Virtual Assistant Guide: Cost, Best Services, Expectations (2025)

It's 8 PM on a Tuesday, and you're still answering emails from three days ago. Your calendar looks like a game of Tetris. You've got client calls to schedule. Invoices to chase. And a presentation due tomorrow—that you haven't even started. Meanwhile, your phone keeps buzzing with tasks that feel urgent. But are they really moving your business forward?

Sound familiar? You're not alone. This is exactly why more business owners are turning to a virtual assistant for help. A virtual assistant can handle the routine tasks that eat up your day, giving you back time to focus on what actually grows your business.

In this guide, we'll cover everything you need to know about virtual assistant services. What they do, how much they cost, and how to find one that fits your needs. By the end, you'll know whether hiring a virtual assistant makes sense for your situation and exactly how to get started.

What Is a Virtual Assistant?

A virtual assistant is a skilled professional who provides administrative, technical, or creative support to businesses remotely. Instead of working in your office, they work from their own location and communicate with you through phone, email, and online tools.

The key difference between a virtual assistant and a traditional employee is location and employment structure. Virtual assistants work independently or through specialized companies. They use their own equipment and workspace.

You typically pay them per hour or through service packages rather than a full salary with benefits.

Virtual assistants come in two main types: generalists and specialists. Generalist virtual assistants handle a wide range of basic tasks like:

• Email management
• Scheduling, and
• Data entry

Specialist virtual assistants focus on specific skills like

• Bookkeeping,
• Social media management, or
• Customer service

This means you can find a virtual assistant who matches your exact needs without hiring a full-time employee. And this is especially useful for tasks that might only take a few hours per week.

8 Best Virtual Assistant Services (Editor’s Picks)

1) Boldly — Premium fractional executive assistants

• Overview: Long-tenured, US/UK-based talent matched to founders and senior leaders.
• Pricing & model: Monthly subscription with set hours; flexible scale-up; premium rates.
• Best for: Executive support, complex scheduling, vendor/stakeholder coordination.
• Standout features: Senior EAs, low churn, strong culture fit matching.
• Watch-outs: Higher cost; waitlist/availability in some regions.

2) BELAY — US virtual assistants with bookkeeping & social add-ons

• Overview: Managed service with rigorous vetting and dedicated account support.
• Pricing & model: Packaged monthly plans; add-on services (bookkeeping, social).
• Best for: SMBs that want one vendor for admin + light ops.
• Standout features: Process-driven onboarding; quality control via team leads.
• Watch-outs: Less value if you only need a few ad-hoc tasks.

3) Time etc — Long-running VA provider with strong SME focus

• Overview: Dedicated assistants, easy ramp, and task quality review.
• Pricing & model: Hour bundles on subscription; unused hours roll (check policy).
• Best for: Owners who need 10–60 hrs/month of consistent admin help.
• Standout features: Long track record; writer/editor talent pool.
• Watch-outs: Not ideal for heavy specialist work (legal/finance/IT).

4) Prialto — Managed VA teams for process-heavy roles

• Overview: Team-based model with documentation, coverage, and QA baked in.
• Pricing & model: Managed seat(s) on monthly subscription.
• Best for: Sales ops, CRM hygiene, research, repeatable workflows at scale.
• Standout features: Process docs, backup coverage, manager oversight.
• Watch-outs: More “program” than “person”—great for playbooks, less for one-off creative.

5) Double — Executive assistants with modern tooling

• Overview: High-touch EAs, strong mobile app, async collaboration.
• Pricing & model: Monthly plans by hours; simple scale up/down.
• Best for: Busy execs who live on mobile and love clean workflows.
• Standout features: App-first experience; calendar mastery.
• Watch-outs: Premium pricing; limited availability by region.

6) Zirtual — US-based dedicated assistants for founders & pros

• Overview: Straightforward packages; good generalist coverage.
• Pricing & model: Tiered monthly plans by hours.
• Best for: Solo owners, creators, coaches needing steady admin help.
• Standout features: Simple bundles, easy to start.
• Watch-outs: Less depth for complex/specialized tasks.

