What Can a VirtualAssistant Do for You?

A virtual assistant can take on repeatable computer and phone work: inbox and calendar, common customer replies, order and invoice admin, CRM updates, research and appointment setting. Start with weekly tasks that follow the same steps and do not need your judgement — keep pricing, hiring, legal sign-off and large refunds with you.

This guide lists typical VA tasks, shows what still needs owner approval, and gives one anonymised Telex operations example. More on VA options: https://www.telexph.com/virtual-assistant-philippines and https://www.telexph.com/hire-virtual-assistant-philippines.

Most VA work falls into six groups:

- Inbox and calendar: sorting email, drafting replies for your approval, booking meetings and sending reminders.

- Customer support: answering common questions by email, chat or phone, logging tickets and following up.

- Sales support: updating your CRM, qualifying enquiries, booking appointments and chasing quotes.

- Admin and back office: data entry, order entry, raising invoices from approved data and filing documents.

- Research and reporting: supplier and competitor research, and weekly reports pulled from your tools.

- Social and website: scheduling posts you have already approved and updating product listings.

A good VA works inside your own tools with their own login, so you keep control of the data and can see the work as it happens.

Use this split when you write the VA checklist.

Task | VA can usually do | Still needs owner approval

Sort and label inbox | Yes | Which folders and rules to use at set-up

Draft customer replies | Yes | Send on your behalf until you trust the tone

Book meetings in your calendar | Yes within open slots | New meeting types or after-hours exceptions

Update CRM fields from a script | Yes | Changing pipeline stages or deal values

Raise invoice from approved order data | Yes | Credit notes, discounts, new payment terms

Qualify inbound leads against a scorecard | Yes | Final accept/reject when the lead is borderline

Schedule approved social posts | Yes | New creatives, offers or brand claims

Process a standard refund under a $ limit | Yes if you set a limit | Refunds above the limit, or goodwill credits

Supplier payment to a known payee | Prepare only | Authorise the payment

Pricing, hiring, legal or contracts | Prepare notes only | Always owner

Review the approval list after two weeks and tighten or loosen limits from real examples, not guesses.

1. For one week, write down every task you do and roughly how long it takes.

2. Mark each task as repeatable, rules-based, or needing your judgement.

3. Pick three to five repeatable tasks that each take at least an hour a week.

4. Write a short checklist for each one, or record your screen while you do it.

5. Agree what the VA can decide alone and what needs your approval (use the table above).

6. Review after two weeks, then add the next tasks.

If the VA will see customer information, check APP 8 (Australia) or IPP 12 / Privacy Act s 11 (New Zealand) first.

Telex example (anonymised, from verified ops reporting): on support accounts, agents work inside the client’s tools with individual logins, receive regular 1-on-1 coaching, and QA calibration runs on the account. When an account’s workload changes, Telex redeploys trained staff before opening external hiring, which helps keep cover steady. Coverage is set per account — some Telex accounts run 24-hour operational coverage; others run 8–20 hours or weekends. That same pattern is how we set up a VA: your tools, your rules, coaching behind the person.

Bring your task list to a call and we will suggest the first handovers: https://www.telexph.com/contact.