10 Tasks CEOs Can Outsource To Virtual Assistants To Gain Back Time

As leaders of their respective companies, CEOs are naturally very busy, so often it can make sense to outsource tasks to a virtual assistant, or VA. From simple yet time-consuming tasks like scheduling meetings and managing emails to more involved tasks such as research and report preparation, VAs can help CEOs gain back a significant amount of time during their workday, allowing them to turn their focus back to vital decision-making and operational tasks.

But not every task a CEO may have on their to-do list each day can be assigned to someone else, so what are the tasks best suited for a virtual assistant? Here, the members of Young Entrepreneur Council weigh in with 10 tasks they recommend CEOs outsource to VAs and why doing so will save them so much time.

1. Preparing Reports And Presentations

CEOs should outsource very time-consuming tasks that are not core to their business. One particular activity that can be outsourced and save a great deal of time for very busy executives is preparing reports and presentations. This task usually requires many hours of detailed work and customization. Depending on the project’s specificities and required information, it may take up to four hours. However, this task does not necessarily require a high-ranking executive’s direct intervention, as data can be easily shared and processed by virtual assistants. – Riccardo Conte, Virtus Flow

2. Arranging Travel Details

As the co-founder of a virtual assistance company, I know the value a VA brings to CEOs. They mainly assist with key tasks like calendar and email management, filtering messages, setting meetings and optimizing schedules, freeing up a lot of time. One area where my VA excels is travel management, handling everything from bookings to itineraries. This service has been pivotal for me. Having my travel organized just as I want, without investing my own time, has been a liberating experience. It allows me to focus on driving my company’s growth. – Alfredo Atanacio, Uassist.ME

3. Scheduling Meetings And Appointments

One task CEOs should outsource to a virtual assistant to help them save time is scheduling meetings and appointments. Allowing others to be able to schedule time on your calendar without requiring the back-and-forth conversation makes the process much more efficient. – Jordan Edelson, Appetizer Mobile LLC

4. Managing Emails

One task that stands out as ideal for outsourcing to a virtual assistant is managing emails. By entrusting this responsibility to a VA, CEOs can reclaim valuable time and alleviate the burden of sifting through and answering countless messages, allowing them to concentrate on more pressing matters. – Kristin Kimberly Marquet, Marquet Media, LLC

5. Monitoring Industry News

Outsourcing industry news monitoring to a virtual assistant is a wise choice for busy CEOs. VAs can save time by scanning multiple sources, summarizing key updates and filtering out noise. They can provide curated insights tailored to the CEO’s interests, allowing them to focus on strategic planning. VAs can also bring strong research skills, ensuring accurate and relevant information. With timely industry updates, CEOs can anticipate trends, adjust strategies and maintain a competitive edge. By entrusting this task to a capable VA, CEOs can make informed decisions in a dynamic business landscape. – Abhijeet Kaldate, Astra WordPress Theme

6. Handling Media Mentions

I would hire a VA to manage media mentions from social media, forums and the news. Very often, businesses and CEOs get mentioned online but it’s difficult to track when and where this is happening. As a result, it becomes impossible to respond to such mentions or to promote featured posts and so on via social media. Having a VA to take care of PR and media mentions ensures that you leverage the opportunity whenever you see that you’re being talked about online. And they can be trained to leave comments, share the posts or discussions on social media and so on. This is a great way to handle the PR side of things without wasting time. – Syed Balkhi, WPBeginner

7. Taking On Administrative Tasks

It’s best for CEOs to outsource their administrative tasks to virtual assistants. Administrative tasks are generally mundane and repetitive and yet often time-consuming. The tasks may include, but are not limited to, answering phone calls, maintaining a schedule, booking appointments, responding to emails and so on. Outsourcing such tasks can save a lot of time for CEOs and help them focus on things that matter. – Stephanie Wells, Formidable Forms

8. Updating And Managing Your CRM Database

Customer relationship management is a task CEOs should outsource to a virtual assistant to save time. VAs can handle updating customer information, tracking interactions and managing databases efficiently. This frees up CEOs to focus on strategic decision-making. With a VA managing routine customer communication, CEOs can ensure timely engagement and enhance customer satisfaction. By delegating CRM to a capable VA, CEOs gain organized data, enabling informed decisions on sales, marketing and customer service strategies. Outsourcing CRM streamlines your workflow, strengthens customer relationships and drives business success. – Pratik Chaskar, Spectra

9. Creating And Repurposing Content

CEOs should outsource content creation tasks like writing articles, blog posts and press releases to a virtual assistant. These can also include guest posting on relevant websites, creating marketing materials like whitepapers and e-books, and proofreading copy before it is sent. Ensuring that the content calendar is created in time and that content is consistently posted on blogs and relevant social media is also critical. The VA can even respond to customer questions on blogs and social media posts, and work on repurposing old content from interviews, webinars and podcasts and applying it to current projects, thus saving on critical time that the CEO can use for more crucial purposes than repetitive tasks. – Brian David Crane, Spread Great Ideas

10. Conducting Research

Some of the more obvious tasks to outsource to a virtual assistant include emails and phone calls, but it also really helps to give them the task of research. Especially today, it’s critical to stay on top of the latest trends and industry news—technology alone is changing at a staggering pace. A virtual assistant can help you collect information, look for articles, keep up with the latest news and dive into other in-depth research tasks. Some virtual assistants can even help with completing competitor analyses. Of course, you will still need to read the relevant materials yourself, but having a virtual assistant gather and keep up with the information for you saves valuable time and energy. – Blair Thomas, eMerchantBroker