7) Delegated — US assistants with personal + business blend

• Overview: Dedicated VA who can handle home + office logistics.
• Pricing & model: Monthly subscription with rollover (confirm current terms).
• Best for: Owners who want one person for life + work admin.
• Standout features: Lifestyle + business coverage.
• Watch-outs: Not a fit for enterprise-grade SOPs.

8) Wing Assistant — Outsourced dedicated assistants with team support

• Overview: Cost-efficient, global talent; wide service catalog.
• Pricing & model: Flat monthly per role; optional specialist add-ons.
• Best for: Startups needing many hours and predictable cost.
• Standout features: SOP libraries; multirole options (admin, SDR, support).
• Watch-outs: Time zones and training expectations matter—set SLAs early.

What Virtual Assistants Actually Do

The beauty of virtual assistant services is their versatility. Here's what most virtual assistants can handle:

Administrative Tasks

These form the core of most virtual assistant work. This includes:

• Email management,
• Calendar scheduling,
• Appointment setting
• Travel planning
• Document preparation

A virtual assistant is really so helpful for business owners looking to keep their daily operations running smooth.

Customer Communication 

This is another major area. Virtual assistants can:

• Respond to customer inquiries
• Follow up on leads
• Manage customer databases
• Handle basic customer service issues

They often become the friendly voice that customers associate with your business.

Research and Data Entry Tasks

They that take forever when you do them yourself, don't they? Well I assure you they become much more manageable with a virtual assistant. Market research, competitor analysis, contact list building, and CRM updates all fall into this category.

Content and Social Media Support

This is increasingly popular. Virtual assistants can:

• Write blog posts
• Manage social media accounts
• Create graphics, and
• Handle online marketing tasks

Support for Specialized Industries

An executive virtual assistant might handle high-level tasks for busy executives. They usually have experience working with C-level professionals. So, they'll understand the nuances of executive support.

A real estate virtual assistant might specialize in MLS research, lead qualification, appointment scheduling with potential buyers, and transaction coordination. They understand real estate terminology and processes. This makes them much more valuable than a general virtual assistant.

The key is matching the virtual assistant's skills with your specific needs. (As opposed to trying to make a generalist work for specialized tasks).

Virtual Assistant vs Virtual Receptionist

People often confuse virtual assistant services with virtual receptionist services. But they serve different purposes in your business.

A virtual receptionist focuses specifically on live call handling. They:

• Answer your business phone
• Take messages
• Schedule appointments
• Provide basic information to callers

Think of them as your front desk person who happens to work remotely. Virtual receptionists are perfect for businesses that get a lot of phone calls. Especially ones that don't want to miss opportunities when they're busy with clients. (Which should be everyone!).

A virtual assistant on the other hand, primarily works on back-office tasks. We've already covered it so we won't go over it again. But, most virtual assistants work behind the scenes to keep your business running well.

The communication styles differ too. Virtual receptionists need excellent phone skills. They also need the ability to represent your business professionally to callers in real-time. Virtual assistants need strong written communication and project management skills. (Since most of their work involves email, documents, and online tools).

Many businesses benefit from both services. A virtual receptionist handles incoming calls while a virtual assistant manages the administrative work that results from those calls. It's not an either-or decision. They actually complement each other well.

How Much Does a Virtual Assistant Cost?

The real question: how much do they cost? Let's take a look. But remember, pricing varies significantly based on several factors.

Hourly Rates

This is the most common pricing structure. General virtual assistants typically charge $15-40 per hour. Specialized virtual assistants (upskilled) often charge $30-75 per hour.

Package Pricing

An increasingly popular plan. Many virtual assistant companies offer monthly packages that include a set number of hours or specific deliverables. These packages often provide better value than hourly rates and make budgeting easier. It's hard to give an exact number on these as pricing plans vary wildly!

