1. Home
  2. »
  3. Hiring
  4. »
  5. Virtual Assistant for Freelancers: How to Hire a Virtual Admin Assistant

Virtual Assistant for Freelancers: How to Hire a Virtual Admin Assistant

If there's anything we have learned during the corona crisis, it is that working online is not as impossible as it might have seemed before! Working online gave us lots of freedom, but at the same time accelerated the number of tasks we needed to do, sometimes at a very high speed and in a short time frame. We asked Astrid Van den Maagdenberg, who is a virtual assistant herself, to tell us what a virtual assistant does and how virtual assistants can help independent professionals and freelancers to free up extra time for business.
Freelance Business Community
| December 16, 2020
Freelance Business Community
December 16, 2020

What do virtual assistant services entail?

The way people turn to Google or Siri to answer their questions, is the same way business owners will turn to virtual assistants when they need support. If you are serious about growing your business, the first thing you need to consider is what of your current workload you can delegate to handle more business. That’s where the virtual assistant steps in. A lot of independents are real heroes in doing what they do best. It is usually the reason why they started their business. However, keeping a business up and running always demands a lot of administrative or repetitive tasks as well. If you are not feeling happy doing them, they will drain you of your energy and take all the fun away.

How can a virtual assistant support my business?

A virtual assistant can help you with almost anything. Some are specialized in administration, others prefer to help you out with customer service or even sales. Some prefer marketing and bookkeeping, while others enjoy engaging on social media. If you are looking for help with a certain item on your task list, don’t hesitate to ask your virtual assistant if she/he can help you out. If not, she/he might be able to direct you to someone else.

Freelance virtual assistant service needn’t be just a service

Your virtual assistant is a business owner herself/himself, and she/he knows what it takes to be one. Not only does a virtual assistant support you by taking over tasks, she/he will also help you decide and brainstorm with you on how to reach your goals. An additional benefit of working with an assistant is that you have found yourself a business partner who is interested in your business the way you are and wants you to move forward. Flexibility is a top asset. You can contact your virtual assistant for a small project, one or a few hours per week, to deliver a certain job or as long or short as you deem necessary. A virtual assistant offers you that kind of freedom, and with no strings attached!

Why would you work with a virtual admin assistant?

Becoming a business owner is something that develops itself out of your passion, your drive to help your customers with the value you have to offer. Or because you felt the need to have more freedom and to be independent to do whatever you love doing most. Being your own boss is challenging but fun! But… before you realize it, you are drowning in all the tasks that come along with being independent. The laws and rules are very strict and you need to keep track of them all. Soon you feel overwhelmed and you seem to not have any time left to keep your business growing. So do you keep on swimming and trying to keep your head above water level? Or do you seek help? Think about a virtual assistant. You have found yourself someone to offer you time and expertise. That’s how we can help each other. Your assistant will relieve you of the chores you dislike or you are not good at. By investing in a virtual assistant, you are investing in your own business freeing up time that you used to spend on your administration.

Tips on how to select a virtual assistant freelancer

Step 1. Start writing down daily what kind of tasks you are occupied with.

Step 2. Make a checklist of tasks that can easily be taken over online.

Step 3. From that checklist define which skills your personal virtual assistant needs to have and from there you can start looking for a virtual assistant who can help.

Typical virtual assistant services and skills


  • Website design and website maintenance
  • Creating landing page or event page,
  • Posting new content
  • Checking and fixing non-working links,
  • Tracking of your website traffic,
  • Optimizing your website for SEO purposes.


  • Creating and sending a digital newsletter,
  • Copywriting for websites, brochures, and mailings, design of brochures, folders, business cards
  • Creation and redaction of content,
  • Correction of texts,
  • Proofreading and Writing of (SEO-proof) blog posts,
  • Creating, editing, and uploading visuals for e-books, blogs, articles, websites, Searching for suitable copyright free visuals/pictures,
  • Keyword research for SEO,
  • Research for content for blogs or articles,
  • SEO-proof product descriptions for your e-shop.


  • Creation of your business profile on Facebook, Pinterest, LinkedIn, Instagram
  • Use of social media in your name
  • Creating visuals to go with the content
  • Banner creation for your profile on Facebook, LinkedIn, Google My Business
  • Planning of social media posts
  • Social media follow-up
  • Design and editing of visuals for social media.


