What Is a Virtual Assistant? Benefits for Small and Medium Businesses

What Exactly Is a Virtual Assistant?

A virtual assistant is someone who provides professional support to businesses remotely. They handle everyday tasks like admin, communication, diary management, and much more, all without needing to be in your office. For small and medium businesses (SMEs), this flexible support model is becoming the go-to solution. With more businesses running online and fewer people working from traditional offices, virtual assistance has grown rapidly. Whether you’re managing customer emails, struggling with scheduling, or trying to stay on top of your bookkeeping, a virtual assistant can help free up your time and improve how your business runs.

In this guide, we’ll answer the question ‘what is a virtual assistant’, what they do, the benefits for SMEs, and the skills you should look for. We’ll also clear up a few common myths that stop business owners from getting the support they need.

What Does a Virtual Assistant Do?

A virtual assistant (VA) supports a business by taking on tasks that don’t need to be done in person. Most of the time, this means admin work, but it can also include:

• Social media support
• Inbox management
• Basic bookkeeping
• Research
• Data entry
• Customer communication

Virtual assistants work remotely, using tools like email, cloud storage, online calendars, and task managers to stay in sync with their clients. For SMEs, this setup works well. It means you don’t need to find office space, provide equipment, or manage payroll for an in-house employee. You just get the help you need, when you need it.

Some VAs are generalists who cover a wide range of admin and business support. Others specialise in areas like finance, customer service, or project coordination. Either way, the goal is the same: to give business owners back their time and take pressure off their day-to-day workload. Virtual assistants can work with you for a few hours a week, on a one-off project or on a more regular basis. Their flexibility means they can grow with your business and adapt as your needs change.

Benefits for Small and Medium Businesses (SMEs)

For small and medium businesses, time and resources are always in short supply. Hiring a virtual assistant can take the pressure off, freeing up valuable time while keeping things running smoothly behind the scenes.

Here are some key benefits SMEs experience when working with a virtual assistant:

• More time to focus on growth: Admin tasks often distract from high-value work. A virtual assistant takes those jobs off your plate so you can concentrate on customers, strategy, and growth.

• No need to hire in-house: With a VA, you don’t have to go through the cost or effort of hiring full-time staff. You only pay for the time and services you need.

• Flexibility as your business grows: Whether you need support for five hours a week or twenty, you can scale up or down easily without worrying about office logistics.

• Consistent, reliable support: VAs bring structure and consistency to your admin. From answering emails to keeping calendars in order, they help maintain a professional standard.

• Fewer missed tasks and deadlines: A virtual assistant keeps things on track, making sure nothing slips through the cracks — especially when you’re juggling multiple projects.

• Better use of your budget: For SMEs, getting expert support without paying for a full-time team is a smart way to keep overheads down.

For many business owners, hiring a virtual assistant is the turning point between feeling constantly overwhelmed and finally feeling in control.

What Skills Should You Look For in a VA?

A good virtual assistant brings more than just admin support, they bring structure, clarity, and peace of mind. For SMEs, that often means finding someone who communicates clearly, stays organised under pressure, and works efficiently without needing to be micromanaged. A strong VA will help you stay on top of inboxes, appointments, and processes, giving you time to focus on what matters most. They should be confident using tools like email platforms, cloud storage, and software such as Trello, Asana, or Xero, depending on your business needs.

Reliability and discretion are non-negotiable. A virtual assistant may have access to sensitive business information, so you need to be able to trust them completely. Great VAs also show initiative, they don’t just follow instructions, they think ahead, spot gaps, and find better ways to get things done. With the right skills, a virtual assistant can quickly become an essential part of your business, helping things run more smoothly behind the scenes while you get on with growing the company.

What is a Virtual Assistant vs. a Personal Assistant?

It’s common to wonder whether you need a virtual assistant or a personal assistant. On the surface, the roles can seem similar — both support you with admin and organisation. But how they work, and what they offer, can be very different.

Location: A personal assistant usually works in your office or alongside you in person. A virtual assistant works remotely, using email, calls, and online tools to stay connected. This allows for more flexibility and no need for physical office space.

Flexibility: Virtual assistants are typically hired on a freelance or part-time basis, which means they can adapt to your changing needs. You’re not tied to fixed hours or long-term contracts, which is ideal for SMEs that experience busy periods or seasonal fluctuations.

Cost: A virtual assistant often costs less than hiring someone in-house. There are no overheads like holiday pay, pensions, or equipment. You pay for the support you need, when you need it — which helps manage budgets more effectively.

Scope of Work: While both roles cover core admin duties, virtual assistants often bring wider skills. Many also handle social media support, research, or basic bookkeeping, depending on their background and training. You get more variety without needing multiple hires.

Availability: Personal assistants tend to work standard hours. Virtual assistants may offer flexible working times or be available outside the typical 9–5, depending on the setup. This can be useful for urgent tasks or clients working across time zones.

For many SMEs, a virtual assistant offers more value, more flexibility, and fewer ongoing costs, making them a smart choice for modern business support.

Common Misconceptions About Virtual Assistants

There are several misconceptions that prevent business owners from fully embracing virtual assistants. One of the biggest myths is that virtual assistants are only for large corporations or businesses with massive teams. In fact, virtual assistants are ideal for small and medium-sized businesses that want to streamline operations without the overheads of full-time staff. Many SMEs are already benefiting from remote assistance for tasks like admin, customer support, and even marketing.

Another misconception is that virtual assistants only handle basic tasks. While it’s true that they can assist with admin duties like scheduling and email management, many VAs bring specialized skills, such as social media management, basic bookkeeping, or project coordination. They’re not just time-fillers, they’re skilled professionals who can add significant value to your business operations. Some business owners also worry that working with a virtual assistant might lead to communication issues or a lack of control. The reality is, virtual assistants use a wide range of tools to stay in constant communication with clients, including email, video calls, and project management platforms. You can still maintain control over tasks and deadlines while enjoying the flexibility of having a remote team member.

Get the Support You Need to Grow Your Business

So what is a virtual assistant? Well its a game-changer for small and medium businesses. From handling everyday tasks to providing specialised support, VAs offer a flexible, cost-effective solution that allows you to focus on what really matters, growing your business. Whether you need help with admin, bookkeeping, customer service, or marketing, there’s a VA out there who can meet your needs.

At Starfish Virtual Assistance, we provide expert virtual assistant services tailored to your specific requirements. If you’re ready to free up time, reduce stress, and boost your business productivity, get in touch today to find out how we can support you.