How VAs Can Handle Marketing Tasks with Confidence and Become Indispensable to Clients
Virtual Assistants get asked for marketing task support all the time. I hear it constantly—"We can handle the execution, but we're not marketing strategists." You want to acquire that business and do a great job for your clients, but it can feel like you're setting yourself and your team up for failure.
The truth is, you don't need to be a marketing strategist to provide high-quality, consistent marketing support. With the right strategies and tools in place, offering marketing assistance can become seamless, scalable, and highly profitable.
In this guide, we'll explain how VAs can confidently handle marketing tasks, streamline execution, and elevate their client relationships—positioning themselves as indispensable partners in business growth.
1. Setting Up for Success
Clarify Brand Voice and Guidelines
Before diving into execution, you need a clear understanding of your client's brand identity. Every piece of marketing content should sound like it comes from them and not generic.
Establish brand voice guidelines that include:
Tone and personality (e.g., professional, witty, conversational)
Core messaging pillars
Preferred vocabulary and phrases
Brand archetype and values
With these guidelines established, your team can share them with AI tools like ChatGPT to be stored under your client's account name. Your team will then be able to use these tools to create content that aligns with your client's brand, making your work more effective and reducing revisions. Outlining these guidelines will also allow you to transition a new VA to a client's account seamlessly while keeping a consistent voice and tone through AI.
Define Roles and Responsibilities
Misalignment on who does what is a recipe for inefficiency. Clarify responsibilities from the start:
What aspects of marketing will your VA firm handle? (idea generation and planning, content plans, copywriting, creative design, scheduling etc.?)
What will the client or other team members be responsible for?
What's the approval process for content before it goes live?
Setting these expectations early builds trust and ensures smooth collaboration. If your virtual assistants want to take the most possible work of your client's plate while keeping them involved for accuracy and authenticity, here's what I'd recommend:
VA Ideas Generation: Generates ideas for 1-3 months of marketing.
VA & Client Content Planning Meeting: Review the plan and insert any changes or initial thought leadership thoughts from the client. I love using AI meeting tools like Fathom to get a transcript that can be pulled directly from my client's language.
VA Finalize Content Plans: Finishes content plan. Flag any additional "personalization" components for the Client to fill in with their stories if needed. Depending on the situation, this may all be captured during the meeting.
VA & Client [Optional] Video Recording & Personalization: This very much depends on the client's desired workflow. But, it may be helpful to schedule an additional meeting to fill in any final personalized stories for the content and record videos right on a call with the VA so you aren't chasing this information.
VA Produces Content: Based on the content plans, start with ChatGPT drafts of content. Then, create final drafts of the copy using a tool like Grammarly to check for errors while editing. Next, move into creating all the creatives in Canva. It's very helpful to batch a bunch of branded templates at the beginning of a partnership so everything isn't done from scratch.
VA Schedules Content as Drafts: Now that you have final drafts and the creatives, schedule the content as drafts on the client's website, email marketing software, and social media scheduling tool.
Client Final Review / Schedule: At this point the client can review the final versions, make any direct changes and schedule the media.
Create a Comprehensive Marketing Calendar
A marketing calendar helps VAs stay organized, proactive, and strategic. Rather than scrambling to create content last-minute, plan ahead:
Outline themes and promotions for each quarter.
Schedule multi-channel content in advance.
Assign clear deadlines for creation, approvals, and publishing.
A well-structured calendar prevents inconsistency, keeps clients engaged, and makes marketing execution feel effortless.
2. Streamlining Processes
Establish SOPs for Efficiency
The best way to handle marketing tasks with confidence is to remove guesswork from the process. Standard Operating Procedures (SOPs) ensure every task is done consistently and correctly. This is also helpful to be baked into whatever tool you're using to organize the client's information rather than in a static Google doc saved in a folder where no one looks at it. I'd recommend Notion for its versatility. It's the software we used to build our Own It! Marketing System.
Key marketing SOPs to implement:
How to create, format, and schedule social media posts
Step-by-step email marketing workflows
Blog writing and SEO optimization checklists
Client approval and revision processes
With SOPs in place, anyone on your team can step in and execute marketing tasks smoothly—no micromanagement required. Plus, this kind of clarity will give your client complete confidence in your support.
