Behind The Scenes Tasks That Keep Online Businesses Running
If you’ve ever felt like running an online business is “just a few posts and emails,” I get it.
From the outside, things often look simple — clean newsletters, consistent Instagram posts, launches that go live right on time.
But behind the scenes?
There’s a quiet pile of admin, structure, checking, following-up, and planning that makes everything work.
And that’s where I come in.
As a virtual assistant, I spend most of my time doing the tasks no one sees — but everyone benefits from.
So here’s a peek behind the curtain: the essential but invisible things I handle every week.
1. Inbox triage and tone-matched replies
I sort, label, prioritise, and respond to emails in my clients’ voices.
That means:
- Following up with customers kindly
- Redirecting unnecessary messages
- Flagging what needs their attention
- Keeping the inbox from turning into a black hole
It’s not just admin — it’s relationship management.
2. Invoicing and gentle chasing
Making sure you get paid doesn’t sound revolutionary, but it’s one of the most stress-relieving tasks I take off a client’s plate.
I handle:
- Regular invoices
- Tracking payments
- Following up (nicely!) when things are late
- Keeping clear records for taxes and sanity
3. Formatting and uploading content
Whether it’s a podcast, a YouTube description, a training replay, or a batch of social media posts — I make sure content is polished, scheduled, and ready to go.
That means:
- Making sure links work
- Creating graphics
- Double-checking alt text and formatting
- Uploading to the right place, at the right time
4. Sending things out (with heart)
I send things out that most businesses forget to:
- Welcome emails
- Thank-you cards
- Zoom links with backup instructions
- Automated reminders
Sometimes, I even send physical post — yes, real cards! — to keep your clients feeling cared for.
5. Keeping an eye on what you’ve forgotten
A huge part of what I do is simply remembering things for my clients.
- That deadline they half-mentioned three weeks ago? I’ve got it in Trello.
- That workshop they want to promote but forgot about? Already drafted a caption.
- That subscription that renews next week? I’ve flagged it.
I’m not just a task-doer — I’m a second brain.
Final Thoughts
The behind-the-scenes virtual assistant tasks aren’t always glamorous.
You won’t see them in a launch graphic or a podcast intro.
But they’re what keep things running smoothly — quietly, calmly, consistently.
If you’ve ever felt like you can’t keep up with all the little things… maybe you’re not supposed to.
That’s what I’m here for.
— Izzy
Written in partnership with ChatGPT
0 Comments