  • E-mail management
  • Updating and segmenting your mailing database list
  • Creation of business cards, folders, brochures, letters, etc.
  • Creating surveys, sending them, collecting results, following up, and preparing graphical display of the results
  • Customer content inquiries
  • Taking notes and writing reports at online meetings
  • Preparing of offers
  • Making comparative studies (f.e. of prices for a new purchase)
  • Transcribing of audio or video material (f.e. voice recordings, subtitles, etc. )
  • General support: booking of tickets, restaurant reservations, etc.
  • File management in the cloud: Dropbox, Google Drive, and other
  • Digital organization and archiving
  • Setting up a database
  • Data entry
  • Keeping database entries up-to-date: articles, clients, suppliers
  • Translations


  • Organization and coordination of (online) meetings
  • Booking of business trips: flights, hotels, taxis, rental cars
  • Making a travel itinerary
  • Creating invites
  • Booking of locations, venues
  • Help with attendee registration and coordination
  • Finding business relation gifts and ordering them
  • Preparation of the necessary documents: attendee lists, certificates, etc.


  • Typing of letters, e-mails, invoices
  • Creating spreadsheets and graphics
  • Creating forms
  • Creating templates
  • Business presentations in your house style
  • Putting processes and systems in order
  • Listing of incoming invoices
  • Creating and sending invoices (digital)
  • Preparing your accounting books before you submit them to an accountant.

Experience the advantages of working with a virtual assistant

Do you see any of the tasks that take lots of your time and thinking of having them outsourced? Then you should definitely try working with an assistant. Do you have any more questions you would like to see answered? Don’t hesitate and book an online meeting with Astrid Van den Maagdenberg – aka Online Octopus, your virtual assistant, to be.


Recent Posts

The List of Freelance Events 2024

The List of Freelance Events 2024

Freelancers may work independently, but they still want to be part of a community. Here is where freelance events come in. Both digital and live, the tradition of friendly and educational events for the freelance community has existed long before the Covid-19 pandemic...

The List and a Comparison of Freelance Communities

The List and a Comparison of Freelance Communities

Throughout history, humans have naturally gravitated towards forming groups. From the earliest civilizations to modern times, the desire to belong has been ingrained in our social fabric. Group affiliation not only ensures safety, as seen in ancient tribes providing...

How To Grow A Freelance Business: Community, Advice and Support

How To Grow A Freelance Business: Community, Advice and Support

Elina Jutelyte, Founder of Freelance Business, sat down with Travis Bennett, COO of Doerscircle to talk about the organisation's remarkable growth and to learn what attracts freelancers to Doerscircle. The growth of Doerscircle's community for freelancers highlights...

Freelance Business Community

Freelance Business Community

Our goal is to help the freelance professionals, independent specialists and self-employed to become more visible and help them develop skills to thrive in their business.

You might also like

The List and a Comparison of Freelance Communities

The List and a Comparison of Freelance Communities

The article provides a comprehensive overview of more than 30 diverse freelance communities catering to professionals worldwide. Each community is meticulously detailed, outlining its name, description, offered services, membership fees, geographical focus, and unique features. From lobbying organizations advocating for freelancer rights to educational platforms providing resources and networking opportunities, the spectrum of offerings is vast.

How To Grow A Freelance Business: Community, Advice and Support

How To Grow A Freelance Business: Community, Advice and Support

Delve into the dynamic world of Doerscircle with an in-depth exploration of its COO, Travis Bennett. Uncover the secrets behind Doerscircle’s extraordinary growth, skyrocketing to an impressive 60,000 members. Discover the common challenges compelling individuals to join this thriving community. Learn about the exclusive benefits offered by Doerscircle Premium membership. Plus, get an insider’s look at the ambitious expansion plans set to propel Doerscircle into the future. Don’t miss the chance to unravel the success story and future endeavors of this innovative platform

Unlock Your Earning Potential: A Comprehensive Guide to Freelance Fees Benchmark

Unlock Your Earning Potential: A Comprehensive Guide to Freelance Fees Benchmark

For graphic designers, artists, copywriters, and all freelancers, setting your freelance rates is a crucial aspect of your business strategy. It’s a common practice to assess your freelance market and consider benchmarking your prices against others. Many freelance business experts often emphasize the importance of aligning your rates with industry benchmarks. However, the reality is not always as straightforward as it seems. In this article, we’ll explore the complexities surrounding the elusive concept of the freelance fee benchmark and why it is not always recommended to consult with any benchmark reports out there.

Pin It on Pinterest

Share This