How to become a virtual assistant is something many aspiring remote workers ask and wonder about. Being a virtual assistant is a promising and flexible career that allows you to work remotely from anywhere, as long as you have the right equipment and a stable internet connection. I’ve been working as a full-time virtual assistant for over two years now, but I didn’t get here overnight. It took effort and a lot of learning along the way. If you’re an aspiring VA looking for guidance on how to become a virtual assistant, this post is for you.
Note: I’m a Filipino virtual assistant based in the Philippines, so the steps and tips I’ll be sharing are based on my personal experience. While many of these insights can apply to anyone, this guide is especially helpful for those who want to become a virtual assistant in the Philippines.
- What is a Virtual Assistant?
- Getting Started as a VA
- Achieving Success as a VA
- Overcoming Challenges as a VA
What is a Virtual Assistant?
Before diving into a new career, especially as a virtual assistant, it’s essential to do some research and fully understand the role you’re stepping into. This includes exploring the different VA niches, getting familiar with commonly used tools and software, and developing the skills needed to succeed and land your first client.
But first, what is a virtual assistant? A virtual assistant provides remote support to business owners by managing administrative tasks, creating content, scheduling appointments, and handling other duties that help keep operations running smoothly.
Working Hours & Time Zones
As a virtual assistant, you’ll mostly find clients based in the US, Australia, and the UK. While there are potential clients in other parts of the world, the majority are from these three countries, especially the United States.
Most virtual assistant jobs offer either full-time or part-time work. Some are project-based or hourly, while others are long-term positions. Many clients also allow flexible working hours, as long as tasks are completed on time. It really depends on the client’s business needs.
You also need to be flexible working with different time zones. US-based clients, usually require night or graveyard shifts. Australian clients align with day shifts, while UK clients may require mid-shift hours. However, not all clients expect a full 8-hour shift during their business hours. Some only require a few hours of overlap with their time zone.
Popular Virtual Assistant Niches
To become a virtual assistant, you have to figure out your niche, as there are different VA specialties in the industry.
Here are some of the common VA niches:
Social Media Manager
Social Media Managers handle a client’s social media accounts, which includes creating and posting content across different platforms. The role also involves tracking engagement, monitoring trends, and planning strategies to grow the client’s brand.
Executive Assistant
Executive Assistants provide high-level support to business owners, such as CEOs or executives. EAs manage calendars, schedule meetings, handle emails, book travel, and prepare reports, documents, and other administrative tasks.
Ecommerce Virtual Assistant
Ecommerce Virtual Assistants support online shop owners on platforms like Amazon, Shopify, or Etsy. Tasks may include product listing, order management, customer service, SEO and keyword research, or overall shop management.
Real Estate Virtual Assistant
Real Estate VAs work with real estate agents or brokers to handle property listings, schedule viewings, respond to client inquiries, and manage CRM systems. The role may also include phone or email outreach, as well as marketing campaigns.
General Virtual Assistant
General Virtual Assistants provide a mix of support, depending on the client’s business needs. The role covers a wide range of administrative tasks, from email and calendar management to data entry and customer service. It’s a flexible option for aspiring VAs who haven’t chosen a specific niche yet.
Getting Started as a VA
Find Your Niche
To help you get started as a virtual assistant, identify the niche that best fits your skills and interests. Once you’ve narrowed it down, build the skills necessary for your target niche. You’re more likely to succeed when you focus on a specific niche.
When I started my journey to become a VA, I knew that being an Executive Assistant was the ideal niche for me. Although I lacked experience, it was clear from the beginning which niche I wanted to focus on.
However, since most clients are looking for someone with experience, I thought it was best to start as a General Virtual Assistant. So in order to prepare myself for the role, I decided to invest in VA training programs.
Explore VA Training Options
I began by looking into online courses to build the skills needed as a General Virtual Assistant. One course I found on Udemy was titled ‘Must-Have Skills for Virtual Assistants.’ It was a good starting point for learning the essential skills to become a virtual assistant. But I didn’t stop there. After finishing the course, I enrolled in three other VA training programs I found through Facebook. It took me one month in total to complete all the Virtual Assistant trainings.
If you want to get started like I did, enrolling in VA training programs is a great way to learn what it takes to become a virtual assistant. You simply have to invest time and effort. Most training programs are paid, but you can find tutorials on YouTube if you don’t want to spend money. With paid training, though, you’ll receive a certificate that you can add to your resume and highlight to potential clients.
