Top 10 Tools Every Virtual Assistant Should Know

Stepping into the world of virtual assistance can feel overwhelming at first—but the right tools make all the difference. Whether you're just getting started or looking to level up your VA game, having the right tech stack in place can help you stay organized, communicate clearly, and deliver exceptional support to your clients.

These are the ones I reach for (and teach my team to master) because they help us stay organized, communicate well, and serve our clients like pros.

Here are 10 essential tools every virtual assistant should know (and love!):

1. Google Workspace

Your digital HQ for everything

If you’re not already best friends with Google Workspace, it’s time. Gmail for email, Google Calendar for scheduling, and Google Docs/Sheets/Drive for collaboration; it’s all connected and super easy to use. Most clients already use it, so getting fluent in Google is kind of a non-negotiable.

Pro tip: Create folders for each client and keep shared docs organized - it’ll make you look very put together.

2. Slack

Where modern teams stay in touch

Slack is like texting, but for business and with way more organization. You’ll use it to chat with clients, drop quick updates, and avoid the email back-and-forth. Once you get the hang of channels and threads, you’ll love how fast and easy it is to stay in the loop.

3. Trello or Asana

Visual task managers to keep everything on track

These are lifesavers for juggling client projects, content calendars, and to-do lists.Trello is great if you're a visual thinker—it works like digital sticky notes. Asana is ideal if you like structure and due dates. We use Asana here at KMVA and absolutely love it!

4. Canva

Because “I’m not a designer” is no longer an excuse

Canva makes it so easy to create beautiful social media graphics, branded PDFs, client proposals, and more! No design background required. Just drag, drop, tweak the fonts/colors, and you’ve got a professional-looking asset ready to go.

Bonus: Use client brand kits in Canva to keep everything on-brand and cohesive.

5. Loom

Your secret weapon for showing, not just telling

Loom lets you record your screen and your voice at the same time. This is perfect for walking clients through processes, giving feedback, or explaining systems in a way that’s clear and personal. It’s like hopping on a Zoom call without actually scheduling one.

Pro-tip: we use Loom for our SOPs and it's a game changer!

6. Dubsado or HoneyBook

The polished CRM platforms that make you look legit

Client onboarding, contracts, proposals, invoices… these tools do it all.They’re designed for service providers and help you create a professional, seamless experience for your clients (while saving you a ton of time).

If you’re serious about scaling, a CRM is a must-have.

7. Flodesk

For beautifully branded emails that convert

If your clients run email lists or you want to start building your own, Flodesk is a dream to work with. It’s intuitive, gorgeous, and lets you design emails that actually feel like you. No clunky templates, no coding needed—just stunning, on-brand emails that connect and convert.

Plus, it’s got automation features to help you set up welcome sequences, nurture emails, and freebies without being glued to your laptop.

Pro tip: Use Flodesk for client lead magnets and opt-ins—it’s a great way to offer extra value and stand out as a VA who gets the bigger picture.

8. LastPass or 1Password

Because handling logins responsibly = trust

Your clients will need to share passwords with you but they shouldn’t be sending them in a text or email. Tools like LastPass or 1Password let you manage, share, and store passwords securely (without ever actually seeing the password).

It protects them, and it protects you too.

You could also just use a google sheet to begin with, it's just not as secure!

9. Zoom

Still the go-to for face-to-face connection

Most clients will want to meet over Zoom whether it’s onboarding, weekly check-ins, or project reviews. Knowing how to use Zoom (yes, even the breakout rooms and screen sharing features) shows you're ready to lead with confidence.

10. Notion

For the organized (or wannabe organized) VA

Think of Notion as your digital notebook—but on steroids. It’s amazing for creating SOPs, building team hubs, organizing your business backend, and documenting everything in one tidy, aesthetic place.

Once you learn how to set it up, it’s hard to go back.

Final Thoughts

You don’t have to master all of these overnight. But getting comfortable with the tools your clients are already using (and maybe even introducing them to better ones) positions you as the kind of VA they don’t want to let go. YOU are the expert!

These tools aren’t just about productivity—they’re how you create ease, clarity, and trust in every client relationship.

You’ve got this!