Virtual Assistants for Marketing Agencies and Growing Teams

Monthly reporting is the most time-consuming recurring task in most agencies — and the most templatable. A VA can own the data gathering so your strategist only touches the insights and presentation.

• Pull exports and screenshots from GA4, GSC, Google Ads, Meta, and SEO tools
• Update report templates and dashboards (AgencyAnalytics, Looker)
• Prepare first-draft commentary for strategist review
• Flag missing data and track down outstanding metrics
• Maintain deliverable log across all clients

Every new client requires a dozen access requests, folder setups, and asset collections. A VA can own the intake checklist and track every item until onboarding is closed — so your AM doesn't spend their first two weeks chasing logins.

• Send intake forms and access request checklists
• Create client folders and organize brand assets
• Track outstanding access items and follow up until complete
• Prepare kickoff call packets and agenda
• Set up credential vaults and shared tool access

Account managers lose hours every week to meeting notes, status updates, action item chasing, and internal reminders. A VA can own all of that so your AMs stay on client strategy — the work you actually bill for.

• Meeting notes and action item tracking
• Weekly status report prep for clients and internal teams
• Client follow-up drafts and approval reminder sequences
• Task board cleanup and due-date chasing in ClickUp/Asana/Monday
• Agenda prep for recurring client calls

PPC strategists are at their highest value when they're optimizing — not doing pacing sheets, link QA, and disapproval logs. A VA can handle the recurring admin that fills the gaps between real media buying work.

• Weekly budget pacing sheets per client
• UTM and link QA checks before and after launch
• Disapproved ad log with status tracking
• Search term export formatting and lead tracker cleanup
• CallRail and CRM lead matching for attribution reports

SEO teams produce a lot of recurring deliverables — rank reports, GSC pulls, content briefs, GBP updates, citation logs. A VA can handle the prep and organization so your SEOs spend their time on strategy and execution, not formatting.

• Rank report prep and export formatting from Semrush/Ahrefs
• GSC and GA4 screenshot pulls for monthly reports
• Content brief formatting and template population
• Google Business Profile updates and monitoring
• Citation and backlink tracker maintenance

QA mistakes that reach clients are expensive. Scope requests that disappear into Slack are equally expensive. A VA can run pre-launch checklists and maintain a scope log so both problems stay caught before they cost you.

• Pre-launch QA checklist — links, UTMs, ad previews, asset names
• Campaign naming convention audit
• Out-of-scope request log and weekly scope summary
• Change-order draft prep for AM review
• Invoice reminders and extra-work billing tracker