US-based vs overseas virtual assistant pricing shows significant differences. US-based virtual assistants typically charge $20-75 per hour, while overseas virtual assistants might charge $8-25 per hour. The lower cost comes with trade-offs in time zone alignment, cultural understanding, and sometimes communication clarity. Learn about the benefits of having your calls answered in the US here.

Several factors drive virtual assistant pricing higher:

• Specialized skills and certifications
• Experience level and track record
• Tools and software proficiency
• Security and confidentiality requirements
• Complex or high-stakes projects

ROI Calculation 

If you're going to get a virtual assistant, you might want to do the math beforehand to see if it justifies the cost. If you bill $100 per hour for your professional services but spend 10 hours per week on administrative tasks, hiring a $25/hour virtual assistant for those tasks saves you $750 per week in opportunity cost.

How to Hire a Virtual Assistant

Finding the right virtual assistant takes some planning, but the process doesn't have to be overwhelming. Here's a step-by-step approach:

Step 1: Define Your Tasks

List everything you want your virtual assistant to handle. Be specific about deliverables, deadlines, and quality expectations. This helps you find someone with the right skills and gives you a framework for evaluating candidates.

Step 2: Choose Your Model

Virtual assistant companies provide managed services with backup coverage, training, and quality control. You work with the company, and they assign virtual assistants to your account.

Virtual assistant agency models offer more personalization. Agencies match you with specific virtual assistants based on your needs but provide oversight and support.

Marketplace platforms like Upwork or Belay connect you directly with individual virtual assistants. You handle the relationship management yourself but often get more flexibility and potentially lower costs.

Step 3: Vet Skills and Communication

Look for virtual assistants who have experience with your specific tasks. Ask for examples of similar work they've completed. Most importantly, evaluate their communication style. You'll be working together remotely, so clear, proactive communication is essential.

Green flags include prompt responses, specific questions about your needs, examples of past work, and professional communication style.

Red flags include vague responses, unwillingness to provide references, prices that seem too good to be true, and poor English communication if that's important for your business.

Step 4: Start with a Pilot Project

Begin with a small, defined project before committing to ongoing work. This lets both of you evaluate the fit without a major commitment. A good pilot project takes 5-10 hours and involves tasks the virtual assistant will do regularly.

Step 5: Iterate and Improve

Based on your pilot project, refine your expectations and processes. The best virtual assistant relationships improve over time as both sides learn what works best.

How Do You Manage a Virtual Assistant?

Successfully working with a virtual assistant requires some upfront planning and ongoing communication. Here's how to set yourself up for success:

Gather the Essentials for Onboarding

Create Standard Operating Procedures (SOPs)

Document exactly how you want things done, including templates, formatting requirements, and quality standards. This prevents confusion and ensures consistency.

Provide Access to Systems Your VA Will Use

This might include your email, calendar, customer management system, or project management tools. Set up appropriate permission levels to maintain security.

Establish Communication Rhythms From Day One

Decide how often you'll check in, what communication channels to use, and how to handle urgent issues. Many successful virtual assistant relationships include brief weekly check-ins plus project-specific communication.

Avoid the 'Micromanaging' Trap

Trust your virtual assistant to manage their time and approach to tasks. Focus on outcomes rather than monitoring every step of the process. If you find yourself constantly checking in or redoing their work, either your instructions weren't clear enough or you need a different virtual assistant.

Set Clear Expectations 

For deadlines, quality standards, and communication preferences. Then give your virtual assistant space to deliver.

Provide Feedback 

Regularly but constructively. Point out what's working well in addition to areas for improvement. Good virtual assistants want to meet your expectations and will adjust their approach based on your input.

Stay Safe Digitally!

Implement basic security practices when giving a virtual assistant access to your business systems. Use role-based permissions that limit access to only what they need. Consider using password managers for shared account access.

