If you run a small business or startup, you have probably heard people toss around titles like VA, OBM, or Operations Manager.
At first, they can all sound pretty similar. They help you run things. They free up your time. They make your life easier. But they are not the same, and hiring the wrong one for what you need right now can cause a whole lot of confusion (and wasted money).
So let’s clear this up once and for all. Here’s what each role actually does, how they overlap, and how to know which one you really need.
A Virtual Assistant is exactly what it sounds like: someone who helps you with tasks remotely.
A VA is usually a doer. They follow your instructions and handle repetitive or time-consuming tasks that you do not want to do yourself.
Common things a VA can help with:
Managing your inbox and calendar
Booking appointments
Posting to your social media (with content you provide)
Research and data entry
Sending invoices or tracking payments
VAs usually charge hourly or have small monthly packages. They are perfect when you have tasks that need doing, but you do not need someone to manage projects or people yet.
An Online Business Manager (OBM) is a step up from a VA.
An OBM does not just do tasks; they manage the day-to-day running of your business. Think of them as your second brain when you are too busy to juggle everything.
What an OBM handles:
Overseeing projects and making sure deadlines are met
Managing your team or contractors
Keeping workflows and systems organized
Monitoring metrics or KPIs
Acting as your main point of contact for daily operations
If you feel like you are the bottleneck and everyone is waiting for you to give the next instruction, you probably need an OBM. They help you run the business, not just do the tasks.
An Operations Manager (or Director of Operations) goes even deeper into your business systems and strategy.
They look at the big picture. They do not just manage tasks or projects — they build, improve and scale the systems that keep your business running smoothly.
An Ops Manager focuses on things like:
Designing and improving processes
Creating Standard Operating Procedures (SOPs)
Resource planning and budgeting
Hiring and onboarding team members
Making sure different departments or teams work well together
Solving problems before they happen
An Ops Manager is not usually handling tiny daily tasks. They create the structure that lets your team and projects run like a well-oiled machine.
Here is a quick cheat sheet:
If you need someone to do tasks for you so you can focus on big-picture stuff, you want a VA.
If you need someone to manage tasks, people and projects so you are not stuck in the weeds every day, you want an OBM.
If you need someone to build and optimize the systems behind your whole business so you can scale sustainably, you want an Operations Manager.
Sometimes, people grow with your business. A VA can become an OBM with training and experience. An OBM might step up to an Ops Manager role as your company grows.
You do not need to hire all three at once. Most small businesses start with a VA. Then, when you are ready, you add an OBM to take day-to-day management off your plate. An Ops Manager usually comes in when you have a bigger team and more moving parts.
Having the right support at the right time can make or break your business growth. So get clear on what you really need help with — doing, managing or systemizing — and hire for that.
Your future self will thank you.
Need help figuring out where you are and what role makes sense next?
I help founders and small teams untangle the chaos and build clear, simple systems that match the right people to the right jobs. If you want to chat about what you need next, I am here.
Work smart, hire smart and watch your business run better than ever.
