Virtual Assistant Cheat Sheet 2026

The 30 highest-yield Virtual Assistant facts, distilled from real exam questions. Print it, save it as a PDF, or study it here — free, no sign-up.

1. Which application is primarily used by virtual assistants to schedule client meetings without back-and-forth emails? → Calendly
2. A VA loses a major client unexpectedly. What financial cushion helps most? → An emergency savings fund
3. What is the primary benefit of a daily 'end-of-day shutdown' review? → It captures loose ends and sets up the next day's priorities
4. A piece of content that has been published online, usually on a blog or social media platform. → Post
5. You're going on leave for a week. What email etiquette step is essential? → Set an out-of-office reply with dates and an alternative contact
6. A client shares confidential business plans with you. Under a typical confidentiality agreement, you may: → Use the information only to perform the agreed work
7. What is a retainer agreement in VA work? → A prepaid block of hours or fixed monthly fee for ongoing service
8. How long should you hold off on responding to a business email? → 2 business days
9. Which tool is most appropriate for tracking the status of multiple client tasks in one shared view? → A project management board like Trello or Asana
10. A Kanban board typically organizes work into columns. Which is a common set of columns? → To Do, In Progress, Done
11. A client sends an email marked 'URGENT' but it's a low-priority task. How should a VA handle the discrepancy? → Confirm the real priority politely while addressing it promptly
12. Which file format is most commonly used for exchanging tabular data between different software systems? → CSV
13. A Gantt chart is most useful for visualizing what? → Task timelines and their dependencies
14. A risk register is used to: → Identify and track potential problems and their mitigation
15. To manage a client's customer relationships and track leads, a VA would use a: → CRM like HubSpot or Salesforce
16. Which practice best protects data confidentiality when transferring files to a client? → Encrypting files and sharing via a secure, password-protected link
17. What does the term 'bandwidth' typically refer to in a virtual assistant work context? → The amount of available time or capacity to take on tasks
18. A client wants to track brand mentions across the web. Which approach fits best? → Setting up social listening or mention-monitoring tools
19. How should a VA address a client whose name spelling or preferred title they're unsure of? → Verify the correct spelling and preferred form of address
20. A long-term client suddenly goes quiet and stops responding to invoices. The best first step is to: → Send a polite, professional follow-up checking in and confirming status
21. A client wants a document shared so others can comment but not edit. Which permission setting is correct? → 'Can comment' (or comment-only) access
22. Why is it important to save documents with clear, descriptive file names? → It makes files easy to find and avoids confusion later
23. A client asks you to track a project's tasks, deadlines, and team comments in one shared workspace. Which tool type best fits? → A project management platform like Asana or Trello
24. What does 'CTR' measure in a digital marketing campaign? → The percentage of people who click a link after seeing it
25. A VA must summarize sales data by region in Excel. Which tool is most efficient? → PivotTable
26. Which tool is best for tracking billable hours across multiple clients? → Toggl
27. A weekly review is most useful for: → Assessing progress, clearing backlog, and re-prioritizing
28. What is the technical term for connecting a computer to the Internet? → Going online
29. When performing data entry of sensitive customer information, what is the most crucial principle to uphold? → Data accuracy and confidentiality.
30. Which option is the proper greeting? → Good morning,