Hire a virtual assistant and get help with your tasks. It's easy, convenient, and affordable on Apexlistings! Do you have a to-do list longer than a Nairobi traffic jam, emails to answer, posts to schedule, spreadsheets screaming for structure? Somehow, your hands are in everything. You don't need another course, motivational quote, or a 25th Chrome tab promising to fix your productivity.
What you need is real, reliable, affordable help from a virtual assistant. That's what we offer on Apexlistings in easy steps.
- Register a FREE account as a buyer.
- Log in and post a task e.g "I want to hire a virtual assistant to organize my spreadsheet".
- Our virtual assistants will send their quote for the job.
- You then choose one and assign the job.
You see how easy it is to lift the load off your shoulders? Once you get your first job done, you will never have to struggle again to get that document typed, those emails sent, that logo done, those social media posts scheduled! Plus we offer support throughout the process and our freelancers are verified and trained to offer services with privacy & confidentiality.
A Virtual Assistant (VA) is exactly that: someone who lifts the load so you can finally breathe, focus, and grow.
Maybe you are drowning in admin work. Or posting on social media has become a full-time job you did not sign up for. Or you are simply spending more time managing your business than moving it forward.
That is where a virtual assistant steps in, like an invisible partner behind the scenes, making your systems smoother, your days lighter, and your business stronger.
In this article, we will unpack the VAs, the skills they offer, the tools they rely on, and the many types available today, from designers and developers to writers and all-around wizards.
Let us simplify your chaos.
Who is a Virtual Assistant?
A Virtual Assistant (VA) is a remote professional who helps businesses or busy individuals handle specific tasks, often from the comfort of their home or a co-working space with good Wi-Fi and strong coffee.
They are not robots. And no, they do not all wear headsets or answer phones all day. Many VAs today are skilled specialists who work behind the scenes, keeping things running, organized, creative, or visible online.
Think of a VA as your go-to teammate in the background, someone who ensures things get done while you focus on the bigger picture.
Some VAs manage emails and appointments. Others handle social media, design graphics, write blog posts, update websites, or process customer orders. The key is you hire a virtual assistant to handle what you no longer can (or want to).
Unlike hiring a full-time employee, virtual assistants are usually freelancers or contractors, meaning:
- No office space needed
- No long-term contracts
- You pay for what you need
They bring flexibility, speed, and often a high level of expertise to your business — without the paperwork and HR headaches.
Whether you are a small business in Nakuru or a startup founder in Mombasa, hiring a virtual assistant helps you reclaim your time and start running your business — instead of your business running you.
Skills That a Virtual Assistant Has
Not every VA can do everything — and that is a good thing.
Virtual Assistants bring skills comparable to full-time employees but with greater flexibility and often at a lower cost. They are not just task-doers; they are problem-solvers, organizers, communicators, and quiet powerhouses behind businesses of all sizes.
Let us break down the key skills that make VAs indispensable:
1. Communication
In remote work, nothing drives productivity more than clear and timely communication. VAs often manage inboxes, respond to messages, or handle customer service — so being polite, professional, and responsive is non-negotiable.
2. Organization & Time Management
Many virtual assistants manage multiple clients at once which requires them to consistently meet deadlines, organize schedules, coordinate meetings, and stay on top of task lists, often at a level that even busy business owners admire.
3. Technical Know-how
Depending on their niche, VAs may know tools like Canva, WordPress, Notion, Trello, Slack, Mailchimp, and Google Workspace. While they may not be full-stack developers, many VAs can build, fix, and maintain basic systems or websites.
4. Research & Data Entry
Do you need leads, market trends, or competitor info? VAs can dig through the web, pull what matters, and present it in clean, understandable spreadsheets or reports. They often provide the insights that quietly shape key business decisions.
5. Adaptability
The best VAs are fast learners. Whether you are picking a new Customer Relationship Management (CRM) or adjusting to your workflow, they adapt quickly and keep things moving.
In short, a great VA is not someone who helps you out but helps you run smarter.
Think of a VA as an extra brain for your business — handling tasks you’d rather avoid or ones you need to be done faster and better.
