Virtual Assistant Glossary
Whether you’re a startup founder, agency owner, or busy executive looking to delegate and scale, understanding the language of virtual assistants is key. We’ve created this Virtual Assistant Glossary to break down the essential terms, roles, and concepts that will help you hire smarter, collaborate better, and scale with confidence.
Virtual Assistant Roles & Types
This section outlines the most common virtual assistant roles and support types available to businesses. Understanding these distinctions will help you choose the right kind of assistant for your specific needs, whether you’re looking for high-level executive support, day-to-day admin help, or specialist expertise.
Virtual Assistant (VA)
A virtual assistant is a remote professional who provides administrative, technical or creative support to businesses or individuals. They help manage day-to-day operations, increase productivity and reduce the need for full-time, in-house staff.
Executive Assistant (EA)
An executive assistant is a highly skilled virtual professional who works closely with senior executives to manage calendars, communication, and high-level administrative tasks. They often act as a key partner in helping leaders stay organised and focused.
General Virtual Assistant
A general virtual assistant handles a variety of everyday tasks such as scheduling, inbox management, data entry and customer support. They are ideal for businesses that need flexible admin help without the cost of a permanent employee.
Personal Assistant (PA)
A personal assistant provides one-on-one support to busy individuals, including managing appointments, booking travel, running errands, and handling both personal and professional admin tasks. They help free up time so you can focus on what matters most.
Dedicated Virtual Assistant
A dedicated virtual assistant works exclusively with one business or client, allowing them to become deeply familiar with your systems, tools and way of working. This leads to greater efficiency and smoother communication over time.
Fractional Assistant
A fractional assistant provides part-time or flexible support, typically for a set number of hours each week. They are ideal for small teams or startups that need consistent support but aren’t ready for a full-time hire.
Specialist VA
A specialist virtual assistant offers support in a specific area such as bookkeeping, marketing, tech support or design. They bring focused expertise and can deliver higher-quality results in their area of specialisation.
Project-Based Virtual Assistant
Project-based virtual assistants are hired to complete a specific task or short-term assignment, such as organising an event or launching a campaign. They are usually brought on for their expertise in getting specific jobs done efficiently.
Part-Time Virtual Assistant
A part-time virtual assistant supports your business for a limited number of hours each week. This setup gives you access to reliable help while keeping overhead costs low.
Marketing Assistant
A marketing assistant is a type of virtual assistant who supports digital and marketing tasks such as social media scheduling, content updates, email campaigns and basic design. They help keep your marketing consistent and on-brand without needing in-house staff.
Remote Work
Remote work has changed how teams operate across borders. This section explains key terms to help you collaborate effectively and build strong teams of virtual assistants.
Remote Work
Remote work refers to a working arrangement where professionals carry out their tasks from home or another non-office location using internet-based tools. It allows businesses to access global talent and operate without traditional office constraints.
Distributed Team
A distributed team consists of individuals working from various geographic locations, often across countries or time zones. These teams collaborate virtually using digital tools and are common in businesses embracing remote-first or hybrid work models.
Digital Nomad
A digital nomad is a professional who works remotely while travelling or living in different locations. They rely on strong internet access and productivity tools to deliver services without being tied to one physical workspace.
Asynchronous Communication
Asynchronous communication happens when messages are sent and received at different times. It allows remote team members to respond on their own schedule, making it easier to collaborate across time zones without interrupting deep work.
Synchronous Communication
Synchronous communication is real-time interaction between team members, such as through Zoom calls or live chats. It’s essential for brainstorming and urgent decisions but requires coordination, especially across different time zones.
Time Zone Flexibility
Time zone flexibility is the ability to schedule work, meetings, and collaboration with awareness of varying local times. It’s a key advantage of remote work, allowing teams to operate 24/7 but also requiring thoughtful planning to stay aligned.
Virtual Meetings
Virtual meetings are video or audio sessions held through platforms like Zoom or Google Meet. They allow remote teams to connect, collaborate, and share updates face-to-face, regardless of physical distance or country.
Cloud-Based Collaboration
Cloud-based collaboration involves using online tools like Google Drive, Notion, or ClickUp to create, share, and manage tasks or documents in real time. It enables remote teams to stay organised and aligned from anywhere.
