Blog | Staffing

How a Marketing Virtual Assistant Can Boost Your Team’s Productivity

By Anna Taylor | Updated: 02 Jun, 2025

"Do more with less" – the mantra across marketing departments everywhere. As budgets tighten and expectations soar, marketing teams are trapped in a cycle of administrative tasks and routine operations. The result? Creativity suffers, strategic thinking takes a back seat, and growth stagnates. 

But what if there was a way to break free from this cycle? Enter the marketing virtual assistant. By outsourcing marketing tasks to skilled virtual assistants, marketing professionals can reclaim their time and focus on what truly matters: crafting compelling campaigns and driving meaningful engagement that converts. 

Whether you're a marketing leader aiming to optimize team performance or a marketing professional looking to amplify your impact, discover how marketing virtual assistants can help you streamline processes, become more efficient, and, in essence, do more with less. 

Table of Contents

What the Data Says 

Whether you’re a small but mighty marketing team of one or a robust marketing department with dozens of members, time is your most valuable asset. Yet the data shows marketing teams of all sizes often waste significant time on administrative tasks — work that could be outsourced to a virtual marketing assistant. 

According to a HubSpot survey, the average marketer spends around 16 hours per week on routine tasks, such as sending emails and organizing data. Executives also spend that amount of time on day-to-day administrative work. 

These statistics highlight a critical issue: marketing professionals and leaders spend over a third of their workweek on routine tasks that could be easily outsourced, preventing them from focusing on high-value, strategic work. 

The good news? Virtual assistants are becoming an increasingly popular solution.  

By 2024, 28% of executives are expected to utilize executive assistants. The potential cost savings are even more compelling: hiring a virtual assistant instead of a full-time employee can result in annual operating cost savings of up to 78%. 

What Outsourced Marketing Support Can Do 

Outsourcing marketing support to a marketing virtual assistant can significantly reduce your team's workload. It relieves them of time-consuming tasks while ensuring that marketing operations run smoothly.  

As Tim Parkin of Parkin Consulting notes:

“I’ve talked to many marketing directors and VPs who need trained marketing assistants who can execute campaign tasks with minimal direction. I think a lot of marketing teams could benefit from Prialto for remote marketing assistants.” 

Let's dive into the main areas where a virtual marketing assistant can have a major impact: 

Content Marketing 

Marketing virtual assistants can really help simplify and enhance your content marketing efforts, making your workload lighter and your campaigns more effective by: 

  • Managing editorial calendars 
  • Tracking tasks and deadlines 
  • Coordinating with team members and freelancers 

SEO 

Search engine optimization is vital for online visibility, and virtual assistants can help enhance it by: 

  • Conducting keyword research 
  • Updating metadata 
  • Assisting with technical SEO tasks 
  • Performing backlink analysis 
  • Generating SEO reports 

For example, eCommerce websites need advanced eCommerce SEO to stay competitive in this fast-moving industry. Therefore, virtual assistants can play a vital role in efficiently managing and optimizing these tasks. 

Social Media Management 

As we often say at Prialto, marketing virtual assistants are curators, not content creators. They excel at managing the administrative side of social media like: 

  • Managing social media calendars 
  • Scheduling and publishing social media posts across platforms  
  • Responding to comments and messages 
  • Building templated assets from stock photos 
  • Managing routine social media reports 

Your social media virtual assistant can help improve your customer engagement platform by ensuring prompt interactions and building stronger relationships with your audience across different social channels.

Maitre Loria, who works as the Marketing Assistant on Prialto’s marketing team, shares more about what she does: 

"Scheduling newsletters, LinkedIn posts, and blog content requires staying relevant and understanding the importance of company branding. My tip? Ensure every piece of content reflects the brand's voice and values—consistency and relevance build trust and engagement." 

