Running a small business often feels like juggling a dozen hats at once. Between customer emails, inventory updates, and social media posts, it’s easy to get buried in the administrative side of things—leaving little time for the creative work that inspired the business in the first place.
That’s exactly where a virtual assistant (VA) comes in.
In this article, we’ll walk through a real-world scenario where a virtual assistant helped a handmade soap business owner save time, reduce stress, and grow their brand presence—all without hiring a full-time employee.
👩💻 Meet Lisa: The Handmade Soap Entrepreneur
Lisa is the founder of a growing online business that sells all-natural, handmade soaps. While she loves making new scent blends and chatting with customers, the never-ending to-do list was starting to take a toll:
- Overflowing inbox
- Delayed social media posts
- Missed follow-ups on wholesale inquiries
- Disorganized inventory tracking
- Limited time to create new products
Lisa knew she needed help, but didn’t have the budget (or the need) for a full-time employee. So she hired a virtual assistant.
🧠 The Role of a Virtual Assistant in Lisa’s Business
Lisa’s VA came on board as an all-in-one administrative partner. Using tools like Google Workspace, Trello, Canva, Shopify, and Mailchimp, the assistant took over many of the day-to-day tasks Lisa was struggling to manage.
Here’s how they worked together:
✅ Daily Tasks: Keeping the Business Running Smoothly
1. Email Management
Lisa’s VA checked her inbox twice a day to:
- Filter and prioritize urgent customer emails
- Answer common questions with templated responses
- Forward wholesale and press inquiries directly to Lisa
2. Order Monitoring
By logging into Shopify daily, the assistant could:
- Confirm new orders and update shipping statuses
- Flag delays or issues for Lisa to resolve
- Track low inventory items that needed restocking
3. Social Media Support
The VA used Canva and Buffer to:
- Design and schedule 3–4 Instagram posts per week
- Post behind-the-scenes content and promotions
- Respond to DMs and comments
📆 Weekly Tasks: Staying Ahead, Not Just Keeping Up
Once a week, the virtual assistant:
- Drafted Lisa’s email newsletter in Mailchimp
- Updated an inventory tracker using vendor receipts
- Organized the Trello board to plan weekly production and marketing tasks
📊 Monthly Tasks: Insights and Strategy
At the end of each month, the VA:
- Scheduled Zoom check-ins with long-term clients
- Summarized customer feedback and reviews
- Compiled a simple sales report using Google Sheets
- Identified top-selling items and content that performed well
💡 The Results: Time Saved, Stress Reduced, Growth Unlocked
Hiring a virtual assistant had a major impact on Lisa’s business:
- 15–20 hours saved every week
- Faster, friendlier customer service = better reviews
- Consistent social media posting grew traffic by 30%
- More time to focus on product development and big-picture growth
Lisa was able to shift her focus from constantly reacting to finally being proactive. She launched two new product lines, partnered with a local retailer, and even took a week off—something she hadn’t done in over a year.
🧼 Could You Use a Virtual Assistant Too?
Whether you’re selling handmade goods, running a coaching business, or managing online clients, a virtual assistant can be a powerful asset. You don’t need to do it all—and in fact, your business may grow faster when you don’t.
Lisa’s story is just one example of how strategic support can help entrepreneurs get out of the weeds and back into their zone of genius.
Need help like Lisa did?
Start small. List out 3–5 tasks you’d love to hand off. Then, look for a VA who has experience with the tools you use and understands your industry. Even a few hours of weekly support can change everything.