Your business needs your thinking.
We handle the rest.
Most founders don't need more motivation. They need someone they can actually rely on — who takes work off their plate cleanly, communicates without chasing, and treats their business like it matters. That's what a real partner does. That's Virtaska.
Honest about where we are.
Virtaska is newly launched. We offer what most established agencies have forgotten: your full attention, real accountability, and zero commitment risk to start.
- Free 20-min scoping call — no sales pitch
- One paid trial task before any retainer
- Cancel any cycle, any time
- Written acceptance criteria on every task
Sound familiar?
You started this business to do the work you're good at. Somewhere along the way, you became the person who answers every support email, chases every invoice, posts to Instagram, formats every proposal, and somehow also runs the company. The backlog never clears. The strategic work keeps getting pushed. You're not overwhelmed because you're bad at this — you're overwhelmed because you're doing three jobs.
The real cost isn't the hours.
It's the decisions you didn't make, the opportunities you didn't pursue, and the thinking you didn't do — because you were busy being your own most expensive admin assistant. Research consistently shows that top-performing founders spend the majority of their time on strategy and relationships. Most founders do the opposite.
Hiring help shouldn't create more work.
The frustration most founders have with virtual assistants isn't the idea — it's the execution. Repeating instructions. Inconsistent output. No visibility into what actually happened. Virtaska is built around the specific failures of that experience: defined process, written criteria, and a single point of contact who owns the result.
What makes a partner different from a vendor
A vendor completes a task. A partner takes responsibility for the outcome. The difference shows up in how work is set up, not just how it's delivered.
We scope before we start.
Every engagement begins with a written definition of done. Not a vague briefing — a specific checklist of what "complete" looks like, agreed before a single hour is spent. That's how you know what you're getting.
We flag problems early.
If something is unclear, out of scope, or heading in the wrong direction, we say so before it becomes your problem. Not after delivery. Not when you're reviewing a finished document that missed the point.
We make the handoff clean.
Every deliverable goes through a QC checklist before it reaches you. Structured naming, completeness check, format verification. You shouldn't have to fix work you paid someone else to do.
Ten things we take off your plate.
Every service below follows the same partnership model: scoped in writing first, executed to a defined standard, QC-checked before delivery. You get consistency across everything — not a different experience depending on which task you send us.
Your inbox works for you again.
You get back: 10–15 hours a week, and a calendar you actually control- Email triage, labelling, and inbox management
- Calendar management and meeting scheduling
- Data entry and spreadsheet organization
- Document formatting — Word, Google Docs, PDF
- File management systems and naming conventions
- Travel research and itinerary coordination
Google Workspace · Microsoft 365 · Notion · Calendly · Trello · Asana
Your manuscript, submission-ready.
You get back: a formatted, consistent document that meets the standard — first time- Structured formatting — APA, MLA, Chicago, Vancouver, IEEE
- Citation management — Zotero, Mendeley, EndNote
- Literature list organization and reference verification
- Thesis, dissertation, and journal manuscript formatting
- Proofreading for consistency, grammar, and style compliance
- TOC, figure numbering, and appendix structuring
Scope: formatting, structuring, and proofreading only. We do not write or submit content as original authorship.
Your pipeline moves while you focus on closing.
You get back: a clean CRM, prospects in sequence, and decks that don't need editing- Presentation design and slide deck refinement
- Proposal and pitch deck structuring
- CRM data entry, tagging, and cleanup
- Lead list building and B2B prospect research
- Cold email sequence drafting and follow-up tracking
- Appointment setting and calendar coordination
HubSpot · Pipedrive · Apollo · Hunter.io · LinkedIn Sales Navigator · Google Slides
Your customers feel heard. Every time.
You get back: a support queue that clears, and customers who don't have to wait- Email and ticket support — Zendesk, Freshdesk, Help Scout, Gorgias
- Live chat coverage during agreed hours
- FAQ database and canned-response library building
- Order tracking, return, and refund coordination
- Customer feedback logging and weekly reporting
- Escalation routing — no conversation falls through
Zendesk · Freshdesk · Help Scout · Gorgias · Intercom · Slack
Your brand stays visible without you doing the posting.
