At 7:00 PM, you're still at your desk. You’re responding to emails, rescheduling a meeting for the third time, and trying to remember if you ever confirmed that flight for next week’s conference.
You haven’t eaten dinner, your to-do list keeps growing, and that big project you wanted to focus on? It’s still untouched.
For many business leaders, this kind of day isn’t the exception; it’s the norm. A general virtual assistant can make all the difference. These remote professionals handle the recurring tasks that eat up your time—from calendar coordination and inbox management to content scheduling and travel arrangements—so you can get back to high-impact work.
When you're out of time, stuck in bottlenecks, or juggling unreliable support, something has to give. A smarter solution can help you regain control and focus.
Prialto’s managed general virtual assistant service gives you reliable, scalable support, without the process of hiring or managing another administrative assistant.
Table of Contents
- What is a general virtual assistant?
- 5 signs you are ready to hire a general virtual assistant
- What are the tasks a general virtual assistant can manage?
- Why choose a Prialto general virtual assistant
What is a general virtual assistant?
A general virtual assistant (VA) is a remote professional who provides administrative support to businesses from anywhere in the world. Think of them as your behind-the-scenes productivity partner. They handle the day-to-day tasks that keep things running smoothly so you can focus on strategy and growth.
Essentially, a general virtual assistant is like an executive assistant but for a whole team.
General VAs can tackle a wide variety of tasks but typically help with:
- Scheduling
- Inbox management
- Data entry, research
- Travel booking
- Customer support
- Social media management
They're especially valuable for teams who need more hours in the day but aren’t ready to hire a full-time executive assistant.
There are a few different ways to work with a general VA:
- Freelance VAs: Often hired through platforms like Upwork or Fiverr. They’re flexible and cost-effective but require hands-on training and management.
- Unmanaged VA services: These providers match you with a VA but don’t offer ongoing support. You're responsible for onboarding, workflows, and performance tracking.
- Managed VA services: This model (like what Prialto offers) includes fully trained assistants, ongoing management, and built-in support systems, so you get help without the hassle.
Business owners hire general VAs to get time back and reduce daily stress. They handle time-consuming and repetitive tasks that slow you down. Whether you're a solo founder or running a small business, a VA helps keep your business moving forward.
5 signs you are ready to hire a general virtual assistant
Hiring a virtual assistant isn’t only for busy CEOs or fast-growing startups. It’s for any business leader, executive, or entrepreneur who feels like they’re constantly behind, even after a full day of work.
Here are five clear signs it might be time to bring in extra support:
1. Time escapes you
If you feel like there’s never enough time in the day, you’re not alone. According to a Clockify study, the average professional spends over 3.6 hours per day on administrative duties. That’s nearly 18 hours a week not spent on high-impact work.
When your day is filled with scheduling meetings and formatting documents, it’s no wonder the strategic stuff gets pushed aside.
A general VA can step in to handle:
- Calendar coordination
- CRM organization
- Travel and email management
- Project management
- Research and data entry
- Internal process documentation
- Expense tracking and report prep
- And much more
2. Unreliability of in-house assistants
Hiring and retaining in-house assistants can be challenging. The costs associated with employee turnover are substantial. According to the 2024 Retention Report by the Work Institute, US companies spent nearly $900 billion in 2023 to replace employees who quit. On average, the cost to replace an employee is approximately 33% of their annual salary.
This includes expenses related to recruiting, onboarding, training, and the loss of productivity during the transition period.
Beyond the financial aspects, in-house assistants may face challenges such as:
- Limited skill sets: They might not possess the diverse skills required to adapt to evolving business needs.
- Availability issues: Personal commitments, health issues, or other unforeseen circumstances can lead to unexpected absences.
- Training and management: Continuous training and supervision demand time and resources, diverting attention from core business activities.
Fully managed virtual assistant services offer a more reliable and cost-effective solution. These services provide assistants who are pre-vetted, trained, and managed by the provider, ensuring consistency and quality in their work.
