Virtual Assistant Tools for Beginners

As a virtual assistant, it’s crucial to learn the essential tools and software to support your clients and work effectively. You don’t need to be confident with every tool from the start, but you do need to understand and be comfortable using them to succeed in your VA career.

Based on my experience, these are the tools and software I’ve used over the past two years as a virtual assistant, specifically in the executive assistant niche. But whether you’re in the EA niche or not, this list will guide you toward the best tools to learn as you start your VA journey.

Laptop on a desk with a cup of coffee and a pair of eyeglasses and a small plant

If you’re an aspiring virtual assistant, this post will help you get familiar with 10 essential tools to kick-start your career.

Document & Office Tools

Google WorkSpace & Microsoft Office

Google Workspace and Microsoft Office are at the top of the list of essential tools you need to learn as a virtual assistant. To manage admin tasks, you’ll often need to create reports and other documents using either Word or Google Docs. You’ll also use spreadsheets in Excel or Google Sheets for financial data or managing contact lists, and PowerPoint or Google Slides for presentations. But the use of these three office tools will largely depend on your client’s business and your specific role. As for me, I don’t handle financial data and mainly use spreadsheets to track sessions and client information.

That said, you can either use Google Workspace for free or subscribe to Microsoft Office. I prefer Google Workspace not only because it’s free, but also because it’s more user-friendly. You won’t really need Microsoft Office unless your client specifically uses it. In my case, my client uses Microsoft Office, particularly for PowerPoint presentations. But I kept running into formatting issues when converting from Google Slides, and I couldn’t access her PowerPoint files directly either. Eventually, I decided to invest in an annual Microsoft Office subscription out of my own pocket to save time and avoid the hassle.

Visual Design Tool

Canva

Canva is another tool that every aspiring virtual assistant should get familiar with. Whether you’re creating social media graphics, presentations, or marketing materials, Canva is one of the best design tools for virtual assistants. In fact, having Canva skills can give you an edge in your virtual assistant career, as many clients prefer someone with experience using the platform.

If you don’t have experience using Canva yet, you can take advantage of Canva Design School, where you’ll learn the basics and start improving your skills. A free Canva account is enough to get started, and in some cases, like mine, clients will add you to their Canva team. Canva is one of the tools I use most as an Executive Assistant, so it’s not limited to creative VA roles. So I recommend that you take some time to learn the platform, as it’s a valuable skill to have as a VA.

Email Management

Gmail & Microsoft Outlook

Email management is a major part of being a virtual assistant. Clients often rely on you to manage their inbox and respond to emails. Depending on the client’s preference, you’ll likely be using either Gmail or Microsoft Outlook. Gmail is more commonly used, but some clients do use Outlook. Explore one or both of these email platforms to better prepare yourself once you land a client.

When I was just starting out, I practiced managing emails using Gmail, including learning how to use filters and labels. Most training programs also focus on Gmail rather than other email platforms. However, my first client used Microsoft Outlook. Even though it was different from Gmail, it was still easy for me because I was already familiar with organizing and managing inboxes.

Scheduling Tool

Calendly

As a virtual assistant, you may also be in charge of scheduling meetings or appointments, and using a tool like Calendly can help you do this more efficiently. When you’re scheduling meetings for your client, the back-and-forth emails between both sides can take up a lot of time. But with a scheduling tool such as Calendly, setting up meetings becomes easier.

When I first started working with my client, I suggested using Calendly for those who wanted to book a meeting with her. I still coordinate meetings via email, but having Calendly has reduced the back-and-forth. I also choose to use the other party’s scheduling tool, if available, when booking meetings for my client — It’s not only convenient but also very efficient.

Virtual Meetings

Zoom

Zoom is another important tool that virtual assistants should become familiar with. When you start working with a client, you may have weekly or monthly check-ins via Zoom — but it isn’t just for meetings with your client. If you’re in charge of scheduling, you’ll also need to link your client’s calendar to Zoom and make sure the meeting details match on both platforms.

Some clients also hold webinars or sessions and may require their VA to act as the moderator. So it’s helpful to learn how to use Zoom — from moderating to screen sharing, and accessing meeting reports or recordings. With that said, you may be responsible for managing the back end of Zoom or any other virtual meeting platform your client uses.

AI Writing & Brainstorming

ChatGPT

Part of being a VA is staying updated with new tools that boost productivity and efficiency. One example is learning how to use AI tools like ChatGPT. It’s definitely one of the essential tools that can help you as a virtual assistant, especially when your client asks you to do an unfamiliar task.

I’ve learned about the best tools to use for specific tasks through ChatGPT. Think of it as your assistant — it can help you with everything from writing to handling more technical tasks. But keep in mind that it can make mistakes, so always double-check your work.

Task Management

Asana

In order to stay on top of your tasks, tools like Asana can help you manage them and track projects more effectively. You can organize your tasks based on urgency and ensure deadlines are met. Aside from Asana, there are plenty of alternative tools such as Trello or ClickUp. But this will also depend on what your client is using.

However, you can still choose to use a separate task management tool for your own organization. Personally, I use Microsoft To Do because I prefer having a system that’s separate from my client’s. I use Asana to view the tasks assigned to me, but I create my own checklist in Microsoft To Do. This helps me tick off each task as I go, just for my own reference.

Transcription Tools

Otter.ai

Transcription tools can be incredibly helpful for transcribing meetings or audio recordings into text. My go-to tool is Otter.ai, as it also functions as a note-taker and provides summaries and action items. So you don’t have to worry about missing any important details from your meetings with clients.

Sometimes, my client asks me to convert audio from videos or recordings into text, and Otter.ai makes it easy to get the job done. The great thing about Otter.ai is that its basic plan includes 300 free minutes each month. So the free plan is more than enough for my tasks, and I don’t have to subscribe to the Pro version.

PDF Management

iLovePDF

PDF management tools are essential for virtual assistants, as clients might ask you to convert a PDF file to Word or vice versa. iLovePDF is my go-to tool for these kinds of tasks, especially for editing PDFs. Since not all tools are covered by clients, iLovePDF is one of the best free alternatives out there.

As a virtual assistant, you need to be prepared to handle a variety of tasks. That’s why it’s important to find the right tool for each specific task assigned to you. From converting files to merging or editing PDFs, iLovePDF is another valuable tool that helps you manage these tasks efficiently.

Google Drive

Using file storage and sharing tools like Google Drive or Dropbox is a must for every virtual assistant. Google Drive is where my clients and I store all our files, organized into folders for easy access and management. It’s also a convenient way to share files—I can simply upload them and send the link to my client.

When I started with my client, one of the first things she did was share her Google Drive link with me. So, either your client already uses it, or you can take the initiative to set up Google Drive to help them organize files and streamline other business processes.

These are some of the essential tools you’ll likely use or encounter once you start your VA career. Of course, depending on your niche and your client’s business, you might use different or additional tools. In my case, aside from the ones mentioned above, I also use QuickBooks for invoicing, along with other tools specific to my client’s business.

It can feel overwhelming at first with all the tools you need to master, but it gets easier once you get the hang of it. Just stay open to learning and be resourceful as you navigate your journey as a virtual assistant.

If you’re just getting started, check out my guide on How to Become a Virtual Assistant.

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Simply Sha