Be thoughtful about what sensitive information you share, especially early in the relationship.

When is a Virtual Assistant Not the Answer?

A virtual assistant works well for certain types of tasks and business situations, but isn't the right solution for everything.

Virtual Assistant Services Excel At:

• Recurring administrative tasks that follow clear procedures
• Research projects with defined parameters
• Email and calendar management
• Customer follow-up and basic customer service
• Data entry and CRM maintenance
• Content creation with clear guidelines
• Social media management and posting

Fast wins typically include inbox cleanup, calendar organization, and customer database maintenance. These tasks show immediate results and free up significant time for business owners.

Don't Use a Virtual Assistant For:

• Tasks requiring in-person presence or local knowledge
• Highly regulated activities (like medical or legal work) without proper oversight
• Strategic decisions that require deep business context
• Emergency or real-time crisis management
• Tasks involving sensitive financial or legal information without proper security measures

The key is matching the complexity and importance of the task to the virtual assistant's experience level and your comfort with delegation.

Frequently Asked Questions About Virtual Assistants

How Much Does a Virtual Assistant Cost?

Virtual assistant cost typically ranges from $15-75 per hour. This depends on their location, skills, and experience level. US-based generalist virtual assistants usually charge $20-40 per hour. Specialists can charge $40-75 per hour. Overseas virtual assistants often charge $8-25 per hour. But they may require more management and communication effort.

Is a Virtual Assistant Worth It?

If you regularly spend time on tasks that someone else could do more

• Efficiently or
• At a lower cost than your hourly rate

Then yes. If you bill $75 per hour but spend 10 hours per week on administrative tasks, hiring a $25/hour virtual assistant saves you money and frees up time for revenue-generating work. The key is having enough consistent work to justify the relationship.

Virtual Assistant vs Virtual Receptionist?

A virtual assistant focuses on back-office tasks like email management, research, and administrative projects. A virtual receptionist specifically handles live phone calls, takes messages, and schedules appointments. Virtual assistants work on projects behind the scenes. Virtual receptionists interact directly with your customers in real-time. Many businesses benefit from both services.

US-Based vs Overseas—Which Should I Choose?

US-based virtual assistants typically offer better time zone alignment, cultural understanding, and communication clarity. Overseas virtual assistants provide cost savings but may have language barriers or work during different hours. Choose based on your budget, communication needs, and the complexity of tasks. Simple, well-documented tasks work well overseas, while nuanced customer interaction often works better with US-based virtual assistants.

Part-Time Virtual Assistant or Full-Time?

Part-time virtual assistant arrangements (10-20 hours per week) work well for small businesses with moderate administrative needs. They offer flexibility and lower commitment. Full-time arrangements provide dedicated support. They also have better rates! But, they often require consistent work to justify the expense. (Start part-time and scale up as your needs grow!)

How to Manage a Virtual Assistant From Day One?

Start your virtual assistant relationship with a clear onboarding process. Provide access to necessary tools, share your standard operating procedures, and assign a small pilot project. Establish regular check-in times and communication preferences. Focus on outcomes rather than micromanaging their process. Give feedback early and often to set the right expectations.

Keep Work Human, Offload the Busywork

A virtual assistant isn't about replacing human connection in your business. It's about freeing up your time to focus on the relationships and decisions that actually need your personal attention. The right virtual assistant handles the routine tasks that bog you down so you can spend more time with customers, develop new services, or simply have a better work-life balance.

The key to success is starting small and building the relationship over time. Define a few specific tasks you want help with, find a virtual assistant with relevant experience, and test the arrangement with a small project first.

Your Next Steps:

• List 5-10 tasks you'd like to delegate
• Decide whether you need a generalist or specialist
• Research virtual assistant companies that fit your budget
• Prepare clear task descriptions and quality standards
• Start with a pilot project to test the relationship

Remember, the goal isn't to hand off everything you do – it's to delegate the busywork so you can focus on what only you can do for your business.