Remote Work Culture
Remote work culture refers to the shared values, communication styles, and expectations that guide how a remote team interacts. Strong culture promotes trust, accountability, and engagement in fully virtual or hybrid environments.
Loom
Loom is a video messaging tool that allows users to record their screen, voice, and webcam. It’s especially useful in asynchronous communication, helping remote teams share feedback, updates, and tutorials more clearly than written text alone.
Zoom Fatigue
Zoom fatigue is the mental exhaustion caused by frequent or back-to-back video meetings. It’s common in remote work environments where synchronous communication is overused and can impact focus, energy, and team morale.
Virtual Office
A virtual office is a digital workspace created with communication and collaboration tools. It simulates a traditional office environment, helping remote teams stay connected, manage tasks, and maintain structure without a physical location.
Virtual Assistant Tasks
Virtual assistants can take over a wide range of business tasks, helping founders and teams stay focused on growth. This section defines the most common services VAs provide and how they add value to day-to-day operations.
Calendar Management
Calendar management involves organising and maintaining a professional’s schedule, including meetings, appointments, and reminders. A virtual assistant can coordinate across time zones, avoid double bookings, and keep your day running smoothly and efficiently.
Inbox Management
Inbox management is the process of sorting, prioritising, and responding to emails on behalf of a client. A VA can clean up cluttered inboxes, flag important messages, and improve email response times without you lifting a finger.
Data Entry
Data entry refers to the manual input or updating of information in spreadsheets, CRMs, or databases. VAs can take care of repetitive data tasks, ensuring accuracy and freeing up time for higher-value work.
Lead Generation
Lead generation is the process of sourcing potential customers or clients through research, email outreach, or form submissions. A virtual assistant can help build prospect lists, track responses, and support your sales pipeline development.
Customer Support
Customer support provided by VAs includes responding to enquiries, managing help desk tickets, processing refunds, and handling feedback. It helps ensure your customers feel heard and valued without the need for in-house staffing.
Social Media Management
Social media management includes scheduling posts, responding to comments, and maintaining engagement across platforms like Instagram, LinkedIn, or X (formerly Twitter). A VA can keep your brand visible and active without consuming your time.
CRM Management
CRM management involves updating contact records, tracking sales activity, and maintaining communication logs. A virtual assistant can ensure your CRM is clean, organised, and supports better decision-making across sales or client service teams.
Market Research
Market research tasks include gathering insights on competitors, target customers, and industry trends. VAs can compile reports and summaries that help inform your marketing strategy or product positioning with minimal time investment.
Travel Planning
Travel planning includes booking flights, accommodation, and arranging itineraries for business trips. A virtual assistant can manage logistics, prepare travel documents, and ensure a stress-free experience for busy professionals on the go.
Document Preparation
Document preparation refers to formatting, proofreading, and compiling documents such as proposals, presentations, and internal reports. A VA can polish content, follow brand guidelines, and save you hours of formatting and editing work.
Virtual Assistant Engagement Models
Hiring a virtual assistant involves more than just finding the right person. This section covers key terms related to hiring models, contracts, and working relationships that help you build long-term success with remote team members.
Onboarding
Onboarding is the structured process of integrating a new virtual assistant into your business. It includes access to tools, task expectations, communication guidelines, and initial training to ensure a smooth and productive start.
Trial Period
A trial period is a short-term engagement used to assess whether a virtual assistant is a good fit for your business. It allows you to test their skills, communication, and reliability before committing long term.
Retainer Agreement
A retainer agreement is a fixed monthly arrangement where the virtual assistant commits to a set number of hours or tasks. It offers predictability and ensures your assistant is consistently available when needed.
Hourly VA
An hourly VA is paid based on the number of hours worked, rather than a flat rate. This model provides flexibility for businesses that only need occasional support or want to test the working relationship.
Flat Rate Service
A flat rate service is a pricing model where you pay a fixed fee for specific tasks or ongoing support. This can include unlimited task requests, a set deliverable, or monthly service bundles.
Freelance Contract
A freelance contract is a legal agreement that outlines the terms between you and an independent virtual assistant. It includes details like scope of work, payment terms, deadlines, confidentiality, and termination clauses.
