Running a coaching business is incredibly rewarding – you get to help people make meaningful changes in their lives, build confidence, and move towards their goals. But as your practice grows, so do the behind-the-scenes tasks. Suddenly, your time isn’t just about coaching anymore. It’s also about answering emails, managing your calendar, keeping up with social media, creating content, and handling tech.
Many coaches reach a point where they realise they’re working harder than ever, but not necessarily on the parts of the business they love most. That’s where a Coaching Virtual Assistant (VA) can make all the difference.
This guide will walk you through what a Coaching VA is, the kinds of support they can offer, and how to know when you’re ready to bring one on board. You’ll also find tips on working well together and a clear sense of the value a VA can bring to your business and life.
What Is a Coaching Virtual Assistant?
A Virtual Assistant (VA) is someone who provides professional support remotely, handling tasks that don’t require your direct involvement. While general VAs can help with admin, a Coaching VA specialises in understanding the unique needs of coaches.
This includes things like:
Managing the client journey – from onboarding to follow-ups.
Helping with group programs, workshops, or online courses.
Repurposing your coaching content into marketing materials.
Supporting launches and client communications.
Think of a Coaching VA as a partner who understands the rhythm of your business. They help you create space to focus on what you do best – coaching your clients.
Why Coaches Hire Virtual Assistants
The challenges of doing it all yourself
If you’re a solo coach, you may be wearing every hat in the business. You’re the coach, the marketer, the admin assistant, the tech manager, and the social media team all in one. While this works in the very beginning, it can quickly become exhausting.
Common struggles include:
Spending evenings catching up on emails instead of resting.
Falling behind on social media or newsletters.
Feeling stressed by tech and systems you don’t enjoy.
Missing opportunities for growth because you simply don’t have the time.
The benefits of having support
With a Coaching VA, the picture changes. You can:
Reclaim time to focus on your clients and programs.
Stay consistent with your marketing and communication.
Reduce stress by handing over tasks that drain you.
Create breathing space for creativity, planning, or rest.
It’s not just about productivity – it’s about feeling lighter and more present in your coaching work.
What a Coaching VA Can Do for You
Every coach’s needs are different, which means a VA’s role can be tailored to fit. Here are some of the key areas where Coaching VAs provide support:
Admin and client support
Managing your inbox and handling routine responses.
Scheduling sessions and sending reminders.
Organising contracts, invoices, and client documents.
Streamlining your onboarding process so it feels professional and welcoming.
Content and marketing support
Repurposing your podcast, video, or blog into shorter posts.
Designing simple, polished graphics in Canva.
Writing and scheduling social media posts.
Assisting with email newsletters and automations.
Tech and systems support
Setting up automations for emails, forms, and bookings.
Updating your website or uploading blog posts.
Supporting the setup of online courses or membership sites.
Troubleshooting tech so you don’t get stuck.
Launch and project support
Coordinating the moving parts of a new program or offer.
Assisting with sales pages, checkout links, and automations.
Managing timelines and tasks so nothing is forgotten.
The scope can start small (even a few hours a month) and grow as your business grows.
Signs You’re Ready to Hire a Coaching VA
How do you know if now is the right time? Some clear signs include:
You’re spending more time on admin than on actual coaching.
Your marketing feels inconsistent or non-existent.
You’ve missed chances to launch or grow because of lack of bandwidth.
You feel constantly behind and stretched thin.
You dream of new projects but can’t imagine how you’d fit them in.
If these resonate, a VA could help you shift from “just getting by” to running your business with more ease.
How to Work Effectively with a VA
Hiring a VA is a partnership. A little preparation and clear communication go a long way in making it successful.
Start small. Delegate a couple of recurring tasks first to test the waters.
Set up simple systems. Use tools like Google Drive, Asana, or ClickUp to share information easily.
Communicate clearly. Weekly check-ins, even short ones, help keep you aligned.
Give feedback. Let your VA know what’s working well and what could be improved.
Document steps. Even quick notes can make delegation smoother.
Remember: a VA can only support you as well as you support the collaboration. Investing a little time upfront makes the ongoing relationship so much easier.
Understanding the Investment
The cost of working with a VA varies. Some charge hourly, while others offer set packages with a fixed number of hours each month. Rates often reflect their level of experience and the type of tasks involved.
Instead of focusing only on the dollar figure, consider what you gain:
How many hours will this free up each week?
What would you do with that time? Take on more clients, finally create that program, or simply rest?
What stress or frustration will you no longer carry?
The return isn’t always measured in income alone. Sometimes the biggest value is peace of mind and the ability to do the work you love without burning out.
Choosing the Right VA for Your Coaching Business
When selecting a VA, here are some things to keep in mind:
Relevant experience. A VA who understands coaching businesses will “get” your needs faster.
Skills that match your priorities. Whether it’s content, tech, or admin, focus on the area you most need relief.
Communication style. You’ll want someone whose approach feels natural to you.
Start with a trial. A small package or short-term project is a good way to test the fit.
There isn’t a one-size-fits-all VA. The right person is the one who helps you feel supported and less overwhelmed.
Final Thoughts: Creating Space in Your Coaching Business
As a coach, your energy is your most valuable resource. When you’re pulled in too many directions, it’s hard to give your best to your clients and even harder to create space for growth.
A Coaching VA isn’t about handing over control. It’s about recognising that you don’t have to do it all yourself. Even a few hours of support can bring relief, clarity, and momentum back into your business.
If you’ve been feeling stretched thin, perhaps this is your reminder: you’re allowed to ask for help. You can create more ease, more focus, and more freedom in your coaching journey and a VA can be a powerful step in that direction.