Business coaches spend too much time on admin tasks. They should be coaching instead. A good virtual assistant handles the busy work. This frees you to focus on clients and grow your revenue.
This guide shows you how to hire and work with a VA. You will learn what tasks to give them. You will see what it costs. And you will know when to expect results.
Key Takeaways
- VAs free up 20 to 30 hours each week for coaches
- Most coaches see ROI in 4 to 6 months
- A 90 day plan helps you bring on a VA the right way
- Start with email, calendar, and client onboarding
- Entry level VAs cost $15 to $25 per hour
Last Updated: January 8, 2026
Table of Contents
A virtual assistant for business coaches is a remote helper. They handle admin, marketing, and client support. VAs free up 20 to 30 hours each week. This lets you focus on coaching and programs.
The ICF says coaching keeps growing fast. Coaches who use VAs see big gains in time and money. Most get positive ROI in the first year.
Where Does Your Time Go Now?
Most coaches split their time like this:
The Problem: Only 30% of time makes you money. The rest is busy work. VA support for coaching changes this a lot.
Think about it. If you work 50 hours a week, only 15 of those hours bring in cash. The other 35 hours are spent on tasks anyone could do. That is a big waste of your skills.
Learn more about time management for coaches.
Harvard Business Review research shows clients expect a lot. They want:
This is hard to do alone. VAs help you meet these standards. They use good systems and client management tools.
Database Work:
This work is not hard. But it takes time. A VA can do it in the background.
Scheduling:
Scheduling alone can eat up 5 hours a week. A VA with good tools cuts this to near zero for you.
Messages:
Email is a time sink. Most coaches check it too often. A VA can handle the bulk of it. You only see what needs your input.
Good client care through VA support helps you keep clients longer. See our client retention tips.
Creating content takes steady effort. VAs can handle much of it:
Steady content leads to more website visits. More visits mean more leads. More leads mean more clients.
See our guide on coaching automation for more ways to save time.
VAs help with many channels:
You do not need to be on social media all day. A VA can handle the posting. You just need to check in and engage when it matters.
Lead Management:
Speed matters with leads. The faster you reply, the more likely they buy. A VA helps you respond in hours, not days.
Sales Admin:
Good sales support means more clients convert. It comes from steady follow up and pro presentation. For more ideas, read our guide on scaling with VA support.
What You Can Expect to Pay:
| Service Type | Rate Per Hour | Monthly (20 hrs/week) | What They Do |
|---|---|---|---|
| General Admin | $15-25 | $1,200-2,000 | Basic admin, scheduling, email |
| Coaching Specialist | $35-55 | $2,800-4,400 | Industry support, client work |
| Marketing Expert | $30-45 | $2,400-3,600 | Content, digital marketing |
| Tech Expert | $40-60 | $3,200-4,800 | Platforms, automation |
The right choice depends on your needs. Start basic. Add skills as you grow.
Direct Revenue Impact:
When You See Returns:
Most coaches see positive ROI within a year. Some see it much sooner. The key is picking the right tasks to hand off first.
For automation strategies, see our guide. Learn about lead generation with VAs and ROI numbers.
Experience Matters:
Tech Skills:
Communication:
McKinsey research shows step by step works best. Our delegation guide has more:
Phase 1: Foundation (Days 1-30)
This is the learning phase. Expect some mistakes. Give clear feedback.
Phase 2: Expansion (Days 31-60)
By now they should know your style. Trust grows. Tasks increase.
Phase 3: Full Speed (Days 61-90)
After 90 days, things should run smooth. You focus on coaching. They handle the rest.
Communication Gaps:
Quality Varies:
Tech Issues:
Track These Numbers:
Business Impact:
For more metrics, see our executive coaching tools guide.
Entry level VAs cost $15 to $25 per hour for basic admin. Coaching specialists cost $35 to $55 per hour. Experts run $40 to $60 per hour. Most coaches spend $2,000 to $4,000 each month for 20 to 30 hours of help. Think about value, not just cost.
VAs do specific tasks. They handle scheduling, email, and content. They work 15 to 30 hours a week. They cost $2,000 to $4,000 a month.
OBMs are strategic partners. They run operations. They manage other VAs. They cost $4,000 to $8,000+ a month. Get an OBM when you pass $200K per year.
Start with email management. Then add calendar and scheduling. Next comes client onboarding. These are high volume and easy to teach. Once those run well, add marketing and sales support.
Setup takes 30 to 60 days. You see gains in months 2 and 3. You likely break even in months 4 to 6. After that, returns grow. The more you delegate, the more you can coach.
Look for 2+ years in coaching or consulting. They should know platforms like CoachAccountable or Paperbell. They need to write well and speak professionally. They must understand client privacy and coaching ethics.
VA support helps coaches grow. When you delegate well, you gain time. You earn more. You feel more balanced.
Success takes good hiring. It takes step by step training. It takes clear communication. And it takes ongoing tuning.
Coaches who use VAs well pull ahead. They serve more clients. They stress less. They build bigger practices.
Ready to Scale Your Practice?
Coaches who delegate to VAs see real gains.
Your Next Steps:
- Track how you spend time this week
- Pick your top tasks to hand off
- Find a qualified VA to hire
- Use a 90 day plan to bring them on
Published by the Business Coach VAs Team.
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