9 Must Have Virtual Assistant Tools in 2025

You want to start working with your virtual assistant or a virtual team as quickly as possible but you are not sure what tools you should use to bolster your communication, or manage projects, and so on. There’s no need to worry, the industry has more than a few virtual assistant tools just perfect for this occasion. Go through this blog to learn about some of the best tools in the market.

It has a chat feature that is super helpful for maintaining clear communication with your virtual assistant. Using it you can instantly text a group or an individual, dedicate chat channels to distinct topics and keep messaging relevant that fosters faster problem resolving. It lets you in-house and your virtual employees work on files together in real-time.

Teams’ web interface is extensive, but they also have an app which can be very helpful when you want to stay updated or announce something important to your VA on the go.

Microsoft Teams also took care of the security side of virtual work for businesses like you. Their advanced security controls cover information barriers, data-loss prevention, retention policies, legal hold, and eDiscovery to let you work without worries.

When you work with someone whom you’ll never see physically it becomes important to have meetings that are as close to physical reality as possible. We want to say that you need a high quality video calling and meeting solution. This tool is one of the best virtual assistant tools for video meetings.

With BlueJeans Virtual Meeting scheduling video meetings is easy. It offers you enterprise grade security along with fostering an effective collaboration with its premium video conference experience.

Thanks to its Dolby Voice audio quality you and your virtual employees would not miss even a single detail that is being discussed in a meeting. Regardless of the device your attendees are using and their location, this tool will keep the communication seamless.

However, this tool is more than just an amazing video conference tool. It has simple calendar integrations and advanced productivity tools worthy of mention. Its Add-in is also something you should consider. It lets you stay on Outlook Calendar, schedule a video meeting with a simple click and send the relevant information through a calendar invitation

• My tasks: It lets you see all your tasks in a to-do list format.
• List: Here, you can view and group your tasks in a grid format.
• Calendar: It shows a list of tasks that need to be completed within a deadline.
• Inbox: This contains a list of your conversations.
• Board: It shows your upcoming tasks in a bulletin board-style format.
• Files: Here, you’ll see all the files that are uploaded to the project.

• For communication: Microsoft Team, Power BI, Outlook, Zoom, Slack, and Gmail  
• For file creation and sharing: OneDrive, Google Drive, Dropbox, Office365, and Adobe Creative Cloud
• For time tracking: Harvest (it is an in-built time tracker tool)    

Asana is a content management system (CMS) that is flexible and can be tailored to meet the varying demands of a business working with remote teams.

Slack has so many practical features like pinned items, shared channels, integrations, search, and apps and more that it is the most suitable for bringing the right people together from whatever corner of the world.

When you want to generate collective visibility concerning need-to-know items and priorities, the handy method of pinning messages to channels can be used. In direct message or each channel, there is an option to pin up to 100 documents, files, or messages. But we hope that you don’t do that!

In Slack, there is also a nifty search function that helps you get hold of things you want to find. For example, you can put a term in quotes to get exact matches, and you can put an asterisk after it to find a partial word.

You can use Slack to connect employees in your organization (irrespective of it being a small business or an enterprise) or teams scattered globally. Slack can keep everyone on the same page.

Dropbox is another tool where you can use a single space for your businesses’ collaboration needs. You and your virtual team members can use Dropbox content collaboration platform to create and share any kind of work.

VAs can share files with you with a single click of a button. Starting a new project you is super easy with the following Paper templates of Dropbox:

Your virtual employees and teams can spend more time working productively and collaborating and minimize time spent on managing content if they use Dropbox as it centralizes all the work in a single location.

Without leaving Dropbox you can add images, videos, and even codes to projects, access files like PDFs, JPEGs, Google Docs, and use app integrations for Slack and Zoom. That’s very handy when you want your processes to be streamlined.

Your and your remote teams’ project tracking can now be simplified with the help of one of the best virtual assistant tools in 2025: Basecamp. This online collaboration and project management tool improve organizational transparency by reducing the number of external communication tools and helping you centralize project work with features like card tables (Kanban boards), chats, message boards, and to-do lists.

