7 Tools and Apps Every Virtual Assistant Needs

As a Virtual Assistant, having the right tools and apps in your arsenal will take your Virtual Assistant game to the next level and make your professional life unimaginably efficient and easy. Having the right tools and apps at your disposal allows for seamless collaboration with clients and coworkers, optimizes organization and efficiency, and simplifies day-to-day tasks so that you can focus your time and energy on what’s really important. Here are our 7 favourite tools and apps that every Virtual Assistant needs.



When managing multiple clients with multiple accounts all at once, keeping track of passwords and login credentials can become incredibly chaotic. With LastPass, you can be sure to never forget a client’s password ever again. LastPass stores encrypted passwords online and allows you to log in to your clients’ accounts without the need of any password recall. It’s safe, secure, and is a huge headache saver when it comes to remembering every password for every client.


Trello is a collaborative project management app that is super user-friendly. Get all of your projects and tasks organized through Trello’s easy-to-use boards, lists, and cards. The app is very flexible and allows for you to add comments, attachments, checklists, due dates, and so much more. This is a fantastic app, especially if you have multiple projects on the go.


Calendly is the perfect solution for Virtual Assistants with busy schedules and lots of client meetings. Calendly allows for clients to book meetings with you, based on your availability. You set the times you are available within Calendly and let the web-based scheduler take care of the rest. Appointments automatically sync to your calendar, whether it be Google, Outlook, Office 365 or iCloud calendar, so that you will never get double-booked again.

Google Apps

Google Apps is the easiest way to share files and collaborate with clients. There is no need to attach files within emails anymore, when you can easily share with others what you’re working on in real-time, right within Google Apps. Create documents, spreadsheets, presentations, photos, and so much more. You will never lose a file ever again, as all files are stored directly in your Google account. That means that you can access your files from any device, anywhere in the world simply by logging in to your Google account.


Meet with clients and coworkers virtually over a Zoom meeting. Zoom is a work-oriented, video call software that allows you to meet with up to 100 participants all at once. Host high-quality, video calls with team members and clients, with the option to record meetings for guests who can’t make it or to re-watch at a later time. Zoom meetings automatically sync to your preferred calendar.


Canva is a versatile, web-based graphic design software. It is basically a simplified, user-friendly version of Adobe Illustrator. Canva has a seemingly infinite amount of templates you can use and modify to your liking. It comes with a wide-range of features and customizable options. Canva is great for graphic design for social media, advertising, invitations, posters, and so much more. As Canva is a web-based software, you can access your designs from wherever you are, on whatever device you are using.


Hootsuite allows for social media content management across multiple platforms in one, easy-to-access online space. You can manage multiple clients at once, with multiple social profiles by adding specific streams to your Hootsuite dashboard. Scheduling posts in advance, curating content, and accessing analytics are just some of Hootsuite’s user-friendly features. Hootsuite is versatile and flexible and allows you to customize your dashboard the way that you and your clients like.

At Virtual Gurus, we are always in search of new tools and apps to make our lives as Virtual Assistants easier and more efficient. We would love to hear what apps and tools you use in your virtual office. Share them with us in the comments below.

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