You get back: a consistent presence that doesn't depend on your memory or free time- Monthly content calendar — we execute on your strategy, or help you build a simple one
- Caption drafting and hashtag research — Instagram, LinkedIn, X, TikTok, Facebook
- Content scheduling — Buffer, Later, Meta Business Suite
- Basic graphic assembly in Canva from your brand kit
- Community management — replies, comments, DMs
- Monthly performance summary — reach, engagement, top posts
Buffer · Later · Hootsuite · Meta Business Suite · Canva
Your store backend runs without you in it.
You get back: accurate listings, smooth order flow, and a backend you don't have to babysit- Product listing creation and description formatting
- Inventory level updates and stock monitoring
- Order processing, tracking, and fulfilment communication
- Supplier and vendor communication support
- Review and rating monitoring with response drafts
- Store cleanup — tags, collections, metadata, image alt text
Shopify · WooCommerce · Etsy · Tokopedia · Shopee · Google Merchant Center
Your books are clean before your accountant asks.
You get back: reconciled records, no receipt pile, and a monthly summary you can actually read- Invoice creation and sending
- Expense tracking and categorization
- Bank and credit card reconciliation
- Accounts receivable and payable monitoring
- Payroll data coordination — hours, rates, summaries
- Monthly financial summary preparation
QuickBooks · Xero · FreshBooks · Wave · Google Sheets. We handle bookkeeping tasks — not tax advice or CPA-level accounting.
Your email list gets worked — not neglected.
You get back: campaigns sent on schedule, list segmented, results in your inbox- Email campaign setup and scheduling
- Subscriber list management and segmentation
- Newsletter formatting and template population
- A/B subject-line testing and results logging
- Lead magnet delivery sequence setup
- Campaign performance summary — open rate, CTR, unsubscribes
Mailchimp · ActiveCampaign · ConvertKit · Klaviyo · Brevo · HubSpot
Your content actually gets published.
You get back: optimized, formatted content live on your site — without you touching WordPress- Blog post and article drafting from your outline or brief
- Keyword research and on-page SEO — title, meta, headings, alt text
- Content repurposing — long-form to social, newsletter, or short clips
- Proofreading and editing for clarity and grammar
- WordPress upload, formatting, and publish management
- Internal linking audit and anchor text structuring
SEMrush · Ahrefs · Surfer SEO · Yoast · Rank Math · Google Search Console · WordPress
The repetitive work stops being work.
You get back: hours that were spent on manual, mechanical tasks — automated and gone- Workflow automation — Zapier, Make/Integromat, n8n
- AI prompt engineering and output refinement
- CRM automation — lead routing, follow-up sequences, status updates
- Form-to-tool integrations — Typeform, Tally → Notion, Airtable, Sheets
- Chatbot setup and FAQ knowledge base population
- Automation audit — find the manual tasks that should no longer exist
Zapier · Make · n8n · GoHighLevel · Notion AI · ChatGPT · Claude · Airtable. The fastest-growing niche in VA services — and currently the hardest to find qualified help for.
Not sure which service fits your situation? Tell us what's eating your time. We'll either scope it or tell you honestly that it's not something we handle well — and point you somewhere that does.
How a real partnership starts.
Most VA engagements fail at the setup, not the execution. Unclear scope, undefined expectations, no agreed standard of quality. We fix that before we start — not after something goes wrong.
Step 1 — We talk. No agenda.
A 20-minute conversation about what's on your plate, what's falling through, and what "done well" looks like for you. If we're not the right fit, we say so here — not after taking your money.
Step 2 — You get a written proposal.
Scope, timeline, acceptance criteria, and transparent pricing in writing. Usually within one business day. Nothing starts until you've approved it in writing.
Step 3 — One trial task first.
For ongoing engagements, we recommend starting with one scoped paid task. You see exactly how we work — the communication, the output, the delivery — before committing to anything further.
Step 4 — Execution with visibility.