• It lets you have an internal chat that is best for maintaining focused conversations within a project. 
• By default all items are created private and you can give permissions to whomever you see fit.  
• It is intuitive and easy to navigate as it has a paper-stack interface. 
• It also offers a cool feature that allows you to use keyboard shortcuts to navigate anywhere. 

It is also one of the tools that is built for both small and large enterprises and everything in between, as it has plans for both small businesses and companies that need access for unlimited users for a fixed price per month.

You can be a small business, an enterprise, or anything in between to get benefits working with a virtual assistant. That’s why you want a virtual assistant tool that shares the same attitude. OneDrive is a strong and easy-to-use cloud storage platform here to aid your virtual communication irrespective of the subscription type. Every type of business can benefit from most of the advanced enterprise-focused features that OneDrive has to offer.

Users do not have to download files to the device to view them within File Explorer, search for them, or interact with them. On top of that, as it integrates with Microsoft Outlook, it allows your users to share files as easily as using email attachments. It also has an interesting feature namely the Known Folder Move which allows you to automatically sync commonly used folders.

If you are looking forward to using OneDrive, you should also note that it can remove the need to visit the website every time you need it. How? You should try the Windows and Mac sync apps and the iOS and Android mobile apps and experience what they call the ‘ideal’ experience where you can interact with OneDrive files much more easily.

monday.com is a cloud-based work and project management tool that is most appropriate for tracking daily workplace tasks, activities, and duties and strategizing and managing projects. If you have previous experience with tools for project management you would find it extremely easy to use. It has a clean interface, provides helpful instructions, and offers intuitive tools allowing your or your team members an easy time getting used to it.

It offers a wide range of next-gen features for keeping a close eye on your team duties and project’s progress like a workload view, which is extremely beneficial when you are working with virtual assistants who are not ‘managed’. It also has one of the best dashboard builders you can find.

monday.com being highly customizable is a perfect option for a wide variety of teams. You can be someone who just wants a singular platform to keep an eye on their daily work tasks or someone who manages larger teams and wants to streamline mechanisms and processes at scale.

It has an uncomplicated automation builder and a highly responsive and very functional live chat function to investigate where you’ve gone wrong. monday.com also comes with a classic grid/table view, a customizable “Chart” area designated to project insights, a time-tracking feature, and a Kanban board.

Trello is one of the best virtual assistant tools as it operates in real-time, and ensures seamless collaboration. This tool instantly reflects any update across the system, which helps keep all members on the same page and eliminates delays.

Entering users’ email addresses is simple in Trello and adding new members to a project is simpler which can be extremely helpful when you need a sudden scale up. This ease of expansion is essential for team collaboration and growth. On top of that, Trello’s responsive design offers a consistent user experience whether your VAs access it from a laptop, smartphone, or tablet, making it ideal for remote collaboration. This flexibility also means that switching devices won’t be a problem with Trello.

Trello offers you an extraordinary notification system. Itcan inform your VAs about every action within the tool – from task removals to comments and updates – with push alerts and email notifications for mobile users.

Its design is also something to take into consideration. It is intuitive and user-friendly, which is a big help to users of all skill levels. It has a very straightforward UI that even people who have never used such software can easily navigate. This eliminates any technical challenge that might slow down the completion of tasks.

The pricing structure is similarly straightforward and budget-friendly. Users can gain unlimited access for just $25, which translates to accommodating an unlimited number of users who can access a plethora of features.

Final thoughts

Now that you have a clear idea how these virtual assistant tools can help your outsourcing venture you are a step closer to achieving the perfect sync with your remote team or employee. Tracking daily tasks, overall project progress, and maintaining a clear communication would be a no brainer with these tools.

If you have more queries about anything related to virtual assistants you head over to DedicatedVA to refer to our resources or contact us for virtual assistant services.