For agency owners and operations teams

Virtual assistants for marketing agencies

Give your specialists room to do the work clients hire them for. Your marketing agency virtual assistant coordinates meetings, assets, approvals and reporting inputs. Knows The Drill recruits and prepares your assistant for agency work and the responsibilities you want them to take on before handoff.

Find your assistant

The campaign is planned. The missing approval still needs chasing.

A designer is waiting for the brief. A client's approval is buried in email. Tomorrow's report is missing one account's figures. The work is scheduled, but the information needed to finish it is scattered.

Start with the accounts you want coordinated, name the person who sets priorities and agree which messages can go to clients. The assistant keeps the missing inputs and next steps visible.

The work to hand off

Keep accounts moving between client meetings.

Prepare meetings and follow-ups

An assistant can gather open items for an agenda, coordinate calendars and turn your meeting notes into an assigned action list. Each item has a responsible person and an agreed due date. Changes to a client's scope or commitments return to the account lead.

What you get back: A meeting pack and an assigned follow-up list

Track assets and approvals

Provide the delivery checklist and approval route for each account. Your assistant can request missing briefs or files, maintain links to current versions and record who has signed off. Work waiting on a response is flagged with its effect on the next scheduled step.

What you get back: An approval register with dependencies and current versions

Assemble reporting inputs

Using approved exports and your reporting template, an assistant can organize the figures supplied by account specialists, check for missing periods or fields and prepare the pack for review. Your team interprets performance and approves conclusions before the report reaches the client.

What you get back: A draft reporting pack with gaps marked clearly

Coordinate client onboarding

Give the assistant your agreed intake checklist, meeting sequence and document templates. They can collect administrative inputs, arrange the kickoff and track unanswered requests. Account access, commercial terms and the final brief remain subject to your agency's approval and the client's requirements.

What you get back: A kickoff checklist with inputs and outstanding requests

Illustrative workflow

A register for the approvals holding up delivery

Use this example register to agree what the assistant tracks and when a blocked task needs the account lead's attention.

The brief is incomplete

Assistant preparesList missing inputs, the person who owes them and the agreed follow-up date.

Account lead decidesWhether the team has enough direction to begin.

Client assets have not arrived

Assistant preparesRequest the specified files and flag the affected deliverable.

Account lead decidesWhether to change the schedule or use an approved alternative.

A draft needs sign-off

Assistant preparesSend the correct version to the designated reviewer and record the response.

Account lead decidesWhether feedback is resolved and publication is authorized.

Report inputs are missing

Assistant preparesIdentify the account, reporting period and missing source material.

Account lead decidesWhether the report is ready and how to explain any gaps.

Illustrative example — not a client record

An asset approval tied to the wrong version

Use this record when a client reply and the latest draft do not refer to the same version. It gives the account lead a precise approval question.

Asset reference: Example entryMA-018: the launch email for a client campaign.; What to provide or checkIdentify the exact deliverable under review.
Latest draft: Example entryVersion 4 includes the revised opening paragraph requested by the client.; What to provide or checkPoint to the current file and explain what changed.
Approval received: Example entryThe client's approval message refers to Version 3.; What to provide or checkKeep the approval attached to the version the client actually reviewed.
Open question: Example entryDoes the client approve the revised opening paragraph in Version 4?; What to provide or checkTurn the mismatch into a question the account lead can resolve.
Next action and owner: Example entryThe account lead requests confirmation for Version 4 before authorizing the final handoff.; What to provide or checkShow the approval dependency and the person responsible.

Ready to hand over when: The account lead can open both versions, find the original approval and see exactly what still needs confirmation before delivery proceeds.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Are client approvals holding up the next handoff?

A useful fit when

Your accounts have recurring asset requests, meetings and approval steps that need consistent follow-up.
Account leads can define the review path while an assistant keeps versions, responses and due dates connected.

Discuss the setup first

Each specialist assigns urgent tasks independently; agree who sets the assistant's priorities across accounts.
You need someone to make creative or campaign decisions as well as coordinate delivery; scope that expertise during matching.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Keep account judgment with your specialists.

Give the assistant clear coordination responsibilities and a route to the account lead. Your specialists determine the work itself, and your agency sets approval rules for client communication and access to account information.

Your team owns strategy, creative direction and interpretation of performance.
Budget changes, client commitments and final publication require agency approval.
Copywriting, design, SEO execution and media buying are specialist work to raise during matching.

Bring one account's delivery checklist.

01The recurring meetings, reports and handoffs for a representative account.
02Your project tools and the account boundaries an assistant must follow.
03Examples of approved client reminders and escalation messages.
04The priority-setter, review owners and working-hour overlap you need.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can an assistant coordinate more than one client account?: We can discuss a role across accounts, based on the volume of recurring work and the hours needed. Each account should have its own records and approval contacts. One agency lead should set priorities when several clients need attention at once.
Can they work in our project-management and reporting tools?: We prepare assistants for the agency role and tool requirements agreed during matching. Show us your project boards, reporting workflow and the actions you want handled. Required platform skills, access and preparation time are part of that discussion before the assistant is handed over.
Can an assistant send reminders directly to clients?: Routine coordination can be included when your agency approves the sender identity, templates and limits. Start with messages such as meeting confirmations or requests for an agreed asset. Scope changes, sensitive feedback and new commitments should go through the account lead.
Can the role include specialist agency work?: We prepare assistants for your agency niche and the responsibilities agreed with you, which can go beyond the coordination examples on this page. Bring specialist execution requirements to the matching call so we can define the skills and preparation needed. Your agency retains responsibility for strategy, client commitments and final approval.
Can we choose managed support or hire directly?: Yes. Managed support provides a dedicated full-time assistant for a monthly fee, with ongoing support from our team. For direct hire, we recruit and train an assistant for you to hire into your agency for a placement fee. We agree pricing, scope and terms before starting.

Keep your team focused on client work.

Show us the approvals, reporting inputs and meeting follow-ups taking time from your specialists. We will help build an administrative role around your accounts and delivery rhythm.

Find your assistant

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