A virtual assistant for marketing agencies who keeps the project board honest.
Dedicated full-time agency admins trained on Asana, ClickUp, HubSpot, and your weekly client cadence. Reporting compiled, status emails drafted, contractors chased, deliverables QA'd before they go out.
What you actually get
One dedicated agency admin trained on your project management tool, your weekly client cadence, your reporting template, and your contractor roster.
Client-facing polish without the agency owner staying up Sunday night. Status emails drafted in your voice, reports compiled from the platforms, and deliverables QA'd before the account lead sees them.
Pricing. Roughly $2,000 to $4,500 per month for a full-time dedicated admin, Philippines or Latin America based, with a lifetime replacement guarantee.
Why agency operations break before they scale.
Most marketing agency owners we talk to are not stuck on growth. They are stuck on operations. The project board is a graveyard of stale tasks, the weekly status email goes out late on Sunday in the owner's voice because nobody else can draft it, the contractor designer turned in a deliverable that nobody QA'd before the client saw it, and the reporting screenshot for a client review meeting got pulled the morning of. A generalist VA dropped into that environment will not fix it. They will just add another seat in Asana that nobody updates.
A dedicated executive admin trained on agency rhythms holds the line on project hygiene, drafts client communication in your voice, and chases contractors so the account team can actually do the strategic work clients are paying for.
What an agency admin VA at Staffify actually does.
Asana, ClickUp, Notion hygiene
Daily sweep of stale tasks, missing due dates, untagged owners, and tasks closed without deliverable links. Weekly board cleanup so the project view actually reflects reality. New project templates spun up from your standard SOW intake form.
Client reporting compilation
Monthly or weekly reporting pulled from Google Ads, Meta Ads, GA4, Search Console, Looker Studio, or whatever platforms each client lives in. Numbers dropped into your client report template, written commentary drafted from a brief you provide, and the report ready for the account lead to review and send.
Weekly status emails and client touchpoints
Friday status emails drafted in your voice from the week's project activity, sent for the account lead's review before they go to the client. Standing client meeting agendas built. Pre-read materials assembled the day before each client call so the account team walks in prepared.
Contractor and freelancer coordination
Briefs sent to the designer, copywriter, video editor, or developer per the project plan, due dates tracked, deliverables collected, payment tracked through your bookkeeper or directly in QuickBooks or Bill.com. The VA owns the chase so the account lead does not.
Deliverable QA
First-pass review of contractor deliverables against the brief and the client's brand guidelines before the account lead sees them. Spelling, links, image sizing, brand color usage, and basic technical checks. Anything substantive (creative direction, strategy) routed to the account lead.
HubSpot, Pipedrive, or new business pipeline support
Inbound new-business inquiries entered into the CRM, discovery call notes filed against the deal record, proposal assembly from your template, and follow-up sequence enrollment for cold or stalled deals.
Tools your agency admin VA will know.
- Project management. Asana, ClickUp, Notion, Monday, Trello, Basecamp, Teamwork.
- Communication. Slack, Loom, Google Meet, Zoom.
- Reporting and platforms. Google Ads, Meta Ads Manager, GA4, Search Console, Looker Studio, Semrush, Ahrefs, Klaviyo.
- CRM and pipeline. HubSpot, Pipedrive, Close, Copper, ActiveCampaign.
- Docs and creative. Google Workspace, Microsoft 365, Canva, Figma (view and comment), Frame.io for video review.
- Finance handoff. QuickBooks Online, Xero, Bill.com, Stripe for contractor and client invoicing handoff.
Onboarding cadence.
Most agencies have an admin running the project board and the weekly client emails inside 21 days. Week 1: SOP build (your client cadence, your status email template, your reporting template, your contractor brief format, your QA checklist). Week 2: paired work, the VA drafts and you review every client-facing email and report. Week 3: solo on routine ops with daily review of a flag list. By month 2 the agency owner has stopped opening Asana on Sunday night. See the COO function before you hire a COO for why this layer matters.
Agency hiring model comparison.
| Model | Typical cost | Fit |
|---|---|---|
| Founder/account lead doing it themselves | "Free" but 8 to 15 hours/week of senior time | Sub-$30K MRR agencies, very early stage |
| In-house ops manager (US W-2) | $5,500 to $9,000 / mo loaded | Established agencies $100K-plus MRR, dedicated office |
| Fractional COO or ops consultant | $3,000 to $8,000 / mo retainer | Agencies needing strategic ops design, not daily execution |
| Freelance VA (marketplace) | $500 to $1,800 / mo part-time | Agencies ready to vet, train, and manage themselves |
| Staffify dedicated agency admin | $2,000 to $4,500 / mo (full-time) | Agencies $30K-plus MRR with 5 to 25 active client engagements |
Where this works (and where it does not).
Strong fit: agencies at $30K-plus MRR with 5 to 25 active client engagements, agencies where the founder is still drafting the weekly status emails, and agencies that lean on contractors and freelancers who need regular chasing. Particularly strong for performance marketing agencies, SEO shops, and content studios with recurring monthly deliverables.
Weaker fit: pure consultancies with under 5 clients (you have enough bandwidth without it), and agencies whose work is entirely high-touch strategic (every deliverable already requires a senior person, so the QA layer adds less). See first employee vs VA for the decision.
Frequently asked questions.
How much does a virtual assistant for an agency cost?
Freelance agency VAs run roughly $500 to $1,800 per month part-time. In-house ops managers loaded at US W-2 cost $5,500 to $9,000 per month. A dedicated full-time offshore agency admin VA through Staffify is roughly $2,000 to $4,500 per month with lifetime replacement guarantee.
Can your VAs work in Asana, ClickUp, and HubSpot?
Yes, all three. Plus Notion, Monday, Trello, Basecamp on the project side, and Pipedrive, Close, Copper on the CRM side. The VA learns your specific project templates, statuses, and pipeline stages during onboarding.
Will my VA pull reports from Google Ads and Meta Ads?
Yes. They can pull data from Google Ads, Meta Ads Manager, GA4, Search Console, Looker Studio, Semrush, and Ahrefs into your reporting template, write basic commentary from a brief you provide, and prep the report for account lead review. Strategic interpretation stays with your team.
Can they draft client emails in our voice?
Yes. During onboarding we capture your voice samples (past emails, status notes, your tone with different account types) and the VA drafts in that voice. Account leads review and send. Most teams move to a same-day approval flow inside 30 days.
Will my VA coordinate our contractors?
Yes. They send briefs, track due dates, collect deliverables, run first-pass QA, and chase payments through your bookkeeper. The account lead owns the creative direction; the VA owns the chase.
What if my admin does not work out?
We replace them. Lifetime replacement guarantee, no extra fee. Most replacements happen in the first 30 days and are usually about voice or pace fit, not skill.
Stop drafting status emails on Sunday night.
25 minutes. Tell us your active client count, your project tool, and where ops are leaking, and we will tell you what a dedicated agency admin seat would look like.
Book a 25-min discovery call