5 Tools Every Virtual Executive Assistant Needs to Stay Organized and Productive
One of the biggest challenges of being a virtual executive assistant is staying accountable without the traditional “boss walking by your desk” dynamic. There’s no one checking in every hour — and honestly, I prefer it that way. Freedom is one of the best perks of this work.
But with that freedom comes responsibility: managing deadlines, staying focused, and balancing client priorities while wearing multiple hats.
Over the years, I’ve learned that the difference between feeling calm and in control versus scattered and overwhelmed comes down to systems. And those systems are built around a few powerful tools I use almost every single day.
Here are the five tools I rely on most as a virtual executive assistant:
1. ClickUp
My holy grail. I use ClickUp not just for project management but for running my entire business.
How I use it:
Manage recurring client check-ins and to-dos
Track business expenses and revenue goals
Plan launches, content calendars, and SOPs
Store onboarding materials and meeting notes
The customization is what makes it so powerful. I can create views that match the way my brain works, which is a lifesaver when juggling multiple clients.
Try it for yourself → Try ClickUp for Free
2. Notion
Notion is where I zoom out to the big picture — vision, goals, and the building blocks it takes to get there.
I use it most for goal planning: breaking goals into projects, then into smaller tasks. This cascading method (goals → projects → tasks) reduces overwhelm and keeps me moving.
Productivity research calls this “goal decomposition,” and it’s been proven to improve follow-through. Notion’s drag-and-drop layout makes it both visual and creative — perfect for big-picture thinkers.
3. iPad + GoodNotes
I’m a huge fan of digital note-taking, especially when my brain moves faster than I can organize my thoughts.
How I use GoodNotes :
Brain dumps and messy ideas
Sketching workflows
Client meeting notes and highlights
Weekly reflections and planning
It feels like writing on paper but keeps everything searchable and organized. It’s one of my favorite tools for reducing mental clutter and capturing ideas before they slip away.
4. Adobe Acrobat
It may sound simple, but Adobe Acrobat is so underrated for virtual executive assistants.
How I use it:
Edit and format PDFs
Highlight and comment on contracts
Collect digital signatures
Annotate vendor docs, NDAs, and proposals
Having clean, marked PDFs in shared folders saves so much back-and-forth. Everyone knows exactly where things stand.
5. 1Password
If there’s one tool I wish I’d started using sooner, it’s 1Password.
As a virtual executive assistant, I manage dozens of logins for myself and my clients. 1Password makes that simple and secure:
Store and share passwords safely (no spreadsheets!)
Access logins instantly across devices
Generate strong, unique passwords
Protect sensitive client data with zero stress
This one is non-negotiable for anyone working remotely. The peace of mind is worth every penny.
Why These Tools Matter
The right tools don’t just keep me organized — they allow me to bring clarity and calm to my clients. Whether it’s building systems in ClickUp, documenting goals in Notion, or streamlining workflows with 1Password and Adobe, these tools make it possible for me to deliver high-level support as a virtual executive assistant.
How I Use These Tools in a Typical Workday
Here’s what it looks like when everything comes together:
Morning: I open ClickUp to review priorities for myself and my clients, drag tasks into order, and note anything new from messages or emails.
Mid-morning: I do a quick 10-minute check in Notion to review weekly goals. If a project needs breaking down into smaller tasks, I update it right then.
Throughout the day: I keep my iPad open with GoodNotes for scribbling ideas, jotting meeting notes, or sketching workflows. Everything goes here first before being organized in ClickUp.
Client requests: Anytime a contract or proposal comes in, I use Adobe Acrobat to highlight key areas or send it out for signature.
Logins and accounts: Anytime I need a credential, 1Password is my instant go-to. No frantic searching — just fast, secure access.
Each tool has its “zone,” and together, they create a workflow that keeps me organized without feeling chained to a single platform.
Honorable Mentions
These aren’t daily tools, but they’re part of my larger ecosystem:
Google Drive: For document storage and client sharing
Calendly: For seamless scheduling without back-and-forth emails
ChatGPT: For brainstorming, drafting, and rewording content (including blog posts like this one!)
Dropbox Sign: For contracts and paperwork that need a legitimate signature
These tools don’t just help me stay on top of things — they give me the structure and confidence I need to support my clients at a high level.
If you’re a virtual assistant, entrepreneur, or leader looking to streamline your workflow, the right systems make all the difference.
