# HubSpot Virtual Assistant: Tasks, Access, and Handover

Published 2024-11-07 by Sid Jashnani.

What a HubSpot virtual assistant does each week, which access to grant, and how to score a work sample. Full-time hires are $1,800 a month.

A HubSpot virtual assistant keeps the portal you already pay for current: contacts, deals, lists, sequences, and the weekly report. This guide is the working detail. The seat we hire is the [HubSpot virtual assistant](https://www.rekruuto.net/industries/hubspot-virtual-assistant). That page is the offer: a full-time person in the Philippines, $1,800 a month, a 14-day start, and a 1-week trial with replacement or refund.

![A specialist working in a HubSpot portal](/blog-images/top-hubspot-virtual-assistant-services-for-your-business/hubspotVA.jpg)

## This guide and the role we hire

Use this page to decide the tasks, the access, and how you will know the work is done. Use the role page when you want us to shortlist someone for that seat. They are not two versions of the same pitch.

If HubSpot is one tool among ads, email, and social, the closer seat is a [marketing assistant](https://www.rekruuto.net/marketing-assistant). If the week is outbound calls and meetings, look at an [outsourced SDR](https://www.rekruuto.net/outsourced-sdr) instead. Campaign strategy, discounts, and new pipeline rules stay with you either way.

## What a HubSpot virtual assistant does each week

Name the hub and the output. A useful week is cleaner records and a report you can read.

| HubSpot area | Weekly tasks a virtual assistant can own | What stays with you |
| --- | --- | --- |
| Contacts and companies | Deduplicate records, fill the fields your rules require, and fix lifecycle stages you already defined | The lifecycle definitions |
| Deals and pipeline | Move a deal to the stage your definitions describe, log the activity, and flag a deal that has gone quiet | Stage rules, discounts, and close decisions |
| Sequences and email | Load a list you approved, schedule the sends, and log replies | The copy and who is allowed to be emailed |
| Lists and segments | Rebuild a list when your rules change, and say what the count did | The rules |
| Forms and workflows | Test a form or workflow after someone else edits it, and report what broke | Publishing a new workflow |
| Reporting | Pull the weekly pipeline and activity report for the meeting you already hold | What the meeting decides |

![Admin work handed to a virtual assistant](/blog-images/top-hubspot-virtual-assistant-services-for-your-business/Outsource_Admin_Tasks_to_a_Virtual_Assistant.jpg)

## Permissions to grant

HubSpot's permission names change, and this is not a screenshot of your portal. Treat the list as an illustrative seat, then match it to the objects you actually use.

- A user who can view and edit contacts and companies, not a super admin.
- Deal edit on the pipelines you name. Not every pipeline, and not billing.
- Sequence send from the connected inbox you approve. Not a personal mailbox.
- Workflows: they can test one you already turned on. They do not publish a new one until you have read it.
- Reporting: they can open the dashboards you use for the weekly meeting.

Create the user yourself and keep the switch. When the seat ends, you remove the user. We do not claim a HubSpot security certification, single sign-on setup, or a particular permission package beyond the access you choose to grant.

## A work sample you can score

The method is a [work sample test](https://www.rekruuto.net/glossary/work-sample-test): the same brief, scored against rules you wrote first. The rows below are an illustration, not a file from a real portal.

Give a spreadsheet of about 40 contacts. Include duplicate emails, a blank lifecycle stage, and one company spelled two ways. Ask for a deduplicated list, the merge rule, the rows they would not merge, and the count before and after.

You score three things. Did they follow your rule? Did they leave the ambiguous rows for you? Can you check the count without opening HubSpot? Certification is not the test. A tidy sample on made-up rows is.

The first week on the role is a 1-week trial with replacement or refund, so the same exercise can run on a copy of your export once you trust the person with it. Do not start them on the live portal.

## What handover looks like

Ask for this pack at the end of a cleanup. It is an illustrative checklist, not a template we file for you.

1. Records changed, and records left alone, with the reason.
2. Fields filled, and the rule for each field.
3. Lists loaded into a sequence, and who approved the list.
4. Anything that failed a test, including a form that did not notify.
5. The user seat you can turn off, and which pipelines it could edit.

You still own the pipeline. The assistant's job is to make the change visible. How to brief and score a sample is also in [how to vet and interview a virtual assistant](https://blog.rekruuto.net/how-to-vet-and-interview-a-virtual-assistant).

## Price and start

A full-time HubSpot virtual assistant through Rekruuto is $1,800 a month, based in the Philippines, working your hours. Hiring and onboarding take 14 days. Most other roles are the same $1,800. Software developers are from $2,500 a month. An AI Implementation Specialist is $2,500 a month. The [instant quote](https://www.rekruuto.net/quote) shows the price for the seat you pick.

If you want a full-time person in the Philippines for this work, [get matched with your hire](https://www.rekruuto.net/va-strategy-call). There is a [1-week trial with replacement or refund](https://www.rekruuto.net/risk-free-va-trial). The tasks, tools, and boundaries for the seat are on the [HubSpot virtual assistant](https://www.rekruuto.net/industries/hubspot-virtual-assistant) role.

## Frequently asked questions

### Can a virtual assistant manage my HubSpot CRM?

Yes, inside rules you write down: required fields, stage definitions, and which objects they may edit. They keep contacts, deals, sequences, lists, and the weekly report current. You still own the pipeline and you still approve what gets sent.

### Which HubSpot permissions should I grant?

Start with the smallest seat that can do the week's tasks: edit contacts and the pipelines you name, send from an inbox you connect, and read the report you already use. The examples on this page are illustrative. HubSpot's exact permission labels are yours to match. Do not start with a super admin.

### How much does a HubSpot virtual assistant cost?

A full-time HubSpot virtual assistant through Rekruuto is $1,800 a month. They are based in the Philippines, work your hours, and start in 14 days, with a 1-week trial with replacement or refund.

### How is this guide different from the HubSpot role page?

This guide is how to scope the work, the access, a sample, and the handover. The [role page](https://www.rekruuto.net/industries/hubspot-virtual-assistant) is the seat we hire, including the price and what the person does not own.

Pricing: Most roles $1,800/mo (£1,395 + VAT in the UK, €1,650 in Europe). Software developers from $2,500/mo (from £1,945 + VAT in the UK, from €2,295 in Europe). An AI Implementation Specialist is $2,500/mo (£1,945 + VAT in the UK, €2,295 in Europe).