Online Business Manager vs Virtual Assistant

What is the difference and which one does your business need?

If you run a small, class-based business like a dance studio, yoga space, cheer gym, Pilates studio or local fitness hub, you already know the juggle is real. Between teaching, admin, scheduling, customer communication, events, staff management and marketing … there comes a point where doing it all yourself simply isn’t sustainable.

So you start looking for help. And suddenly you’re faced with the question:

Do I need a Virtual Assistant… or an Online Business Manager?

And what’s the actual difference?

Both can be game-changing additions to your business, but they’re designed for different levels of support. Here’s a simple breakdown to help you figure out which one will give you the breathing room, and business growth, you’re craving.

What a Virtual Assistant (VA) Does

A Virtual Assistant is your task-oriented, get-it-done support person. They’re brilliant at taking repetitive or time-consuming jobs off your plate so you can focus on your core work.

A VA typically handles:

• Day-to-day admin: emails, class bookings, appointment reminders, calendar updates

• Customer communication: answering enquiries, onboarding new members, nurturing leads

• Marketing support: scheduling social media posts, uploading newsletters, content formatting

• Data entry & research: compiling class lists, updating client information, researching venues or suppliers

• Light bookkeeping tasks: preparing invoices, reconciling payments, tracking expenses

  
  

Think of a VA as your behind-the-scenes assistant. You tell them what to do, and they do it. They work best when your processes are already clear, or when you can give step-by-step instructions for what you need done.

A VA is ideal if: You know exactly which tasks are eating up your time and you want to outsource them so you can breathe again.

Photo credit: MART PRODUCTION

What an Online Business Manager (OBM) Does

An Online Business Manager is a different level of support altogether.

Rather than handling tasks for you, an OBM manages the business side of your studio such as the planning, systems, structure, and people that keep everything running smoothly.

An OBM usually supports with:

• Strategic planning: turning your ideas into structured plans with timelines, deliverables and accountability

• Project management: managing events, launches, performances, or the rollout of new programs

• Team management: coordinating teachers, VAs, contractors and front-desk staff

• Systems & processes: setting up studio software, creating policies, developing SOPs, improving workflows

• Operational oversight: keeping the business on track, reviewing performance, recommending improvements

  
  

If a VA is your task-doer, an OBM is your business co-pilot. They look at the big picture, anticipate issues, streamline the moving parts and help you grow sustainably.

An OBM is ideal if: Your business is growing (or ready to grow), and you need someone who can organise, manage and optimise everything behind the scenes so you can lead with clarity.

Photo credit: George Milton

OBM vs VA: The Key Differences

In summary:

A VA helps you execute.

They take tasks off your to-do list.

An OBM helps you manage.

They take responsibility for the operational side of your business.

More specifically:

• VAs follow systems; OBMs create them.

• VAs complete tasks; OBMs plan and oversee entire projects.

• VAs work from your instructions; OBMs help make the decisions.

• VAs support you; OBMs support both you and your team.

Both roles are valuable, they just serve different levels of need.

So Which One Should You Hire?

Here’s a quick guide to choosing the right support for your small business or studio:

Choose a Virtual Assistant if:

• You’re overwhelmed by admin

• You spend too much time answering emails or scheduling

• You need help with repetitive tasks

• You want a few extra hours back each week

A VA gives you relief from the day-to-day workload and helps you stay on top of things.

Choose an Online Business Manager if:

• Your business is growing and you’re reaching capacity

• You need systems, structure or strategy

• You manage multiple staff or instructors

• You want someone to help you plan, organise and improve operations

• You want to step back from time-consuming management tasks

An OBM helps you move from “just keeping up” into “building something sustainable.”

Choose Both if:

Many studios thrive when the OBM manages the operations and the VA executes the admin tasks. This creates a tidy, efficient workflow and frees you up to focus on teaching, leadership and growth.

The Bottom Line

Choosing between an Online Business Manager vs Virtual Assistant isn’t about picking the “better” role, it’s about choosing the right fit for what your business needs right now.

If admin is drowning you, start with a VA .If you need structure, systems, leadership or strategic support, an OBM is your person. And if you want a powerhouse combination? Hire both, one to run the tasks, and one to run the business.

Either way, you don’t have to do everything alone. With the right support in place, your business can grow, your stress can shrink, and you can get back to doing what you love.

And that is where I step in ...

At Bek of All Trades, I support small business owners, creatives, and sole traders who are ready to stop spinning their wheels and start running their business with ease.

Whether you need an extra pair of hands, a systems overhaul, or an ongoing business bestie, I can help. Check out my services or contact me so we can book a chat to see what working together could look like.