7 Must-Have Tools for Virtual Assistants

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We live in a fast-paced world where new ways to tackle daily tasks are invented every day. There is an endless pool of apps and programs that claim to be the best at making your daily grind more efficient and productive. So how do you know which one is actually the best option for you?


To help you figure out which of the offered options might help you in tackling your daily tasks, we’ve created a list of must-have tools for Virtual Assistants that work best and will help you be most productive in your role. Keep reading to find out more about how using different solutions will simplify your day!


Online Meetings

To start, you’ll need to be able to connect to your client. So you have to ask your client about their preferred method for communicating online. It can be through Skype, where you can chat and have meetings, or you can pick Zoom or Google Meets just for setting up meetings with your client. Online meeting apps are also helpful in scheduling your client’s business meetings for them.


Online Calendar

Another great tool to use for scheduling meetings is Calendly. It lets you block off particular dates and times that you or your client are not available on, making it easier to organize a tight daily schedule. If you prefer using Google Suite another good option to be on track with your meetings is Google Calendar.

To be able to keep up with all the tasks you have to work on, you’ll also need tools that let you create your own work schedule, set your daily to-do lists, and track your time. One of the best options for this is ClickUp. Their platform offers you to create task lists, plan projects, set step-by-step guidelines, and store any extra information you might need. Other great alternatives for setting your schedule are Asana, Trello, and Monday.com.


Grammar Tools

There’s nothing worse than simple grammatical errors in freshly submitted work. In order to post great content and have spotless communication with your client, we’d suggest using Grammarly. It is a tool for automatically correcting your spelling and grammar errors from the get-go, that way you can avoid misspelled words and any punctuation issues. 

Another helpful resource for editing and proofreading your written pieces is Wordtune. This app uses AI to check your grammar and spelling, help you avoid plagiarism, and offer to easily rewrite your text to make sure it says exactly what you need to get across to your readers.


Design Platforms

Chances are a future client will assign the creation of social media and other materials visual design to their virtual assistant. This is where Canva steps in. It is a platform for designing a variety of different projects, from social media posts to postcards, to presentations. You can choose to create your designs based on a pre-existing template or from scratch. It is easy enough to learn, so even a user with no previous experience can learn to create engaging content. Canva also allows you to create a brand kit so you can automatically apply your client’s preferred colors, fonts, and logo to any new design.


Scheduling Platforms

If your client entrusts you with designing their social media content, they may ask you to monitor and run their social media accounts as well. This means they’ll need you to be able to schedule upcoming content on their social media accounts. The aforementioned Canva has the option to schedule social media posts immediately after creating them. However, if you prefer using a significant platform to schedule social media posts, one of the most popular tools is Hootsuite. It allows you to schedule content posting across various social media platforms, including Facebook, Instagram, Pinterest, etc. 

However, if you’re looking to schedule posts just for Facebook and Instagram, the simplest option is to use the Meta Business Suite. From there you can schedule posts for both platforms, automatically boost them, and create ad content from the same place. Meta Business Suite also offers great ways for tracking your content and automatically analyzing the data for you, so you can keep an eye on what content works best for your followers. And it’s free!



Some platforms used by companies in the United States are only available if the user’s IP address is located in the country. This means the virtual assistant needs to figure out how to access these platforms, for example, online marketing tools, while working remotely. This is why an essential tool for any virtual assistant working with clients overseas is the Virtual Private Network or VPN. This tool will allow you to set your location to that of your client and help you use any location-specific platform. There are many different options to choose from, and since the main use for VPN is the same, there is no one particular app to suggest.


As for any extra tools that aren’t online apps or programs, we’d suggest investing in a good pair of noise-canceling headphones or earphones. During meetings with clients or their business partners, you’ll want to be able to hear them well, because nothing is worse than having to ask your client to repeat themselves multiple times. A good pair of headphones will also help you avoid any background noise and concentrate when simply doing your daily tasks.

Bottom Line

Technology is developing fast and new ways of simplifying the lives of virtual assistants and clients alike are created constantly. Keeping this in mind, make sure to do your research on new and existing platforms to figure out what works best for you as well as your clients.


For more information on the latest Virtual Assistant tips and tricks, keep checking back in with our blog, or follow us on Facebook, Instagram, TikTok, Twitter, and YouTube!


If you are interested in becoming a virtual assistant, fill out this form and submit your resume. We offer paid training and operational support to our pool of virtual assistants. You’ll also receive advice from our coaches and get access to our client profile.


We are currently hiring for the Executive Virtual Assistant (EVA) , Inside Sales Associate (ISA), and, General Virtual Assistant roles. Previous virtual assistant experience is not required, but at least six months of call center experience is required.

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