Tools That Virtual Assistants Use to Work Smarter
Behind every efficient virtual assistant is a toolkit — not of screwdrivers or paintbrushes, but of apps, platforms, and digital hacks that make the magic happen.
These tools do more than improve speed, they help virtual assistants stay organized, professional, and consistently aware of your priorities.
Here is a peek into the toolbox:
1. Communication Tools
- Zoom / Google Meet – Used for virtual meetings, team updates, and face-to-face check-ins with clients or collaborators.
- Slack – For quick messages, updates, and team chats
- Email Clients – Many VAs use tools like Gmail, Outlook, or Thunderbird for managing multiple accounts
2. Organization & Task Management
- Trello – A card-based system that makes it easy to track tasks visually
- Notion – Like a digital planner, wiki, and to-do list all rolled into one
- Google Workspace – For documents, spreadsheets, calendars, and shared folders
3. Scheduling Tools
- Calendly – Lets clients or customers book appointments without endless back-and-forth
- Google Calendar / Outlook Calendar – Syncs reminders, meetings, deadlines — all in one place
4. Content & Design Tools
- Canva – A VA’s best friend for creating graphics and social media posts
- Grammarly – Helps with writing clean, mistake-free content
- WordPress – Many VAs manage blogs or websites directly through this platform
5. Billing & Time Tracking
- Toggl – Helps monitor how much time is spent on specific tasks or projects.
- PayPal / Wise – Trusted platforms for accepting payments from clients across different countries.
- Wave – Simple invoicing and bookkeeping for freelancers
One of the biggest advantages of working with a skilled VA is their ability to upgrade your systems with smarter, more effective tools.
So, while you're still typing notes into your phone, your VA is building a Trello board that gets things done.
Types of virtual assistants you can hire
1. Graphic Designer Virtual Assistant
If visuals speak louder than words, a Graphic Designer VA is your brand’s translator.
These VAs specialize in creating eye-catching designs that match your brand’s identity, even if you don’t have one fully figured out yet. Whether it’s social media graphics, business cards, product labels, or presentation decks, they ensure your business looks as professional as it sounds.
What Do They Do:
- Design branded social media posts for platforms like Instagram, Facebook, or LinkedIn
- Create flyers, posters, brochures, and logos
- Build brand kits (fonts, colors, templates)
- Format eBooks, lead magnets, and digital courses
- Design business cards, ads, thumbnails, and presentations
Common Tools They Use:
- Canva – For easy, polished graphic work
- Adobe Creative Suite (Photoshop, Illustrator) – For advanced, professional-grade designs
- Figma or Sketch – For user interface (UI) or website mock-ups
- Google Slides / PowerPoint – For business decks and presentations
Why hire a graphic designer:
- Your DIY graphics are taking too long
- You want consistent branding across platforms
- You’re launching a product, an ad campaign, or a rebrand
- You need visuals that stand out from Canva templates
Hiring a Graphic Design VA isn’t just about making things look pretty.
It’s about communicating values at a glance. It’s about design with purpose, turning browsers into buyers and scrolls into clicks.
2. Web Developer Virtual Assistant
A Web Developer VA is the behind-the-scenes builder of your online home.
They don’t just fix websites, but they make sure your business has a fast, functional, mobile-friendly, and secure space on the internet. Whether it’s a blog, portfolio, or full e-commerce store, these VAs help you launch, manage, and maintain your site like a pro.
Hire a web developer to:
- Build and customize WordPress or Shopify websites
- Update plugins, themes, and core site software
- Fix bugs, broken links, and loading speed issues
- Adds pages, sections, or features on demand
- Optimize your site for search engines (SEO)
- Set up newsletters, contact forms, and landing pages
Common tools web developers use:
- WordPress / Elementor – Most VAs use these for flexible, user-friendly websites.
- Shopify / Wix / Squarespace – Ideal platforms for launching e-commerce stores or building polished websites without coding.
- Google Analytics / Search Console – Essential tools for understanding how people find and interact with your website.
- HTML, CSS, and JavaScript basics – A foundational grasp of web languages that helps virtual assistants adjust layouts, fix formatting, or tweak minor site errors.
- SEO plugins like Yoast or Rank Math
Hire a web developer if:
- You’re building your first website
- You’ve spent too much time searching online for solutions to WordPress problems.
