How Founders Are Using AI Tools with Their VA - Not Instead of Them

mw8017
Apr 2, 2025
4 min read

Updated: Jun 24, 2025

For many founders, the issue isn’t time—it’s how that time is being spent, and whether it’s being directed toward high-leverage work or consumed by execution drag.

If you’re Series A or beyond, you’ve probably already realized there aren’t enough hours in the day to lead your team, drive strategy, manage investor comms, and stay on top of daily execution. And yet, your inbox is still full of client replies, your calendar reschedules itself twice a week, and you’re drafting post-demo follow-ups at 10:42pm.

So here’s the question: Should you bring on a VA? Or invest in AI tools?

The best founders we work with don’t choose. They combine.

Let’s break down what that looks like—and the tools that are actually worth using.

Why AI Alone Doesn’t Replace Your VA

There are plenty of sleek tools promising to handle your email, calendar, notes, and tasks with a sprinkle of automation. And many of them are good.

But AI tools—even the best ones—don’t:

Understand your unique preferences and priorities
Know when not to send that perfectly drafted email
Catch nuance in a high-stakes client interaction
Coordinate cross-functional follow-ups based on shifting team needs

AI tools can support execution. Your VA supports judgment, relationships, and adaptation.

When your VA and AI tools work in sync, the result isn’t just efficiency - it’s a streamlined, founder-focused workflow that moves faster and smarter.

4 AI Tools That Pair Seamlessly with a VA

If your VA is already handling core administrative work, here’s how the right AI stack can multiply their impact:

1. AI Email Copilots: Serif.ai, Superhuman.com, or Jace.ai

Your VA can triage your inbox, respond to low-priority emails, and escalate what matters. With an AI copilot, they can also draft replies based on your past language, summarize long threads, and generate updates. You approve, tweak, or move on.

Example: Serif.ai drafts a weekly client status update based on your notes—your VA reviews and sends.

2. Smart Scheduling: Clockwise or Reclaim.ai

Your VA can still handle complex scheduling, but tools like Clockwise make it easier to preserve deep work blocks, handle timezone differences, and sync across teams.

Use case: Your VA books meetings around protected founder strategy time without needing to rearrange it manually.

3. Process Documentation: Scribe or Loom

VAs can create internal documentation faster by using tools that auto-record workflows. You (or they) walk through a task once, and a shareable guide is generated in seconds.

Use case: Your VA uses Scribe to document how you tag investor emails or update your CRM—no more repeating yourself.

4. Meeting Notetakers: Fathom, Fellow, or Otter.ai

AI notetakers can transcribe and summarize meetings, but your VA adds the human filter: capturing next steps, organizing follow-ups, and making sure nothing falls through.

Bonus: Your VA can highlight action items and tag you only where your attention is needed.

Real Workflows: How Founders Are Actually Using Both

Here’s what the blend of AI + VA looks like inside a real founder’s day:

Pre-meeting prep: Your VA pulls briefs from your CRM, client notes, and AI summaries of past emails
Meeting notes: Otter captures the call; your VA distills it into key takeaways and assigns follow-ups
End-of-day recap: Your VA sends a digest of completed tasks, flagged items, and AI-suggested next steps
Weekly reporting: Your VA uses Serif to draft weekly investor updates from data in Notion and HubSpot

Your VA manages the flow of information, AI accelerates the execution, and you're free to stay focused on the big decisions that move the business forward.

Why This Works

Most founders make one of two mistakes:

They over-invest in AI tools, but no one’s actually driving them
They hire a VA but don’t give them the tech to run faster

Combining both gives you:

Speed (AI handles first drafts, recaps, summaries)
Judgment (VA filters noise, applies context, handles communication)
Scale (You operate like a team of five—without hiring five people)

And critically, it’s not your job to glue it all together.

Getting Started: Your First 3 Moves

1. Choose your priorities

Where are the biggest bottlenecks? Is your inbox a time sink? Are you losing leads due to missed follow-ups? Is your team waiting on decisions because your calendar is packed? Identify the admin-heavy areas that slow you down the most. That’s your starting point.

2. Equip your VA

Delegation only works when your VA is set up to succeed. That means more than just sharing logins—it means giving them context, access to the right AI tools, SOPs where needed, and time to ask questions. Use screen recordings (Loom or Scribe) to show your approach. Create templates for emails, follow-ups, or reports. Keep a shared doc with preferences and protocols.

3. Review and refine

Start with a 15-minute weekly sync. Go over what’s working well, what tools are adding friction, and what should be reworked. This isn’t micromanagement—it’s a feedback loop. Encourage your VA to suggest optimizations. Ask what’s taking too long, where AI output isn’t usable, or where more clarity is needed. Iterate quickly.

You’ll be surprised by how quickly things improve when both of you are aligned and continuously fine-tuning the workflow.