My Day as a Virtual Assistant
Ever wondered what a VA does? I’ve tried my best to summarise what a typical day looks like.
My day as a VA really depends on my workload, the clients I’m working with, and where in the world they’re based. I work with a mix of core and ad-hoc clients, so every day looks slightly different — but if I had to summarise a typical working day, it would go something like this…
Step one: Coffee
A large cappuccino, extra shot — always. I’m a huge coffee lover and have been for as long as I can remember. It’s a non-negotiable part of my morning routine.
Once the caffeine kicks in, I check over the day ahead. Organisation is key. I always end the previous day by planning the next, so I usually have a clear idea of what’s coming up.
Morning: Focus and Foundations
I usually begin with inbox management. Because I work across time zones, I check through anything that’s come in overnight and make sure important messages are actioned, meetings are scheduled, and nothing time-sensitive is missed.
I like to tackle one key task in the morning — something that needs real focus. Whether I’m developing an HR policy or working on a strategic project, mornings are when I do my best thinking.
Midday: Reset
Right now, I’m based in Bali, so I typically take a break around 11am for the gym, a walk, and some sunlight. Being the best version of myself is super important to me, so I try to make sure I go to the gym at least five times a week and do 10k steps a day.
Getting outside during the day gives me a chance to reset too. We all know sitting in front of a screen all day messes with focus and productivity. Getting out and about helps me come back to my desk more energised and focused.
Afternoon: Blue Sky Thinking
Early afternoons are for blue-sky thinking — this is when I go into creativity mode. I might be working on social media content for my clients (or my own brand), building out systems, or designing a workflow that makes someone’s day-to-day that bit easier.
I typically manage clients’ emails in the afternoons. If it’s for a new client, that might include inbox hacking — creating filters and folders, and generally helping them regain control of their comms.
For existing clients, I’m answering emails, taking calls, or handling any administrative support they may need.
Evening: Check-ins and Next-day Prep
Later in the day, I check in with clients — whether that’s over Slack, email or calls — to make sure everything is moving in the right direction. My clients are based across multiple time zones, so evenings work best for the majority of them.
Once meetings are wrapped up, I plan for the following day — both for myself and for my clients. That includes double-checking calendar invites, confirming travel plans, and making sure every detail is accurate and ready to go. No surprises, no last-minute scrambles.
I also do this weekly — every Friday morning is spent mapping out my week and coordinating diaries for my clients for the following week to ensure there are no double bookings and all travel plans etc. are up to date. I also do bi-weekly and monthly calendar checks. This ensures we avoid any mishaps with client diaries and always provide the best service.
The Unexpected Bits
One thing I’ve learned as a VA? Always leave space for the unexpected.
Whether it’s a last-minute travel change, a sudden team issue, or a client needing help turning around something quickly — flexibility is key. It’s not unusual for tasks to shift throughout the day, and that’s part of the job.
I always try to factor in buffer time for these moments. After all, being a virtual assistant isn’t just about ticking off a to-do list — it’s about being an extension of your client’s team. That means staying calm, thinking on your feet, and helping solve problems as they arise.
The unexpected is where some of the most rewarding parts of this work happen — because that’s where real support makes the biggest difference.
No two days are ever quite the same — and that’s exactly what I love about this work. It’s a balance of structure and flexibility, of quiet behind-the-scenes support and proactive problem-solving.
At the heart of it all? Helping people get their time back and feel more in control of their business.
If this sounds like the kind of support your business could use, let’s talk
I’d love to help you create more space, more clarity, and more ease in your day.