Offshore Hiring
Offshore hiring means engaging virtual assistants who are based in different countries, often to access lower labour costs or specialised skills. It’s common among startups and agencies looking to scale efficiently.
Staff Augmentation
Staff augmentation is a flexible hiring model where you supplement your existing team with external talent, like VAs. It helps bridge skill gaps, scale quickly, or take on temporary projects without full-time hires.
Placement Service
A placement service matches businesses with pre-vetted virtual assistants based on their needs. This removes the stress of sourcing, interviewing, and testing candidates—making it easier to find the right fit faster.
Scope of Work (SOW)
The scope of work is a document that clearly outlines the tasks, responsibilities, and deliverables expected from a virtual assistant. It helps avoid misunderstandings and sets the foundation for accountability and performance.
Tools & Software Used by Virtual Assistants
Virtual assistants rely on a range of tools to stay productive, communicate clearly, and manage daily operations. This section highlights the most commonly used platforms and software that power remote support and collaboration.
Slack
Slack is a real-time messaging tool used by teams to collaborate, share files, and stay organised. It helps remote assistants and clients communicate quickly and clearly without relying on email for every message.
Google Workspace
Google Workspace is a suite of productivity tools including Gmail, Google Docs, Sheets, Calendar, and Drive. It allows virtual assistants to collaborate on files, schedule meetings, and manage documents in the cloud.
Zoom
Zoom is a video conferencing platform used for virtual meetings, one-on-one calls, and team check-ins. It helps remote teams connect face-to-face, even across different time zones or continents.
Loom
Loom is a screen recording and video messaging tool used to send quick updates or walkthroughs. It’s perfect for asynchronous communication between virtual assistants and clients who prefer visual instructions over written notes.
ClickUp
ClickUp is a project management platform that helps teams track tasks, set priorities, and manage workflows. Virtual assistants use it to stay aligned with business goals and deliver tasks on time.
Trello
Trello is a visual task management tool that uses boards and cards to organise projects. VAs can use Trello to collaborate with clients, track progress, and manage recurring processes efficiently.
Notion
Notion is a flexible workspace tool used to build wikis, manage documents, and organise workflows. It’s especially popular among startups and remote teams for creating structured knowledge bases and task systems.
Hubstaff
Hubstaff is a time tracking and productivity monitoring tool used by remote teams. It logs hours worked, captures screenshots, and helps ensure transparency in virtual assistant performance and billing.
Calendly
Calendly is a scheduling tool that simplifies meeting bookings. Virtual assistants use it to manage availability, eliminate back-and-forth emails, and streamline appointment coordination for founders or teams.
Airtable
Airtable combines the features of a spreadsheet and database, helping VAs manage content calendars, databases, and internal projects. It’s widely used for organising complex data in an intuitive, visual way.
Communication & Management
Clear communication and good management practices are essential for working effectively with virtual assistants. This section explains key concepts that help remote teams stay aligned, productive, and focused on results.
Daily Check-Ins
Daily check-ins are short updates or meetings that help team members share progress, clarify priorities, and flag roadblocks. They’re commonly used by remote teams to stay accountable and maintain a steady workflow.
Feedback Loop
A feedback loop is the process of giving, receiving, and implementing feedback on a regular basis. It helps improve performance, build trust, and ensure virtual assistants continuously align with business expectations.
Status Updates
Status updates are regular summaries of tasks completed, in progress, or pending. Virtual assistants use them to keep clients informed, set expectations, and provide visibility into ongoing work and productivity.
Standard Operating Procedure (SOP)
An SOP is a step-by-step document outlining how to perform a specific task. SOPs help virtual assistants follow consistent processes and make delegation easier for business owners or team leaders.
Project Brief
A project brief is a short document that outlines the objective, scope, deadlines, and expectations of a task or project. It ensures clarity between a virtual assistant and client before any work begins.
Task Delegation
Task delegation is the act of assigning responsibility for specific tasks to someone else, such as a virtual assistant. Effective delegation frees up your time and ensures that important work still gets done.
Performance Review
A performance review is a structured evaluation of a virtual assistant’s work. It helps assess strengths, identify areas for improvement, and ensures the working relationship remains productive and aligned with business goals.
Communication Cadence
Communication cadence refers to how often updates, check-ins, or meetings take place. Establishing a regular cadence helps remote teams stay connected and maintain consistent expectations on both sides.
