Working with a virtual personal assistant turns your busy everyday schedule into a breeze. Despite all the good that they bring, VAs are not mind readers, no matter how skilled they are. If you want to get the best results, you must be proactive in setting goals and collaborating.

According to Forbes, clearly defining your needs to your VA, such as responsibilities, communication preferences, and tools, will help you work effectively with a virtual executive assistant and elevate your overall productivity.

If you give your VA some vague task like “handle my emails”, it just won’t cut it. Give something more precise, like “respond to customer inquiries within 24 hours” or “flag urgent messages from key clients,” and outline what you really need.

Virtual personal assistants that know your priorities can plan their tasks accordingly and avoid misunderstandings. For a virtual executive assistant handling confidential or time-sensitive matters, this clarity is even more important. You don’t want them accidentally forwarding valuable information because you never told them the email came from your boss, after all.

No matter what the project, project management tools like Trello, Asana, ClickUp, or Notion keep tasks organized and clear. These programs give you the power to delegate tasks, set deadlines, and monitor progress in real time.

Some project management tools have visual task boards that can help both you and your VA stay on the same page by giving you a visual representation of all the tasks that need to be done. For an executive assistant managing multiple stakeholders, a centralized system is essential for juggling priorities.

During the first meeting with your VA, make sure you both have an agreement on where you will be communicating. Don’t wait until problems arise to talk about communication preferences. There are many communication preferences, but most use Slack, Zoom, or email for daily check-ins. Be sure to inform your VA how often you want updates and in what format, whether it is through brief bullet points, detailed reports, or quick calls.

This approach ensures your virtual personal assistant understands how to keep you informed without overloading you with information. For a virtual executive assistant coordinating multiple moving parts, this level of structure keeps workflows efficient.

Proactive management means checking in on progress, not just at the end of a project but throughout. Give monthly or quarterly reviews so that you and your VA have a chance to discuss challenges with working, celebrate even small wins, and adjust goals.

This habit helps your executive assistant continuously improve and align with your evolving needs.

Remember that virtual personal assistants are human, too. Provide constructive feedback to them so that they can adapt and grow in their role. Avoid saying “good job and instead be specific. What did your VA do that was great? Where could they show improvement, etc?

If your virtual executive assistant needs additional tools or training to excel, support them and provide them with the opportunity to do so. This not only benefits their performance but also strengthens your working relationship.

Being proactive in managing your VA provides you with more value for you and your business. Having clear expectations on what you need, what they can deliver, having open lines of dialogue, and consistent feedback will turn even a beginner VA into your most essential, strategic partner.