What Can a Virtual Assistant Do for My Subscription Box Business?

Discover what a virtual assistant can do in your subscription box business and how hiring one can help your business grow.

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When you first start a subscription box business, you wear every hat.

You're the CEO, customer service representative, marketer, shipping manager, inventory coordinator, content creator, and sometimes even the janitor.

It's part of the process.

In the beginning, doing everything yourself makes sense. You're learning your business, figuring out your systems, and keeping expenses low while you get your subscription off the ground.

But there comes a point when doing everything yourself stops helping your business grow.

In fact, it starts holding it back.

I see this happen all the time with subscription box owners.

They're spending their days answering customer emails, updating spreadsheets, creating shipping labels, and troubleshooting tech issues. Meanwhile, the things that actually grow their business - marketing, audience building, creating content, and planning for the future - keep getting pushed to the bottom of the list.

That's usually when we start talking about hiring help.

And for many subscription box owners, a virtual assistant is the perfect first hire.

What Is a Virtual Assistant?

A virtual assistant or VA is an independent contractor who helps support your business remotely.

Unlike an employee, a VA typically works with multiple clients and is hired for a specific number of hours, projects, or tasks.

The term "virtual assistant" covers a wide range of specialties. Some VAs provide general administrative support, while others specialize in areas like social media, customer service, tech support, graphic design, email marketing, or bookkeeping.

The key is finding someone whose skills match the needs of your business.

Why a Virtual Assistant Is Often the Right First Hire

One of the biggest mistakes business owners make is waiting until they're completely overwhelmed before bringing in help.

They tell themselves:

"I'll hire someone after my next launch."

"I'll hire someone when I have more subscribers."

"I'll hire someone when I have more money."

The problem? Growth often requires you to create space before you feel ready.

A virtual assistant can help you reclaim time, preserve your energy, and focus on the work that only you can do.

That's exactly why I hired my first VA, Allison.

I needed someone to take things off my plate so I could focus on growing the business instead of managing every detail inside it.

Years later, Allison is still part of my team. 

As my business has grown, her role has grown too. What started as support with day-to-day tasks evolved into a partnership that's become invaluable to the way I run my business.

That's the beauty of hiring the right person. They grow alongside your business.

Listen to this podcast interview to meet Allison and learn more about what she does to support my business.

Before You Hire a VA, Ask Yourself These Three Questions

If you're wondering what tasks to hand off first, start here.

1. What am I not good at?

Every business owner has strengths and weaknesses.

Maybe you're creative but struggle with spreadsheets. Maybe you love connecting with customers but dread anything tech-related.

Those areas where you consistently struggle are often excellent opportunities for delegation.

2. What do I dislike doing?

Just because you can do something doesn't mean you should.

If there's a task you avoid, procrastinate on, or resent every time it lands on your to-do list, that's worth paying attention to.

Your time and energy matter.

3. What tasks are repetitive?

Think about the things you do over and over again every week.

• Answering customer emails.
• Scheduling social media posts.
• Managing calendars.
• Updating spreadsheets.
• Creating shipping labels.

Many of these tasks are important, but they don't necessarily require you.

The answers to these three questions will help you identify where a VA can make the biggest impact.

What Can a Virtual Assistant Help With?

The beauty of hiring a VA is that you can get support exactly where you need it most.

Administrative Support

Many subscription box owners hire an administrative VA first.

Administrative tasks might include:

• Customer service and inbox management
• Billing and bookkeeping support
• Calendar management
• Data entry
• Digital organization
• Order management

One area I often encourage subscription box owners to delegate is customer service.

Not only does it free up valuable time, but it also helps preserve your energy. Answering the same questions repeatedly can drain your focus and creativity.

Creative Support

Creating content and marketing materials takes a lot of time.

A creative VA can help with:

• Social media graphics
• Email graphics and templates
• Ad creatives
• Newsletter design
• Workbooks and PDFs
• E-books and lead magnets

This kind of support allows you to maintain a consistent brand presence without spending hours creating every piece yourself.

Technical Support

If technology feels like a constant roadblock, a tech-focused VA can be a game changer.

Technical support tasks might include:

• Website updates and maintenance
• Email platform setup
• Waitlist integrations
• Email list segmentation and tagging
• Plugin management
• Blog formatting
• SEO updates

I often talk about the fact that it took me 18 months to launch my subscription box.

A big part of that delay was getting stuck on tech.

I spent way too much time trying to figure everything out on my own when I could have made faster progress by asking for help.

Sometimes the smartest thing you can do is let someone else do the thing they're already great at.

Why Hire a VA Instead of an Employee?

For many growing subscription box businesses, hiring an independent contractor is more flexible and cost-effective than hiring a full-time employee.

An independent contractor VA allows you to get help with specific tasks without taking on payroll taxes, benefits, or a full-time salary commitment.

You can start small and increase support as your business grows.

Another benefit is that virtual assistants can work from anywhere.

My first VA lives in Washington State while I'm in Texas. Over the years, I've added team members from all over the country and even around the world.

One of my team members lives in Kenya!

Technology makes it possible to build an incredible team without worrying about geography.

Where Can You Find a Virtual Assistant?

There are many places to find talented virtual assistants, but one of my favorite resources is Emily Reagan.

Emily trains women to work as digital marketing assistants and virtual assistants, and she maintains a community of highly skilled professionals looking for opportunities.

I've hired multiple team members through Emily's programs, and she's the first person I recommend when Launch Your Box members ask where to find a VA.

The goal isn't simply to find a virtual assistant. It’s to find the right person for your business.

How to Set Your VA Relationship Up for Success

Hiring a VA is only the first step.

To build a successful working relationship, make sure you:

• Set clear expectations from the beginning
• Define responsibilities and priorities
• Agree on rates and hours
• Establish communication processes
• Provide feedback regularly

And remember, as your business grows, your VA's role may grow too.

The person who starts by helping with customer service might eventually become a key member of your team.

That's exactly what happened with Allison.

One of the biggest shifts you'll make as a business owner is realizing that your job isn't to do everything forever.

Your job is to focus on the work that only you can do.

A virtual assistant isn't just someone who takes tasks off your plate.

They create the capacity to think bigger and focus on growth. To spend more time on the parts of your business that truly move the needle.

And sometimes, that's exactly what your subscription box business needs to reach the next level.

Inside Launch Your Box, I recommend my students hire before they think they can afford to. The truth is, if you wait until you’re “ready,” you’ll never hire. And when you do add someone to your team of one, you’ll be amazed at how much more you can get done! You’ll give yourself time and room to step into the CEO role in your business and your business will grow. 

And if you hire the right person, you may be blessed with someone who cares about you and your business – someone who becomes a valued member of your team.