How To Become a Virtual Assistant: Skills and Industry Tips

Are you an effective communicator, good at managing your time, and detail-oriented? Do you consider yourself well-versed in administrative tasks and software? Do you want to work for yourself and choose your own clients?

If you answered yes to some or all of these questions, you may want to consider a career as a virtual assistant. Virtual assistant roles allow for a flexible schedule and remote work, and demand is increasing— growing by 35% in 2024, according to the Virtual Assistant Institute.

With the right skills and experience, you can pursue a career in this field. Our guide covers everything you need to know about how to become a virtual assistant, from assessing your skills to gaining experience to marketing yourself.

What is a virtual assistant?

A virtual assistant, or VA, is a self-employed professional who works remotely to provide administrative support, technical expertise, or creative assistance to clients. Virtual assistants typically work as contractors, rather than as full-time employees, providing virtual assistant services to multiple clients who pay them by the hour.

In the US, the average hourly pay rate for virtual assistants is $24, according to ZipRecruiter. While virtual assistant salaries don’t always rival the salaries one might make as a full-time employee of a company, the flexibility of the virtual assistant business makes it an attractive option for many.

Virtual assistant jobs offer the freedom to set your own hours and work from home (or anywhere with a Wi-Fi connection), often enhancing work-life balance. It also can be a part-time gig, giving people a chance to spend time on their own business or additional side hustles.

In what industries do virtual assistants work?

Many small business owners hire freelance virtual assistants instead of full-time staff to keep costs low. For instance, rather than hiring a full-time executive assistant, a small business owner might hire a remote administrative professional to manage schedules, handle communications, post job opportunities, and provide general administrative support.

Here are some specific industries in which you might find virtual assistant jobs:

• Ecommerce. Online businesses may offer VA job opportunities in order processing, inventory management, product listing updates, and customer service.

• Content marketing. Virtual assistants in the marketing field can assist with social media management, email marketing campaigns, market research, and ad campaigns.

• Legal services. Law firms and legal professionals use VAs for legal research, document preparation, client intake, calendar management, and case management support.

• Real estate. Agents and brokers often use VAs for lead generation, property listing management, scheduling viewings, client communication, and database management.

• Information technology. Tech companies often use VAs for technical support, data entry, project coordination, and other administrative tasks.

What does a virtual assistant do?

Your work as a virtual assistant will vary based on who is employing you and the nature of their business. Some virtual assistants function like traditional personal assistants, handling email management, data entry, and travel arrangements for their clients. Other virtual assistants specialize in more complex tasks like graphic design, digital marketing, or specialized support for specific computer programs.

Here are some of the services you might provide as a virtual assistant:

• Administrative work. Some VAs work as remote administrative assistants, scheduling their client’s business meetings (and sometimes personal commitments), making travel arrangements, managing email accounts, and answering phone calls.

• Marketing assistance. A virtual assistant might help their clients manage social media platforms, write newsletters, design graphics, and draft copy for content marketing campaigns.

• Tech support. A virtual assistant can assist with common computer programs like spreadsheets, content management systems, and customer relationship management systems.

• Client communication. Some VAs assist with public-facing client work, likeoutreach to potential clients (such as by cold calling or cold emailing) and maintaining communication with current clients via email or CRM tools.

What skills do virtual assistants need?

Clients task virtual assistants with a variety of tasks; you don’t have to have experience in every area to get started.

Here are some skills potential employers may be looking for:

• Administrative skills. Valuable admin skills include organization, scheduling, and time management.

• Strong communication. Most jobs require familiarity with email etiquette, respectful phone communication, and maintaining a brand voice in written content. 

• Tech proficiency. Since VAs work online, clients will likely expect familiarity with key software such as Microsoft Office and Google Workspace. Knowledge of specialized programs like customer relationship management (CRM) platforms or marketing tools can help you stand out. Some clients might also want to see proficiency with artificial intelligence (AI).

• Social media management. Social media naturally lends itself to remote work, so you may be called upon for platform scheduling and basic engagement with clients.

• Content creation. Some VA work involves writing, basic graphic design, or SEO content creation.

• Customer service. A VA might be tasked with customer service, including fielding inquiries, troubleshooting, and following up with clients.