Use Templates for Faster Execution
Why reinvent the wheel every time? Using pre-designed, customizable templates for marketing materials saves hours of work.
Essential templates every VA firm should have:
Social media Canva templates: Ideally, create two templates for each type of post you consistently do in your marketing. Then, take those two posts and flip them from light to dark or dark to light with your branded colors. That way, you'll have options for each type of post.
Content plan templates: For each style blog, email, and social media post, create a plug-and-play template for the copy so that you just need to fill in the template with the specific details. These templates should be able to be copied and put right into ChatGPT for an initial draft.
These resources ensure marketing output remains consistent, high-quality, and efficient across all clients.
Implement a Project Management Tool
Keeping track of marketing deliverables across multiple clients can quickly become chaotic. We mentioned this above but highly recommend using Notion to organize all your client's marketing materials, content calendars, templates, etc.
Assign tasks with deadlines
Track content approval stages
Store marketing assets for easy access
Collaborate seamlessly with your team and clients
By centralizing marketing workflows, VAs can handle marketing tasks efficiently and scale operations with complete confidence.
3. Collaboration and Communication
Simplify Client Onboarding
A smooth onboarding process sets the stage for long-term success. Gather everything you need before work begins to avoid delays and miscommunication.
An ideal marketing onboarding checklist includes:
Brand voice and style guide
Social media handles and login credentials
Website and email marketing software access
Key marketing goals and priorities
Content approval workflow and decision-makers
A structured intake process ensures marketing support starts on the right foot.
Centralize Resources for Easy Access
Avoid back-and-forth emails by creating a shared resource hub using Notion so you're client is fully looped in on what's happening.
Content templates
Client brand guidelines
Marketing calendars
FAQs for quick reference
This keeps everything in one place, making collaboration smooth, organized, and efficient.
Provide Regular Updates to Clients
Clients feel most confident in your services when they're in the loop. Regular updates prevent misunderstandings and reinforce your value.
Ways to maintain transparency:
Weekly progress updates via email
Monthly strategy check-ins
Clear reporting on marketing performance metrics
Clients ask for help with marketing because they are overwhelmed by all other aspects of their business. The more you can manage marketing and the workflow for execution, only involving them at key points in the process, the more invaluable you will be to your client.
4. Scaling Marketing Services
Offer Specialized Marketing Support
To stand out, position your Virtual Assistant team as the go-to solution for marketing support. Because of their high retainers and limitations in scope, you'll be more attractive to a potential client who needs marketing help than a marketing agency. And you'll outshine your VA competitors because most aren't equipped to handle the complexity of marketing successfully.
We've seen our VA partners be most successful when they add a "Marketing Package Add-On," that is a flat fee to their monthly retainer of hours. That way, they get a boost in revenue for those clients looking for this specialized support.
Develop Scalable Systems for Growth
Scalable systems are key if you want to take on more clients without overloading your team. This means:
Creating repeatable marketing workflows
Standardizing client processes
Using automation tools for scheduling and content repurposing
With systems in place, you can grow your client base without sacrificing quality.
Why the Own It! Marketing System is the Ultimate Solution
The Own It! Marketing System provides everything your VA firm needs to confidently manage marketing tasks—without needing to be a marketing strategist.
AI Voice Assistant for high-quality AI draft copy
Plug-and-play templates for content creation
Proven SOPs for streamlined workflows
A structured approach to marketing execution
This system empowers your team to deliver results with ease and confidence.
Seamlessly Integrate It into Your VA Operations
By embedding the Own It! Marketing System into your client workflows, you can:
Position yourself as a strategic partner and industry leader
Provide high-quality marketing support without extra stress
Scale your services without losing efficiency
Shift from task-based execution to a true marketing partnership
Take the Next Step
If you want to simplify and scale your VA marketing services, explore licensing options for the Own It! Marketing System today.
Empower your team with the tools they need to provide unparalleled marketing support. Get started now at weatherbymedia.com/contact.
Book a Demo
The Own It! Marketing System is an AI-integrated, plug-and-play platform designed to save time, make money, and simplify your marketing.
Book a demo to explore the System for your business! If you are a Marketing or Virtual Assistant company, consider integrating the System into your operations and adding new revenue streams with a multi-license plan.
