work that actually needs you.

What Does a VA Do in Insurance and Sales?

The same type of work looks different depending on your industry. Here are two examples of what a real VA day looks like.

 

For an Insurance Agent

Insurance is a detail-heavy business. Policies have deadlines. Carriers need documents. Clients need reminders. A VA working for an insurance agent might do this on a typical day:

• Check which policies are coming up for renewal in the next 30 days and flag them for the agent
• Follow up with carriers about any outstanding documents from the week before
• Email clients who still have not sent back signed forms or missing information
• Update the CRM with any replies received that day
• Log new policy details the agent shares after their calls
• Send a short end-of-day summary: what got done, what is still open, what needs the agent to look at

The agent spends the day on calls and new business. The VA keeps the back-office running so nothing falls through.

 

For a Sales Professional

A sales rep’s pipeline only works if it is kept up to date. A VA in sales handles all the work around the conversations — so the rep can stay focused on selling.

• Send the follow-up emails that are due today based on the agreed schedule
• Add call notes to the CRM after the rep finishes their calls
• Flag any leads that have gone quiet for two weeks so the rep can decide what to do
• Book new discovery calls from inbound enquiries
• Put together a short pipeline report showing what is active, what needs attention, and what is at risk
• Research new prospects the rep is about to call — company size, recent news, key contacts

The rep handles the selling. The VA handles everything around it. Together, they make the pipeline actually work.

Is a VA Right for You? Ask Yourself These Questions

A VA works best when there are clear tasks that currently fall to you — and that you would rather not be doing yourself.

Ask yourself these five questions:

• Are you spending more than five hours a week on emails, scheduling, or CRM updates?
• Do things get missed because you are too busy to follow up on time?
• Is your CRM up to date — or do you avoid it because the data is not reliable?
• Are there tasks you keep meaning to do but never get around to?
• Would your business grow faster if you had more time for client work or new business?

If you said yes to two or more of those, a VA is worth looking into.

The question is not whether the tasks are important. It is whether they need to be done by you.

The businesses that get the most from a VA are the ones that are clear about what they need upfront. Start with two or three specific tasks. Get those working well. Then add more.

If you work in insurance or sales and want to see the exact tasks a Silkee VA would handle for your business, check out our services page. Each service has a clear breakdown of what is included.

Common Questions About Virtual Assistants

Can a virtual assistant work in my time zone?

Yes, most VA services offer flexible hours. When you start, agree on working hours upfront — especially if you need same-day replies to client emails or CRM updates after your calls. This is one of the first things to sort out during onboarding.

Do I need to teach a virtual assistant everything from scratch?

You will need to show them how your business works — your CRM setup, how you like emails written, what your process looks like. But a good VA already knows how to do the work. You are just showing them your way. Most VAs are ready to go properly within one to two weeks.

What is the difference between a general VA and a specialist VA?

A general VA can do lots of different tasks — emails, scheduling, research. A specialist VA knows a specific industry well, like insurance or sales. If your work involves insurance policy terms, carrier requirements, or pipeline stages, a specialist VA will be more useful because they already understand the language and process.

How many hours a week does a VA usually work?

It depends on how much you want to hand off. Some people start with 10 to 15 hours a week. Others need full-time support. A simple way to work it out: write down the tasks you want help with and how long each one takes you per week. That total is roughly how many hours you need.

What tools will a VA need access to?

Usually your email, your calendar, your CRM, and any messaging tools you use like Slack. For insurance, they may also need access to your agency management system. Most VAs are used to working with the tools you already have. You do not need to change your setup for them.

Which tasks should I give a VA first?

Start with the tasks that take the most time and have a clear process. Email management, CRM updates, follow-up scheduling, and document prep are all good first choices. Avoid giving them tasks that need a lot of judgment or business knowledge right away. Build trust first with the simpler work, then expand from there.