Project Management 

Virtual marketing assistants can act as the operational backbone of your marketing department by acting as a project manager, in capacities such as: 

  • Working within project management software like Asana or Trello 
  • Creating and assigning tasks to the right members 
  • Sending deadline reminders 
  • Updating task statuses 
  • Coordinating remote teams 
  • Serving as an executive assistant for your marketing department 

CRM Management 

According to Hubspot research, 78% of sales leaders say their CRM effectively improves alignment between sales and marketing teams. A marketing virtual assistant can be instrumental in CRM management, helping to improve this alignment by:  

  • Categorizing and assigning leads properly 
  • Maintaining the cleanliness of your CRM 
  • Scheduling follow-up 
  • Updating customer data for accuracy 

This kind of crossover can be highly effective for maintaining alignment across your sales and marketing teams. Alternatively, you might consider hiring a sales virtual assistant, either in addition to or instead of a marketing VA.  

Reporting 

Marketing virtual assistants help your team with routine reporting, freeing up more time to analyze trends and refine your marketing strategies. VAs assist with reporting by: 

  • Managing marketing dashboards 
  • Pulling routine reports 
  • Maintaining spreadsheets and data sources 
  • Preparing data visualizations 
  • Keeping track of important marketing KPIs 

Prospecting 

Virtual assistants can support your lead generation efforts by handling prospecting tasks, such as: 

  • Conducting initial research on potential clients 
  • Organizing and updating prospect lists 
  • Leveraging tools for email scraping 
  • Assisting with outreach campaigns, including on LinkedIn 
  • Setting up appointments with prospects 

Market Research and Competitor Analysis 

Stay ahead of the curve with virtual assistants who can: 

  • Perform market research 
  • Conduct competitor analysis 
  • Document findings and insights 
  • Prepare summary reports 

Routine and Templated Tasks 

Virtual marketing assistants can manage any repetitive, process-driven tasks that are essential but shouldn’t consume valuable time, including: 

  • List pulling and cleaning 
  • Team calendar management 
  • Documentation 
  • File organization 

However, remember that a virtual marketing assistant can focus on administrative tasks rather than creative ones. They won’t serve as designers or marketing strategists. They excel in handling repetitive, templated, or routine assignments. Additionally, they can work on a project-by-project basis, depending on the project's parameters. 

Benefits of Working with a Marketing Virtual Assistant 

Outsourcing administrative tasks to a virtual marketing assistant offers many benefits, boosting efficiency and enabling a renewed focus on strategic priorities. Here are just a few: 

  • Increase marketing productivity by freeing your team from repetitive tasks. 
  • Handle project and task management by tracking deadlines and milestones. 
  • Allow marketing teams to refocus on high-value work, such as campaign ideation and strategy. 
  • Streamline marketing operations by delegating routine administrative tasks. 
  • Identify and reduce ineffective marketing spend with data-backed reporting. 
  • Scalable and flexible support that adapts to your team’s evolving needs. 
  • Faster turnaround times for admin work. 
  • Cost-effectiveness compared to bringing on new full-time marketing hires 

How to Know if a Virtual Marketing Assistant is the Right Choice for You 

Virtual marketing assistants can benefit various organizations, including: 

  • Small teams with limited resources 
  • Growing companies managing multiple campaigns 
  • Teams juggling numerous marketing projects simultaneously 
  • Companies with complex marketing processes that need continuous administrative support 
  • Bootstrapped businesses seeking to optimize their marketing spend 

Think about bringing in a virtual marketing assistant if your team is bogged down with administrative tasks or having trouble keeping up with the demands of your marketing schedule. 

Hiring a Marketing Virtual Assistant at Prialto 

At Prialto, we considered how hiring virtual assistants can enhance your marketing efforts. Our unique approach? We offer what we call a Prialto Unit—approximately one-third of a full-time employee's capacity. You can easily add or reduce units as your needs change, providing you with the ideal amount of support without the hassle of hiring full-time staff. 

What truly differentiates us is that when you collaborate with us, you're not just gaining an assistant. You're gaining a dedicated assistant along with their team of managers and backup support staff. Together, your team will deliver seamless coverage and continuous process refinement—your experience will enhance as long as you partner with your VA! 

Our team is trained to manage a wide range of marketing tasks. Need assistance with social media, content calendar management, SEO, or reporting? We've got you covered. As your marketing needs evolve, we're here to adjust our support to meet your requirements. 

Consider what your marketing team could accomplish if they could concentrate on the big picture. With Prialto managing the daily tasks, your team can do just that. 

Ready to provide your marketing team with that extra boost of support? Let's chat about how Prialto can help. It's time to do more of what you do best – and let us handle the rest.