Tools Every Executive Virtual Assistant Should Master (Straight from a VA Agency That Gets It)
Being an Executive Virtual Assistant in 2025 isn’t just about checking off to to lists and answering emails. It’s about running the show behind the scenes so your client can lead without drowning in details.
At Alpine Virtual (we’re a proudly Denver-based VA agency ✌️), we pair CEOs and founders with next-level executive assistants who know their way around more than just a calendar. The secret? It’s all in the tech stack. Whether you’re a seasoned VA looking to level up or a business leader wondering what kind of tech your right-hand human should already know, here’s our quick list of tools every executive VA should master.
Project Management Tools
Must-knows: Asana, ClickUp, Monday.com, Trello
If you’re helping manage priorities, move projects along, and keep your exec sane—you need one of these tools in your back pocket. Bonus points if you can set up automations, assign tasks, and make that dashboard look clean.
Denver-style tip: Think of this as the snow chains on your tires—essential for smooth navigation.
Calendar + Scheduling Tools (Because Time Is Their Most Valuable Asset)
Must-knows: Google Calendar, Outlook, Calendly, Acuity
Let’s be real: if you’re not protecting your client’s calendar like it’s a national treasure, you’re missing the mark. Executive VAs live in these tools. That means smart scheduling, proactive buffer zones, and knowing who gets access (and who doesn’t).
Pro move: Master timezone magic if your exec travels or works with global teams.
Inbox Management
Must-knows: Gmail, Superhuman, Outlook, Slack, Voxer
Inbox zero is the dream, but executive VAs know the real goal is inbox organized chaos. Set up smart folders, filters, canned responses, and priority alerts like a ninja. Bonus: knowing when to handle it yourself vs. when to loop your exec in.
Our Denver clients love: VAs who filter the fluff and surface only the gold.
File & Cloud Management
Must-knows: Google Drive, Dropbox, OneDrive, Notion
Helping a founder stay organized means you’re the go-to for all things docs, decks, and chaos control. Your ability to create clean folder systems, maintain naming conventions, and actually find what’s needed = priceless.
CRM & Lead Tracking (Especially for Sales-Driven Execs)
Must-knows: HubSpot, Salesforce, Streak, Notion
Even if you’re not doing sales, if your client is—even a little—you’ll want to understand where contacts are, how leads move, and how to keep them warm. Exec VAs who can tag, track, and follow-up? Total game changers.
AI & Automation
Must-knows: ChatGPT, Loom, Otter.ai, Zapier, Fathom
Want to save time, generate better content, or recap a chaotic meeting in seconds? AI is your new best friend. Tools like ChatGPT, Zapier, or Otter.ai help streamline your workflows and make you wildly efficient.
Cool thing: We train all our Alpine VAs in how to partner with AI instead of fearing it. The result? Faster work. Cleaner communication. Less burnout.
Password Management
Must-knows: LastPass, 1Password, Bitwarden
You’ll probably have access to every platform your client touches, so security matters. Password managers keep things locked down and easy to share. No more emailing passwords(seriously, please never do this) or “Oops, I locked myself out again.”
Why This All Matters
At Alpine Virtual, we’re based in Colorado, but we serve clients across the U.S. We may work remotely, but we bring our Colorado calm to our chaos-control skills. Our VAs are proactive, detail-obsessed, and trained to be an extension of your brain all powered by tech, backed by real world experience.
We hire just 1% of applicants, so if you’re a business owner looking for a unicorn (or a VA trying to become one), we’ve got you covered.
Ready to Work with a Tech-Savvy Executive VA?
👉 Hear from real clients: alpinevirtual.com/testimonials
👉 Want to chat? alpinevirtual.com/letschat
At the end of the day, tech tools won’t do your job for you, but knowing how to use them is what makes you indispensable.
