A Day in the Life of a Virtual Assistant: My Tools, Balance, and Secrets to Staying Grounded

Administrative Assistant Schedule

Most days begin with quiet. No phone. No rush. Just a bottle of kombucha and a few deep breaths to ground myself. I’ve learned that how I start my day sets the tone for everything else. I built my business, Elite Powerhouse Consulting, around that principle. Structure, flow, balance, and intention.

I help clients streamline their systems and get organized while also managing my own brand. I run The VA Launch Academy, where I teach aspiring virtual assistants how to start and grow a sustainable VA business. And I created That Girl Self Care Channel as a way to share my lifestyle, my routines, and how I prioritize peace and wellness while growing my business online.

My day is full, but it works because I’ve built strong systems around me. Let me show you what that looks like in real life.

Slow Mornings with Purpose

Before I log on or open anything work-related, I take time for myself. This might mean journaling, stretching, or just sitting in stillness. I give myself time to set an intention for the day before jumping into client work.

Once I settle into my workday, the first thing I open is my Client Profile Sheet. I created it in Google Drive using a spreadsheet format to track important client details, notes, timelines, and personal preferences. It helps me stay prepared and keeps my client experience consistent.

After that, I move into Asana, which is my go-to tool for task management. I have everything organized by client, with daily checklists, timelines, and notes. If it’s a content-heavy day, I’ll open Canva next and start working on visuals like social media graphics, branded templates, or client presentations.

I use Google Doc and Canva for both client work and my own brand. I’ve created resources like my Client Pricing Sheet and my Five Step Guide to Becoming a Virtual Assistant in Google Doc and Canva because it’s easy, visual, and professional.

Focused Work and Client Projects

My late mornings are dedicated to client work. I focus on one client at a time in blocks. Whether I’m reviewing systems, building out admin support, or organizing creative deliverables, I give each project my full attention.

I track all of my time inside Harvest. It helps me stay mindful about where my energy goes and how much time I spend on specific tasks. It also gives me accurate data for client reporting and planning.

If I’m planning a campaign or mapping out a new offer, I open Trello. I like using Trello for big-picture visual planning. I have boards for content strategy, onboarding, and even the behind-the-scenes work for That Girl Self Care Channel. It helps me think creatively while staying organized.

I check in with clients mid-morning, usually through email or Slack. I don’t let communication take over my whole day, though. I’ve learned to create boundaries and protect my focus so that I can actually do deep work.

Midday Reset for My Energy

Around noon, I take a real break. I eat lunch, stretch, and step away from my desk. Sometimes I go outside or just sit in silence for a few minutes.

This midday reset is one of the most important parts of my routine. Working from home can blur the lines between work and rest. That’s why I build recovery time right into my schedule. If I don’t care for my energy, I can’t give my best to my clients or my students.

Creative Work and Content Creation

Afternoons are when I feel most creative. This is when I work on content for The VA Launch Academy or create new downloads, guides, and templates. I use Canva to design everything from email lead magnets to client-facing forms. I also store all of my important resources in folders within Google Drive so they’re easy to access and share.

I work on updating or refining my Client Pricing Sheet and review feedback from students using my 5 Step VA Guide. These tools are part of what helped me get organized early in my business, and now they’re helping others do the same.

This time also includes connecting with new students, answering questions, or recording lessons for the academy. I love seeing the confidence that grows when someone finally realizes they don’t need to hustle in chaos to succeed. Systems bring peace. That’s what I teach and live by.

Ending the Day with Boundaries

By late afternoon, I start wrapping up. I go back into Asana and check off what’s been done. I take a few minutes to plan tomorrow’s top priorities. Then I shut my laptop and let the workday go.

My evenings are calm. I light a candle, cook dinner, maybe do a little skincare, and then just let myself relax. I don’t answer client messages at night. I don’t check email. That boundary has been one of the best things I’ve ever given myself.

This business fits into my life, not the other way around. That’s what I’ve always wanted, and it’s what I help other women build too.

The Tools That Keep It All Together

Here are the tools that I use daily in my business. They keep me efficient, focused, and grounded:

Canva for all my design and branding work

Asana for task and project management

Trello for visual content planning and creative workflows

Harvest for time tracking and client transparency

Google Drive to store and organize everything I create

My custom Client Profile Sheet and Client Pricing Sheet

Click here for the 5 Step Free Guide to Becoming a Virtual Assistant, which I share through The VA Launch Academy.

Every tool supports a system, and every system supports my peace. That’s the secret to running a virtual assistant business that grows without burning out.

Final Thoughts

Being a virtual assistant is more than a job for me. It’s a lifestyle that allows me to serve others, support myself, and still have time to breathe. I built my business with intention. I created structure not to feel rigid, but to give me the freedom to live well.

If you're building your own VA career, know that the tools you choose and the habits you create matter. Start with systems that support your workflow. Create boundaries that protect your energy. And remember that your business should support your life, not consume it.

This is the message I share through That Girl Self Care Channel, the mission I teach inside The VA Launch Academy, and the mindset I bring to every client I serve through Elite Powerhouse Consulting.

You can be organized and soft. Strategic and rested. Professional and peaceful. That’s what a real day in the life of a virtual assistant can look like.