Top Tools Virtual Assistants Use (2025)

This quick reference lists tools commonly used by virtual assistants in 2025 and suggested use cases.

• Communication: Slack, Microsoft Teams — day-to-day messaging, channels for ops.
• Project Management: Asana, Trello, ClickUp — task boards, workflows, automation.
• Time Tracking: Toggl, Harvest — billing and productivity insights.
• Password Management: 1Password, LastPass — secure credential sharing.
• File Storage: Google Drive, Dropbox — document collaboration.
• Email/CRM: Gmail + HubSpot, ActiveCampaign — contact management, sequences.
• Automation: Zapier, Make (Integromat) — app integrations and automations.
• Design: Canva, Figma — quick graphics and templates.
• Payments: Wise, Payoneer — cross-border payroll and payouts.

Recommendation

Create a lightweight toolkit for your VA with one app per function to reduce context switching. Prefer tools with good audit logs and permission controls for compliance.