Create Your Resume & Job Profiles
After a month of completing VA training programs, I updated my resume so I could start sending out applications. I used Canva to create it, as it’s the perfect tool for designing resumes. I also set up my accounts on job platforms and tailored both my resume and profiles to reflect my new virtual assistant role.
Whether you decide to invest in a VA training program or not, make sure to create or update your resume and tailor it to the role you’re applying for. Include any skills you’ve gained from training, as well as transferable skills like organization or communication that would be valuable in a virtual assistant role.
Build your profiles on platforms like Upwork, OnlineJobs.ph, and LinkedIn. You can also optimize them using AI tools like ChatGPT. Just make sure to personalize it to match your skills and relevant experience.
Begin Your Job Hunt
Once your resume is polished and your profiles are optimized, start sending out applications — either to direct clients, VA agencies, or both. You can find direct clients on freelancing platforms like Upwork and OnlineJobs.ph. Applying to VA agencies is also a good option, especially if you’re just starting out and have no experience yet. Most VA agencies provide training and may even include compensation, depending on the company.
If you’re okay starting with an agency, there are plenty of job openings on JobStreet, Indeed, and LinkedIn. LinkedIn also offers opportunities to connect with direct clients, but you’ll need to actively reach out to potential clients yourself. You can also apply directly on the VA agencies’ websites.
As for me, I began my VA career with an agency. My company provided training, along with a salary and HMO coverage. But keep in mind that not all VA agencies are the same. Some offer a freelance setup, while others provide regular employment.
Achieving Success as a VA
Working with a VA Agency
Success looks different for everyone. As virtual assistants, most of us, if not all, aim to have direct clients. But I wouldn’t be the VA I am today if it weren’t for the company that gave me the opportunity to gain experience. The additional training I received from the VA agency further enhanced my skills and deepened my knowledge of the most commonly used tools in this role.
I was paired with a client through my agency who hired me as her Executive Assistant, even though I had no prior experience in the role. If it weren’t for my VA agency, it would have been more challenging to get hired in my preferred niche without experience.
If you’re an aspiring virtual assistant, starting with an agency could be a great stepping stone in your VA career. With an agency, you won’t need to worry about finding clients as they’ll handle that for you. Some agencies also offer higher hourly rates depending on your specialization and experience.
Expanding Your Skillset
The virtual assistant industry is highly competitive. When I started working with my client, I had to learn all of her business tools and processes, including how to handle invoicing in QuickBooks. Even though I was well-trained in the most commonly used tools and software, there were still things I needed to learn. I watched YouTube tutorials on how to use QuickBooks, particularly for invoicing.
When you land your first client, the learning never stops. Keep expanding your skillset to stay up to date with the latest tools, software, and trends. If you haven’t found a client yet, that’s even more reason to continue exploring and building your skills. I restarted this blog when I began working as a virtual assistant, and I also started creating my own digital products. I did all of this to develop my skills—because you don’t have to wait for a client to keep learning and growing.
Landing Your First Direct Client
Landing your first direct client in a competitive market is achievable, but you have to do your part. The same goes for getting hired by a VA agency—you need to show that you’re capable of doing the role. Remember, the goal isn’t just to land a client, but to keep that client. As a freelance VA, you’re essentially running your own business.
Overcoming Challenges as a VA
Balancing Hard & Soft Skills
Since the VA industry is a challenging market, it’s essential to develop both hard and soft skills. Qualities like being organized, resourceful, and highly attentive to detail are just as important—if not more so—than knowing how to use specific tools or software.
Recognizing Red Flags
Unfortunately, not all job postings are legitimate as scammers thrive online. Watch out for these red flags, especially when applying directly to clients.
- Jobs that require you to pay a fee
- Requests for free work or unpaid trial tasks
- Clients unwilling to sign a contract
- Pressure to share personal or sensitive information
- Salary offers that seem too good to be true.
If something feels off, trust your insticts.
Knowing Your Worth
Don’t accept low rates as there will always be clients who try to lowball you. While gaining experience is important, it doesn’t mean you should undervalue yourself. Set clear boundaries around the minimum rate you’re willing to accept. Your time and effort are valuable. Don’t waste them on offers that don’t reflect your worth.
I hope this post serves as a valuable guide to help you on your journey to becoming a virtual assistant.
If you’re in your 40s and thinking about making a career change, check out my post on Starting a New Career in Your 40s.
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Simply Sha 
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