How to Set Up as a Virtual Assistant

How to Set Up as a Virtual Assistant

You might be wondering how to actually get started as a Virtual Assistant. With more people than ever launching their own businesses, the marketplace has shifted. Clients are increasingly supportive of flexible working and they understand the massive benefits of outsourcing tasks like social media and administration. The demand for VAs is growing, and if you are looking for a career that fits your life, this is it.

As a VA, you aren’t restricted by geography. You can work with clients from anywhere in the world from your own home. So, how do you become a VA and invest in your future?

What Is a Virtual Assistant?

A Virtual Assistant provides office, business, or personal support remotely. We use tools like email, Zoom, Slack, and other collaboration platforms to stay connected. Because a VA works on a freelance or self-employed basis, you keep your workload manageable and create a business that suits you.

One of the best parts of this profession is that it does not require specific legal qualifications. However, you must have up-to-date knowledge of administrative tasks and know how to use the latest technology. This technical requirement is why many VAs choose to take professional courses to ensure they are providing a high-standard service.

Can This Be a Full-Time Job?

Being a VA is a legitimate career and a business. You have the option to work as few or as many hours as you choose. I have mentored women who only work a set number of school hours and others who have built substantial businesses while working their day job to create a future for their families.

This path appeals to those whose roles have become redundant, as well as motivated go-getters who want to be in control of their own earnings. Whether you are a parent juggling family life or a mature professional looking for a new challenge, the best VAs have one thing in common: an entrepreneurial spirit.

Who Needs Virtual Assistants?

More businesses need support than you might expect. VAs are a vital resource for organisations that need immediate help with administrative roles or to fill a gap left by an employee. You would be surprised at the variety; I have seen everything from sole traders s to major banking institutions using VAs. Some need an hour here and there; others need regular monthly support.

How Do I Actually Get Work?

It is not as simple as launching a website and waiting for the phone to ring. (Oh how I wish!) My experience shows that the primary methods of getting clients are:

1. Talking to people you already know

2. Strategic networking (online and in-person)

3. Direct social media engagement – LinkedIn first and then Facebook groups (or the platform where your ideal client gets their clients!)

Your website and profiles provide the “social proof” that you can do what you say you can do.  They also need to pass the “oh shit! They are talking to me test.”

Successful VAs also master the art of the follow-up. If you aren’t following up after a discovery call, you are leaving money on the table.

What Equipment Do I Need?

You need a lot less than you think to get started. The basics are a reliable computer, a good internet connection, and a safe way to store data. You do not need to buy the entire stationery catalogue on day one. Start with the essentials and grow your toolkit as your client list grows.

You will need a domain specific email address (so you need to decide your business name) but you don’t need a website on day one. You will need insurance, ico registration and contracts – check out my resources page for discounts on these essentials.

Helpful Resources

To manage tasks effectively, you should get familiar with these specialist tools:

• Google Workspace: For email, documents, and file sharing.  Message Amanda if you want a discount code for Google Workspace.

• CRM Tools: Like Streak (within Gmail) to manage client relationships or Capsule.

• Cloud Storage: Dropbox or Google Drive for sharing files securely.

• Scheduling Tools: Calendly or Doodle to manage meetings without the back-and-forth emails.

• Electronic Signatures: For getting contracts signed quickly and professionally.  Google Workspace has this functionality.

How Do I Charge Clients?

This depends on you. Some VAs set an hourly rate, while others agree on a project budget. Many move towards retainer packages, a set cost per month for a guaranteed number of hours.

You must know your worth. I have seen many VAs start with rates that are far too low; as soon as they value their service and increase their rates, they often find they become fully booked faster. People value what they pay for.

You will need to decide if to invoice in advance or arrears – this often depends if you are selling retainers or adhoc.

Does It Ever Get Lonely?

The short answer is no. You are constantly interacting with clients and updating them on projects. I recommend booking weekly catch-up calls to stay on track. Beyond clients, being part of a community like the VA Help Desk on Facebook ensures you always have peers to talk to. Between client work and networking, you are making new relationships all the time.

Why Should I Invest in Coaching and Training?

If you are serious about launching a successful career, you need a roadmap. Training through the VA Training Academy shows you exactly how to price yourself, how to find your niche, and how to avoid the common pitfalls that sink new businesses.

The VA Momentum Course (formerly the VA Mastery Course) is designed to help you fast-track your success. It teaches you how to sell yourself as a business, understand your numbers, and attract the right kind of clients.  But have a read of this blog about how to choose a VA Training Company and have a read of the 100’s of testimonials from real clients on our testimonials page.

Ready to stop wondering and start building? Join my free Start Your Own VA Business Webinar to get the clarity you need. If you are ready to commit to a professional roadmap, explore the VA Momentum Course today.