Licensed professionals should not be billing their time for filing and formatting. A virtual assistant handles the proposals, permits and project admin around your technical work.
Virtual Assistant gives architecture, engineering and design firms a dedicated virtual assistant from $240 a month. You choose the role and the hours, and a US account manager matches you within 1 to 3 business days.
The problem a virtual assistant solves
Small firms depend on the same people for design, client meetings, proposals and paperwork. Time spent assembling proposals and chasing submittals is hard to bill, and it limits how many projects a firm can take on.
What a normal week looks like with an assistant
Your assistant formats proposals and reports, tracks permits and submittals, keeps project files organized and schedules meetings. They update timesheets, send invoices and follow up with consultants and clients, and your staff get back their billable hours.
The work to hand off first
- Proposal and RFP formatting
- Meeting minutes and action items
- Submittal and RFI logs
- Project invoicing and time tracking
- Permit application paperwork
- Calendar and client communication
Your assistant already knows or will learn your tools, including Procore, BQE Core, Monograph, Bluebeam, Microsoft 365. See more on our page for virtual assistants for architects and engineering firms.
Which assistant to hire
Administrative Assistant
An administrative assistant handles proposals, meeting notes, permit tracking and project files.
Your day stops being reactive. Someone else sorts the inbox and the calendar first, so you start each morning with a short list of what actually needs you.
- Sort your email into urgent, needs a reply and can wait
- Send reminders and confirm attendance the day before
- Prepare templates for the letters and forms you use often
- Compare suppliers and summarize the best options
Administrative assistant packages start at $240 a month for 20 hours. Hire an administrative assistant for your business.
Bookkeeping Assistant
A bookkeeping assistant handles timesheets, invoicing and accounts receivable.
Money comes in faster. Invoices go out on time and late payers get regular, polite reminders.
- Reconcile bank and credit card accounts
- Follow up on collections
- Keep a sales tax tracking spreadsheet
- Prepare a monthly profit and loss report
Tax returns and tax advice stay with your CPA or enrolled agent. Bookkeeping assistant packages start at $320 a month for 20 hours. Hire a bookkeeping assistant for your business.
Graphic Design & Content Assistant
A graphic design assistant builds polished presentations and portfolio pages.
Your budget goes further. Pay for the hours you need instead of a full-time designer or per-project agency fees.
- Create website banners
- Create branded proposals and documents
- Edit product photos and remove backgrounds
- Create a brand kit and reusable templates
Graphic design & content assistant packages start at $300 a month for 20 hours. Hire a graphic design & content assistant for your business.
What stays with you
Design, engineering judgment, stamps and code decisions stay with your licensed professionals.
What it costs for architects and engineering firms
You pay the same clear price wherever you are, and you see the exact total before you order. Skilled VA prices for the roles above:
- Administrative Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
- Bookkeeping Assistant: $320 for 20 hours, $608 for 40 hours or $1,152 for 80 hours a month
- Graphic Design & Content Assistant: $300 for 20 hours, $570 for 40 hours or $1,080 for 80 hours a month
Senior Specialists, with 5+ years in the field, cost 35% more. US-Based Specialists, who live and work in the United States, cost 90% more. If you would rather not commit to a monthly package, pay-as-you-go hours start at $14.40 an hour and stay valid for 90 days.
Why hire your assistant from Virtual Assistant
Your assistant works remotely and keeps the business hours of your time zone. You get a person who learns your business, with a team behind them when something needs fixing.
- They learn how you work: Your account manager turns your routine into a written checklist on the kickoff call, so you explain each job once.
- Old books can be fixed: Start with a one-time cleanup project, then use a monthly package to keep everything current.
- Monthly or one-time: Keep a designer on a monthly package, or order a logo or brand identity as a one-time project.
- A dedicated assistant: You work with one person who learns your business, not whoever is free in a shared pool.
- Start in 1 to 3 business days: Most clients are matched within 1 to 3 business days of payment, or within 24 hours with rush onboarding.
- NDA and secure access: Every assistant signs an NDA, and logins go through a secure vault, never by email.
A virtual assistant or an in-house hire?
An in-house hire makes sense when the job needs someone physically on site. For work done on a screen or a phone, a virtual assistant usually costs far less, because you pay only for working hours, with no recruiting, desk, equipment or payroll taxes to arrange. You can also start with 20 hours a month and grow, instead of committing to a full-time salary before you know how much work there is.
How to get started this week
- Build your package: choose a role, your hours and an experience level, and see your price straight away
- Pay your itemized invoice by card or crypto
- Your US account manager matches you within 1 to 3 business days and runs your kickoff call
- Your assistant starts on a written checklist of your first tasks for your business