Businesses can also save by reducing expenses related to office space, equipment, and other overhead costs.
3. Inability to scale support
As your business grows, so do your support needs. Often though, hiring a full-time assistant right away isn’t the best fit. When you’re scaling up, the flexibility of general virtual assistants can be a big advantage.
Whether you need help a few hours a week or full-time coverage, you can scale up or down based on your workload and budget.
There are three common models to choose from:
Fractional general virtual assistants
Fractional or part-time VAs give you targeted support for the days and hours you need. You’re not locked into a 40-hour workweek. You could start with 10 or 20 hours per week and increase as needed.
These assistants are trained to integrate with your workflows. Depending on your needs, they may help with tasks like scheduling, inbox management, research, and admin. Since they’re fractional, there’s no need for a full-time salary or overhead.
Full time general virtual assistants
If you need ongoing, high-touch support, a full-time VA becomes an extension of your team. They can take full ownership of your administrative workflows, manage executive calendars, and support multiple departments.
Since they’re embedded in your daily operations, they understand your business inside and out similar to an in-house employee, but without the hiring or management burden.
Hybridized virtual assistants
For enterprise teams with fluctuating needs across departments, hybrid VA models offer the best of both worlds.
You can combine fractional and full-time assistants into a managed solution that flexes with your business. Whether you need a few hours of support for HR, sales, and operations, or dedicated support for key executives, a hybrid model lets you scale efficiently without overcommitting.
When you choose the right model, you make sure you're not overspending on unused hours or under-supported during busy periods. And with a managed service like Prialto, scaling up doesn’t mean more work on your plate, it just means getting more done.
Read more: When is the right time to hire a virtual assistant?
4.Your work life balance is suffering
If your workday regularly spills into evenings and weekends, you're not alone. Many business leaders find themselves drowning in to-dos, with little time left for life.
A general virtual assistant can help restore balance by handling not just work-related admin but also the personal tasks that eat up your time. Think of them as a trusted right hand who can step in to take care of the details, so you can focus on what matters most.
Here are just a few ways VAs help lighten the load:
- Personal travel planning. From researching flights to booking hotels and creating itineraries, your VA can organize the trip so all you need to do is pack.
- Making personal calls and reservations. Need to schedule a doctor’s appointment, book a table, or call the plumber? Your VA can handle it all discreetly and efficiently.
- Coordinating family logistics. Whether it’s registering your kids for summer camp or organizing your calendar around family events, VAs help life outside work run smoother.
The benefits go beyond saved time. Studies show that delegating effectively can reduce stress, prevent burnout, and improve mental well-being. In fact, leaders who use VAs often report feeling more focused, more present with their families, and better able to recharge.
5. Constant bottlenecks in your processes
If your team members are constantly bogged down by repetitive tasks and missed deadlines, it's a clear sign that your processes need streamlining. On average, executives spend about 15 hours per week on admin tasks such as scheduling, emailing, and trip planning.
By outsourcing these tasks to a general virtual assistant (VA), businesses can reclaim these hours.
Here's how a VA can help streamline your processes:
- Marketing support: VAs can schedule content posts, create email campaigns, and manage social media accounts, allowing you to focus on content planning and creation.
- Admin tasks: They handle calendar management, email correspondence, and data entry, reducing the burden on your in-house team.
- Process documentation: VAs can document workflows and create standard operating procedures, ensuring consistency and efficiency across your organization.
What are the tasks a general virtual assistant can manage?
General virtual assistants can do a lot more than just calendar bookings. They’re trained to handle a wide range of tasks, from admin support to sales and marketing, back-office operations, and even personal tasks.
Whether you need someone to keep your inbox in check or help your team stay organized, a general VA can take those repetitive tasks off your plate so you can focus on growing your business.