- Your site looks outdated or loads too slowly
- You want a contact form, blog, or portfolio, but don’t know how
A good Web Developer VA doesn’t just build something and disappear.
They stick around to keep things running smoothly, so your site feels fresh, secure, and ready for whatever is next.
3. Content Writer Virtual Assistant
A Content Writer VA turns your ideas, knowledge, and updates into polished, professional content that speaks your brand’s voice.
Whether blog posts, website copy, product descriptions, or newsletters, they help you sound confident, consistent, and worth paying attention to, even when writing isn’t your thing.
Hire a writer to:
- Write blog posts, articles, and guest contributions
- Create website copy (About Us, Services, FAQs)
- Draft email newsletters and sales emails
- Write product or service descriptions
- Repurpose existing content for different platforms
- Proofread and edited for clarity and consistency
Common Tools They Use:
- Google Docs / Microsoft Word – For drafting and sharing articles
- Grammarly – For checking grammar and tone
- Hemingway App – For improving readability
- Surfer SEO / Frase – For writing SEO-optimized blog content
- Trello / Notion – For content planning and task tracking
Hire a writer when:
- You want to keep a blog but have no time to write
- You’re writing in circles and not getting conversions
- Your brand voice is inconsistent or unclear
- You have ideas but struggle to structure them into readable content
In the noisy world of online business, words matter.
A skilled writer VA gives your brand a clear, helpful, and human voice, one that builds trust with readers and keeps them coming back.
4. General Administrative Virtual Assistant
Think of a General Admin virtual assistant as your right-hand person, handling all the behind-the-scenes tasks you don’t have time for (or honestly, don’t enjoy).
From answering emails to managing calendars, they keep your business running smoothly while you focus on the big picture.
What do freelance administrative assistants do:
- Manage email inboxes (filtering, replying, organizing)
- Schedule appointments, meetings, and follow-ups
- Manage spreadsheets, docs, and online files
- Handle customer service or client communication
- Monitor task lists and keep you accountable
- Prepare reports and take meeting notes
Common Tools They Use:
- Google Workspace – Email, Docs, Sheets, Drive
- Calendly / Google Calendar – For setting and managing appointments
- Trello / Asana – For organizing daily tasks and progress
- Zoom / Skype / Slack – For communication
- Dropbox / OneDrive – make it easy to organize, store, and share files securely with clients or teams.
When to hire a virtual administrative assistant:
- Your inbox gives you anxiety
- You double-book appointments or forget meetings
- You’re constantly chasing down documents and updates
- You’re doing repetitive admin tasks that steal your time
An admin VA won’t just keep things organized.
They’ll give you mental space, the kind that helps you think, plan, and grow.
How to Choose the Right VA
By now, you’ve seen just how diverse and valuable Virtual Assistants can be.
But with so many types, tools, and skills, how do you pick the right one?
Here are a few thoughtful steps to help you decide:
1. Know What You Need
Before hiring, write down all the tasks that slow you down, frustrate you, or take up time you’d rather spend elsewhere. Whether managing emails, designing social media posts, or handling your blog, knowing what you need makes your search sharper and easier.
2. Focus on Value, Not Just Cost
Don’t just look at the hourly rate. Ask yourself: What is my time worth?
A skilled VA might charge more, but if they free up 10 hours of your week and help you earn more, the return on investment is worth it.
3. Start Small, Test First
Give your VA a trial project, something small but meaningful. See how they communicate, how quickly they deliver, and whether their quality matches your expectations. It’s a smart, low-risk way to build trust.
4. Treat your VA as a trusted partner, not just a service provider
When the VA and client value each other's input, the partnership becomes productive. Keep communication open, provide clear feedback, and treat your VA like a team member, not just a task machine.
Conclusion
Hiring a virtual assistant goes beyond time management. It is about scaling your efficiency and focus, creating mental space, building systems, and making your business more efficient.
The smartest entrepreneurs are not the ones who do it all; they are the ones who delegate well.
And with the right VA on your side, you do not just grow your business, you grow your freedom. Take the first step and try out our platform. Register a free account, post a virtual task on our task board, get to interact with our virtual assistants, and your life will never be the same again!