Work runs through a defined milestone system. You get updates on the cadence we agreed — not silence followed by a surprise delivery. Every output is QC-checked against the acceptance criteria before it reaches you.
Transparent from the start.
We publish our starting rates so you can decide quickly whether it's worth a conversation. Final pricing is always confirmed in writing after scoping. These are introductory rates during our founding-client period — they reflect where we are now, not where we're going.
Trial Task
From $25 · one task, one deliverable
- Scoped and priced in writing before we start
- Full QC checklist before delivery
- The lowest-risk way to verify quality and fit
Recommended as a first step for any new client, regardless of long-term intent.
Hourly Support
From $10 / hour · no monthly floor
- Ad-hoc tasks without a recurring commitment
- Time logged and reported weekly
- Minimum 5 hours per engagement
Works well for variable workloads or testing multiple service categories before committing.
Monthly Retainer
From $400 / month · 40 dedicated hours
- Priority scheduling and dedicated capacity
- Bi-weekly progress report included
- Cancel any cycle — no penalty, no contract
Best for founders who need consistent operational support across one or more service areas.
Technical or specialized work — complex automation builds, advanced SEO audits, multi-platform migration — is quoted separately after a scoping call. The initial conversation is always free.
What you're actually choosing.
When you work with Virtaska, you choose:
- A defined process on every task — not "we'll figure it out as we go."
- Written accountability — acceptance criteria agreed before we start, not debated after delivery.
- Boutique attention — a small client roster, not a churn-and-burn agency model.
- Honest scope management — if it's outside our capability, we tell you before we take it on.
- Ten services, one methodology — you don't need a different agency for each task type.
- A long-term partnership mindset — we plan to grow with the clients we start with.
What being newly launched actually means for you:
It means you get the founder's attention — not a junior hire assigned to your account. It means we have more to prove and more to gain from your satisfaction than any established agency does. It means the founding-client rates we offer today reflect a genuine exchange: introductory pricing in exchange for honest feedback.
The founders who work with us early are the clients we plan to prioritize as we grow. We don't take that lightly.
Confidential. Secure. Predictable.
Every document and data point you share is handled under least-privilege access principles — we request only what the task requires. NDA available on request, before scoping begins, not after. File retention defaults to 30 days post-delivery for revision support; earlier deletion available on request.
Core working hours: 09:00–18:00 WIB (GMT+7), with flexibility for key client time zones. Most engagements run asynchronously via email or shared docs — which works cleanly across US, UK, EU, and AU time zones without requiring live overlap.
Response SLA: 1 business day (Mon–Fri). Active projects run on an update cadence agreed at the start — daily, every 48 hours, or per milestone.
Questions worth asking before you hire anyone.
These are the questions founders usually have after a bad experience with a VA — and the ones they wish they'd asked before the first one.
You're new. Why would I trust you with my business?
What actually makes this different from hiring a VA on Upwork or Fiverr?
Can I hire you for one service only, or do I need a bundle?
What does "written acceptance criteria" actually mean in practice?
What is a Change Request and when does it apply?
How do you handle my files and data?
How do payments work?
What's your response time, and how do you give progress updates?
Do you handle urgent or rush requests?
Can you handle academic work without compromising integrity?
What time zones work for collaboration?
What do you need from me to start quickly?
Your business deserves better operational support than it has right now.
If you're still managing tasks that someone else could handle — and handling them less well than you should because your attention is split — let's talk about what that's actually costing you. The conversation is free. It takes 20 minutes. And it ends with a clear next step or an honest "we're not the right fit" — never a vague maybe.
Start the conversation.
Click to open a pre-filled email covering what you need, which services are relevant, and what a useful next step looks like. Or write directly to hello@virtaska.com.
What makes the first conversation useful.
- What's costing you the most time right now — be specific if you can
- Which of the 10 services seem relevant to your situation
- Tools you use — CRM, email platform, project manager, store
- Your timeline — is this urgent, or are you planning ahead
- How you'd like to start — free call, trial task, hourly, or retainer
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