5 Clerical Tasks You Can Delegate to a Virtual Assistant

5 Clerical Tasks You Can Delegate to a Virtual Assistant

Franchesca Palattao
Franchesca Palattao
Published: Jul 10, 2022
Last updated: Nov 24, 2022
Virtual assistant doing clerical tasks

Clerical tasks keep a business running smoothly. But on top of your core business functions, these day-to-day duties may become a barrier. Repetitive work like answering phone calls, sorting through emails, and organizing databases can take up a chunk of your time before you know it. Hiring a virtual assistant can help you fulfill these clerical tasks while helping you save the following:

  • Time – Virtual assistants can perform non-core business functions, like clerical tasks, to give your team more flexibility.
  • Equipment – Virtual assistants, whether working freelance or under a VA firm, typically have their own workplace equipment.
  • Cost – You have the option to hire a virtual assistant full-time, part-time, or with flexible hours depending on your needs.

5 Clerical Tasks a Virtual Assistant Can Do


With a virtual assistant, you can stay on top of your balance sheets, cash flow statements, and income statements to help measure your performance accurately. Keeping your records as detailed and current as possible will also be handy when reconciling your accounts and tax audits.

Common clerical tasks under bookkeeping include:

  • Prepare and maintain financial records and documents
  • Reconcile accounts and bank statements on time
  • Run accounting software programs (SAP) to process accounts payable and receivables, disbursements, receipts, and other business transactions
  • Enter data of financial transactions in the database

virtual assistant working form home

Word processing

No matter what industry you’re in, it probably involves writing somehow. A virtual assistant can help you draft, edit, and format documents⁠, ensuring they’re clear and presentable.

Here are a few things a VA can do for you with a word processor:

  • Type and format information for transcription and data verification purposes
  • Format documents based on your preferred specifications
  • Organize data in spreadsheets and databases
  • Make presentations for meetings
  • Create and edit tables of content
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Record keeping

Keeping records helps businesses evaluate their growth, identify their strengths and weaknesses, and plan the appropriate strategies.

A virtual assistant can ensure your documents are well-kept by doing the following:

  • Classifying and indexing records
  • Archiving finished records and data
  • Ensuring accessibility of records when needed
  • Ensuring compliance with legal and financial requirements and regulations

Scheduling Appointments

Appointments tend to cause bottlenecks when not handled right.

To avoid any potential issues, a virtual assistant can help you with the following clerical tasks:

  • Confirm appointments via email
  • Set up automated reminders via email or other apps
  • Manage your calendar to schedule important appointments appropriately
  • Reschedule appointments when necessary

clerical tasks delegated to VAs

Email management

The average employee spends 51% of their workdays on low-value tasks, one of which is email.  You need to sort through them and respond to the right ones while doing your core duties.

Having a virtual assistant will allow you to focus on scaling your business by performing the following tasks:

  • Delete spam messages
  • Reply to emails with your preferred communication style
  • Draft email-response templates
  • Set up autoresponders
  • Organize and update contact lists
  • Apply filters to sort your inbox

Get Started With Magic

Magic has a roster of pre-vetted virtual assistants who can perform these tasks with ease. They are well-versed in remote work, requiring little to no training to adapt to changing team dynamics and technology. Clerical work also varies depending on the industry. Some may require specific skills and experiences, especially technical work.

Magic can match you with an assistant in any of these departments:

  • Sales
  • Customer Support
  • Finance / Accounting

Keep your business operations seamless with a Magic Virtual Assistant. Check out our hiring guide to get started!

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