Tackling general administration tasks
Admin work adds up fast, and it’s often the reason leaders fall behind. A general virtual assistant can manage these everyday responsibilities, so you stay organized and on top of your priorities.
- Scheduling meetings and meeting confirmations. VAs can book internal and external meetings, send reminders, and confirm attendance so nothing slips through the cracks.
- Travel planning. From researching flight options to reserving hotels and handling last-minute changes, your VA can plan your business or personal trips start to finish.
- Inbox management. They’ll sort your emails, prioritize important messages, respond to routine inquiries, and help you maintain a clean, action-focused inbox.
- Expense reporting. VAs can track your receipts, organize expenses, and generate reports, so you stay financially organized without the end-of-month scramble.
Upleveling sales and marketing support
If you’re spending more time pushing content live than planning your next big campaign, a general virtual assistant can help. By handling the behind-the-scenes tasks, your VA gives you space to focus on strategy and creativity.
- Email campaigns. VAs can format and schedule email newsletters, upload copy and images, and manage your email lists, so your campaigns go out on time, every time.
- Social media. They can schedule posts, monitor engagement, and organize your content calendar across platforms, helping you stay consistent without micromanaging.
- Blog posting. Your VA can upload drafts, format blog content, source royalty-free images, and ensure SEO best practices are followed, so you can focus on what to write next.
Reliable back-office support
Behind every well-run business is a solid back-office. But handling the financial details yourself can quickly become overwhelming. A general virtual assistant can take over these essential tasks so you can stay focused on growth, without worrying that something’s falling through the cracks.
- Bookkeeping. VAs can help categorize expenses, reconcile transactions, and keep your records organized so your books are always up to date and ready for tax season.
- Invoicing. They can create and send invoices, track payment statuses, and follow up with clients—so you get paid on time without chasing anyone down.
- Purchasing. Need to order office supplies or renew software subscriptions? Your VA can manage routine purchases and vendor coordination, saving you time and hassle.
Managing personal tasks
Work isn’t the only thing pulling at your time. A general virtual assistant can also support your personal life, so you have more space to relax, spend time with loved ones, and enjoy that vacation you keep postponing. With the right VA, even your personal to-do list gets completed.
- Shopping. Whether it’s ordering household essentials, comparing prices, or finding the perfect gift, your VA can handle online shopping so you don’t have to squeeze it in between meetings.
- Scheduling. From doctor’s appointments to dinner reservations, your assistant can take care of the back-and-forth and get everything on your calendar.
- Vacations. VAs can research destinations, book flights and accommodations, and create detailed itineraries—making your time off feel like a true break, not more work.
- Reminders of important dates. Your VA can keep track of birthdays, anniversaries, and key deadlines, and even help you plan ahead with cards, gifts, or messages that show you care.
Learn more: How to Gain Leverage with Prialto Virtual Assistants
Why choose a Prialto general virtual assistant
Not all virtual assistant services are created equal. What makes Prialto different is our fully managed service model. Our system gives you a great assistant, and a full support system that scales with your needs. From day one, you're backed by a team that’s invested in your success.
Here are six key reasons business leaders choose Prialto:
- Expertise you can rely on. Every Prialto VA is rigorously trained in executive-level support and continuously coached to improve performance over time.
- Built-in performance management. You don’t have to train, manage, or monitor your assistant, we do it for you with dedicated engagement managers and ongoing quality checks.
- Back-up support team. If your assistant is ever out sick or on leave, we have a trained back-up ready to step in so your business never misses a beat.
- Easy scalability. Need to increase support hours or expand VA help across departments? Our model makes it seamless to scale up (or down) as needed.
- Cost-effective structure. You get high-quality support without the overhead of a full-time employee. There are no payroll taxes, benefits, or additional training costs required.
- Enterprise-grade security. We’re serious about protecting your information. Prialto follows rigorous data privacy and security protocols to keep your business safe.
Ready to see how much time you can save each week? Restore your work-life balance today.