We know the backlog behind every to‑do list.
Files pile up, approvals wait, and simple updates take the long way around. Between inbox, spreadsheets, and apps, it’s easy for routine admin to consume the day.
An Admin VA keeps operations neat, requests logged, data updated, docs filed, and follow‑ups finished — coordinating with stakeholders so your team can move work forward, not shuffle it between folders.
What a Admin VA actually handles
An Admin VA’s job is to keep information accurate and workflows flowing.
In practice, that means:
Inbox &
Request triage
Prioritise, tag, route, and draft replies; make sure simple questions get simple answers quickly.
Data entry
& updates
Maintain sheets/CRMs, reconcile lists, fix formatting, and prepare clean exports for the team.
Documents & templates
Create/format docs, update forms, maintain checklists, and ensure the latest versions are findable.
Scheduling & coordination
Organise meetings, book rooms/links, confirm attendees, and send reminders with buffers.
Weekly reporting
& cadence
Progress snapshot, outstanding items, quick fixes, and a tidy plan for the week ahead.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with overlap for coordination.
You can share access to tools, folders, and preferred templates.
You’re happy to approve naming rules, response macros, and escalation paths.
Not ideal if…
You need specialist work (accounting/legal/IT) or on‑site tasks.
You can share access to tools, folders, and preferred templates.
You’re happy to approve naming rules, response macros, and escalation paths.
How an AI-equipped Customer Support ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
Custom‑train from your stack (email/PM/CRM/docs), tone, templates, and naming rules.
-
Prepare a prompt kit for voice, file conventions, and approval guardrails.
-
Confirm channels, coverage windows, and change‑control steps.
-
You start with a 30‑day plan and a shortlist of quick‑win tidy‑ups to approve.
02
Days 1–7 — Orientation + quick wins
-
Stand‑up cadence (daily brief + priorities + calendar sync).
-
Folder and template tidy: names, versions, and quick fixes.
-
First assists: draft simple replies, update sheets, and schedule meetings.
-
Dashboard basics: surface the 5 numbers you check weekly.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
-
Own Tier 0–1 admin (data updates, scheduling, filing) during overlap.
-
Hygiene becomes habit: current docs, accurate lists, and calm handovers.
-
Accelerators: auto‑summaries of threads, action extraction, and templates.
-
Feedback loop: log common friction and propose “save the week” fixes.
By week 4, updates are punctual, handovers are cleaner, and routine admin stops draining focus.
04
Days 31–60 — Systemise and stabilise
-
SLAs and routing rules baked into everyday habits.
-
Weekly snapshot: what shipped, anomalies, fixes, and upcoming risks.
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Document hygiene: versioned templates (forms, checklists), tidy foldering, findable assets.
Outcome: fewer dangling tasks, faster handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
-
Tighter approvals loop — more decisions prepped, fewer parked.
-
Peak‑period checklists (audits, renewals, events) with coverage plans.
-
Light analytics on cadence (busy windows, repeat requests) and recommendations.
-
Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
overdue items ↓, duplicate work ↓, context‑switching ↓, and your team gains back meaningful hours.
[Map my free 30‑day plan]
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained admin who works in your hours, mirrors your voice, and scales with workload — while we handle hiring, onboarding, payroll/HR/leave, backup, and First‑90‑Days Fit (replacement at no placement fee). Start part‑time or full‑time; switch as needed.
Virtuali VA
,000 AUD
5
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Admin costs by 25%+
(and keep your back office tidy)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go