Weekly Planning
Weekly planning is the process of setting goals and tasks for the upcoming week. Virtual assistants and clients use this practice to align priorities, stay organised, and prevent work from falling through the cracks.
Task Prioritisation
Task prioritisation involves ranking tasks based on urgency or importance. Virtual assistants use prioritisation frameworks to focus on what matters most and manage their time more effectively.
Startup & Entrepreneur Productivity
Time and focus are everything for founders. This section explains common productivity terms that help startup leaders delegate effectively, protect their energy, and create space for high-impact work with the help of virtual assistants.
Delegation
Delegation is the act of assigning tasks or responsibilities to someone else, often to free up your time. For entrepreneurs, effective delegation to a virtual assistant is essential for scaling without burnout.
Founder Focus
Founder focus refers to the strategic activities that only a founder can do — such as fundraising, product vision, or partnerships. Delegating admin or repetitive tasks helps founders protect this high-value time.
Deep Work
Deep work is a state of focused, distraction-free productivity where complex tasks are tackled with full attention. Virtual assistants help entrepreneurs make time for deep work by handling operational and admin tasks.
Energy Management
Energy management is the practice of organising your schedule and tasks based on personal energy levels. Entrepreneurs use virtual assistants to offload draining tasks and protect their peak energy for creative or strategic work.
Time Blocking
Time blocking is a planning method where specific blocks of time are allocated to different types of work. Virtual assistants can help manage your calendar to ensure deep work and breaks are built into your day.
Decision Fatigue
Decision fatigue is the mental exhaustion caused by making too many decisions in a short time. By letting a virtual assistant handle routine choices or minor tasks, founders conserve decision-making energy for critical matters.
Task Batching
Task batching is the practice of grouping similar tasks together and completing them in one session. Virtual assistants can organise your workflow and batch admin or communication tasks to save time and mental load.
Founder Assistant
A founder assistant is a virtual assistant who works closely with a startup founder to manage admin, scheduling, operations, and communication. They act as a right hand, making it easier to scale with less friction.
Priority Management
Priority management is the skill of identifying and acting on the most important tasks. A good VA helps manage this by flagging deadlines, reducing low-impact work, and keeping your focus on what matters most.
Outsourcing Strategy & Cost Concepts
Understanding the financial and strategic aspects of outsourcing helps you scale smartly. This section defines the core concepts related to outsourcing virtual assistants, cost efficiency, and how to get the most value from remote support.
Outsourcing
Outsourcing is the business practice of hiring external professionals or companies to handle specific tasks or functions. It allows companies to reduce costs, increase flexibility, and focus internal resources on core operations and strategy.
Offshoring
Offshoring involves outsourcing work to professionals or teams in another country, usually where labour costs are lower. It helps businesses scale affordably while accessing global talent with the skills they need.
Cost Per Hire
Cost per hire refers to the total cost involved in recruiting a new employee or assistant. With outsourcing, this cost is typically lower since there are fewer expenses for sourcing, onboarding, and benefits.
Flat Rate Support
Flat rate support is a pricing model where clients pay a fixed monthly or project fee for a defined set of services. This approach provides predictable costs and is commonly used in VA service packages.
Time Value
Time value refers to the economic principle that your time has monetary worth. Entrepreneurs delegate tasks to VAs so they can focus on higher-value activities that generate greater returns or strategic progress.
Return on Delegation (ROD)
Return on delegation is the measurable value you gain by outsourcing tasks to someone else. By passing off admin or low-impact work to a VA, you create more time to focus on strategic growth and revenue.
Hourly Rate
An hourly rate is a pricing model where services are billed based on time worked. Some virtual assistants charge per hour, offering flexibility for short-term or project-based support needs.
Value-Based Pricing
Value-based pricing is a model where the cost of a service reflects the outcome or impact rather than time spent. High-performing VAs often move into this model as they deliver more strategic support.
Opportunity Cost
Opportunity cost is what you give up by spending time on one task instead of another. Hiring a VA reduces the opportunity cost of founders spending time on admin instead of growing the business.
Scalable Support
Scalable support refers to the ability to increase or reduce your virtual assistant capacity based on business needs. It ensures you get the right level of help without long-term commitments or overheads.
