Hiring a virtual assistant can transform your workflow, but securely sharing account access is crucial. Whether you’re working with an executive assistant or a general VA, ensuring they have the right tools without compromising sensitive information is key. Fortunately, there are secure ways to delegate access without giving away full control of your accounts. Here are the best practices for granting account access to your virtual assistant:

Instead of sharing passwords through email or chat, use secure password managers like 1Password, Dashlane, or LastPass. These tools allow you to share access without revealing credentials, and you can revoke access anytime.

Many apps and platforms, like Google Workspace and project management tools, allow you to assign different permission levels. Give your executive virtual assistant only the access they need—nothing more.

For added security, enable 2FA and use authentication apps like Google Authenticator or Authy. If your virtual assistant services require frequent logins, you can generate backup codes for their use.

Platforms like Trello, Slack, and Asana allow you to add users with controlled access. This ensures your VA can collaborate effectively while keeping your main account secure.

Audit your shared accounts monthly. If a virtual assistant no longer needs access to a particular tool, remove them immediately to prevent security risks.

Don’t assume your virtual assistant knows your preferred security measures. Take time to walk them through how to use your password manager, how to log in using 2FA, and where they can find emergency access codes (if needed). A quick onboarding call or short video tutorial can go a long way in avoiding mistakes. Security starts with clarity—so make sure your VA knows exactly how you expect them to manage and protect the credentials they use.

If you’re onboarding a new executive assistant or doing a trial of different tools, use temporary access features to give limited-time permissions. Platforms like Google Drive and Canva allow for expiring links or temporary user roles. This is particularly useful when assigning short-term tasks or when working with a VA on a trial basis. Once they’ve proven they understand the process, you can grant more permanent access.

While it’s important to know what to do, it’s just as critical to avoid common mistakes when giving access to your virtual assistant:

• Don’t share passwords via email or chat. These methods are easy to intercept or forget to delete.
• Don’t give full admin access unless absolutely necessary. Limit permissions to what’s essential for the task.
• Don’t overlook revoking access when it’s no longer needed. It’s easy to forget, but old access creates vulnerabilities.
• Don’t skip documentation. Always note who has access to what and when it was granted.
• Don’t assume they understand your tech stack. Provide guidance and context to prevent mishandling or accidental data loss.

Avoiding these pitfalls can help ensure your VA is set up for success without compromising your digital safety.

Providing secure access to your executive assistant or VA is essential for efficiency and protection. By using password managers, role-based permissions, and 2FA, you can delegate tasks safely and confidently.