• Marketing knowledge. If you have a background in marketing, you might be able to assist clients with market research, managing email campaigns, and more. 

• Project management. A virtual assistant can work as a remote project manager. This could involve scheduling, task tracking, coordinating with teams, and maintaining internal communications channels.

• Research skills. Virtual assistants are often called upon to conduct research. That could range from determining the viability of a new geographic market to finding the best deals when the boss needs a new cellphone. 

• Adaptability. The structure and processes at one company might be very different from another. It’ll be your job to adapt to the needs and preferences of your clients, such as by conforming to existing workflows and organizational structures.

How to become a virtual assistant

1. Assess your skill set
2. Choose an area of specialty
3. Gain experience with key software programs
4. Name your business and choose a structure
5. Price your services
6. Create a website or portfolio
7. Network and market yourself
8. Commit to continuous learning

Here are the steps you’ll need to take to establish yourself and score your first clients:

1. Assess your skill set

Start by asking yourself: “What am I really good at?” Think about skills like email management, data entry, graphic design, social media platform management, IT support, or internal project management. Consider any previous roles you’ve held and what skills you honed in those positions. Knowing your strengths will help you decide which services to offer and how to market yourself to new clients.

2. Choose an area of specialty

Once you’ve identified what you do well, you may want to streamline your focus and find your niche. Specialization can help you stand out among potential employers. Although you can certainly market yourself as a general virtual assistant, you can choose to specialize by job function (customer support VA, marketing VA), industry (health care VA, real estate VA), or even client level (executive VA) based on your skills and experience.

3. Gain experience with key software programs

Familiarize yourself with computer programs and tools commonly used by virtual assistants. Your niche or specialty area will help determine which tools you should focus on. Popular applications include:

• Google Workspace or Microsoft Office (for document production)

• Slack (for internal communication)

• Trello or Asana (for project management)

• Shopify (for ecommerce)

• Canva (for graphic design)

• Mailchimp or Constant Contact (for email marketing)

• HubSpot or Zoho (for customer relationship management)

• Zendesk (for customer service)

You can learn many common software programs using free and paid tutorials and courses offered by the provider itself or third-party learning platforms. You can also download free versions of the software, when available, to explore the user interface and features.

4. Name your business and choose a structure

Now it’s time to start shaping your business. First, choose a name for your endeavor. You might decide to simply use your name, but you can also choose a business name that directly reflects what you do. Consider the availability of your business name as a website domain as well.

You’ll also want to select a business structure. A sole proprietorship or a limited liability company (LLC) are the two common options for virtual assistant businesses.

5. Price your services

Next, determine your pricing, either as an hourly rate or project-based fee. Conduct market research to find general rates in your industry or specialty. You’ll want to consider your level of experience, how much time you have for the business, and your business expenses. Virtual assistants don’t need much to get started, but you will need good technology (computer, headset, webcam, software, and reliable internet).

Anticipate questions your prospective employers might ask about your pricing and your willingness to negotiate, and be ready to answer them with confidence.

6. Create a website or portfolio

Some virtual assistants launch their businesses by building portfolios on hiring platforms like Upwork, Freelancer,BELAY, Boldly, and LinkedIn. But to grow your business and maintain ownership of your client pipeline, you may benefit from setting up a personal website that details your services, qualifications, and testimonials (if you have them). Choose a website builder that offers a robust set of predesigned templates so you can get started quickly.

Also, look for features that will help your business grow, like appointment booking functionality, so that clients can book a consultation with you directly from your site.

7. Network and market yourself

To build industry connections, network with other virtual assistants, join Facebook groups, and browse Reddit forums where job leads are frequently shared. These groups can help you gain experience, get support, and even refer clients to others on the platforms. Virtual assistant communities can be supportive, so lean on your connections and help others when possible.

Use your social media platforms to promote your business, carry business cards for when you meet potential clients, or consider starting a blog showcasing your knowledge and expertise to generate traffic for your business website.

8. Commit to continuous learning

You can always broaden your skill set as a virtual assistant. Earn certifications or take online courses to sharpen your skills in customer relationship management, ecommerce, graphic design, or social media marketing. The more versatile and knowledgeable you are, the easier it is to raise your hourly rates and attract new clients.