Have you ever considered becoming a Virtual Assistant? In this post I’ll go through everything that you need to know about how to get started as Virtual Assistant.

Since the pandemic in 2020 there has been a rise in people looking for careers that are flexible and fit around their lifestyle better. That’s where VA positions come in because they tick a lot of boxes.

If you’re wondering what the daily habits of successful entrepreneurs are, check out my post.

This post contains affiliate links or referral links, I would never recommend anything that I wouldn’t buy myself. Thank you for your support.

What Is A Virtual Assistant?

There are a few different ways of describing a Virtual Assistant but I think the most accurate definition I’ve found is from Investopedia:

“A virtual assistant is an independent contractor who provides administrative services to clients while operating outside of the client’s office. A virtual assistant typically operates from a home office but can access the necessary planning documents, such as shared calendars, remotely.”

Investopedia

A Virtual Assistant is someone who provides adminstrative support remotely, usually from a home office or any other location if they require. As the name implies, a Virtual Assistant will always complete administrative tasks of some sort, however they may specialise in particular services that they can provide eg Blogging, Bookkeeping or Social Media.

As mentioned in the definition, Virtual Assistants are independent contractors – this means that they are generally self employed and therefore they are in charge of running their own business, eg taking payments, paying tax and national insurance; and making sure their equipment and software is up-to-date and functioning properly.

Why Should You Become A Virtual Assistant

Although the career path of a Virtual Assistant is definitely a lot more popular now, the term has actually been around since the 90’s. Many of the people who decide to persue a career as a Virtual Assistant will have a background in administrative roles, such as being a Personal Assistant or even Secretarial roles and some might even have managerial experience.

There are certainly a lot of benefits to being a Virtual Assistant, as well as some downsides – which I will go through to help you decide if this is the career for you.

Pros

• You can choose your own hours
• Ideal if you have family responsibilities as you can work part-time and around them
• Save time and money by not having to commute to work
• You can choose the clients that you want to work with
• Quite often you can make more money than you would working for a company
• You can work from home, in a coffee shop and even on holiday if you needed to

Cons

• No paid holiday or other benefits you would get from working for somebody else
• You have to be highly organised in a work capacity as you will be juggling a lot of different tasks from several clients (depending on your availability)
• If a technological item or software is faulty, you’re in charge of fixing it and you’ll need to do this quickly otherwise you can’t work and in turn, get paid
• You are in charge of everything related to your business like taking payments, ensuring you’re GDPR compliant and paying taxes etc
• If you need to learn a new skill, you’ll need to arrange and pay for this yourself
• You might find it difficult to have a good work life balance if you’re working from home

I did also want to mention that being a Virtual Assistant might also be beneficial for anyone that’s an introvert. Personally I’m a confident person however, I’m also extremely introverted and interactions with people in person can really leave me feeling drained. Communicating with people online and as a Blogging Virtual Assistant is not the same and therefore I don’t need that time to recharge.

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How To Get Started As A Virtual Assistant

Now if you’ve decided that a Virtual Assistant is the career path you’d like to persue, I’ll talk you through the main steps to take to get started as a Virtual Assistant.

Figure Out The Skills You Have

You might not know straight away what skills you actually have but you do definitely have them! Everyone has skills and you need to determine what yours are.

You might find it beneficial to write a list of the different job roles you have done and the different tasks you had to complete, within these job roles. If you don’t have much work experience yet, you can write out any extracurriculum activities or courses that you did at school or college. For example if you took a course in graphic design or Information Technology, write that down.

If you have been out of work for a few years due to family commitments etc, it doesn’t matter. Just write down your previous job roles and experience.

Decide On Your Service Offer

At this point you should now have a list of skills that you have. Now you need to use these skills to decide what type of Virtual Assistant you would like to be and what services you would like to offer.

Virtual Assistants usually work under a few different sections, although there is quite a lot of services that you can provide under each.

Examples Of Sections

• Admin
• Finance
• Web
• Social Media

As previously mentioned there are a lot of services that you can provide within each section. For the full service list you can check my post services you can offer as a Virtual Assistant, as I’ve included full descriptions of the services you can provide.

Some examples of the types of Virtual Assistant you can be, are as follows:

• Accounting/Bookkeeping
• Admin
• Author Assistance
• Blogging Assistance
• Calendar Management
• Copywriting
• Data Entry
• Executive Admin
• Medical Assistance
• Legal Assistance
• Project Management
• Property Management
• Publicity
• Social Media
• Travel Coordination

These are just some examples, I’ve come across so many different types online. Even if you specialise in a certain type of Virtual Assistant, you might still find that you still do the general admin duties when required.

For me, I have always enjoyed anything to do with correspondence and writing, writing emails and letters to customers, blogging, writing captions for social media. I’m also a big fan of calendars, to-do lists and getting organised. Furthermore, I decided that I would use these skills to become a Blogging Virtual Assistant who specialised in correspondence, blogging and organisation.

Of course I don’t only provide these services for clients, if a client has a particular task that needs to be completed that’s doesn’t fall under these categories, I still accommodate them and complete the task. If it’s a skill that I don’t yet have or a piece of software that I’ve not used, I will research and learn.

You might decided from your list of skills that there are some tasks that you are not willing to complete for a client. Eg you might have experience with social media but you might not be willing to assist a client with it, perhaps you just don’t enjoy it. That’s totally ok! Just make a separate list for tasks you don’t want to do. In the future, you can always recommend another Virtual Assistant to a client instead.

Complete Some Courses

This might not be a necessary step, but if you’ve found from your list that you would like to offer certain services but you don’t have the skills yet – you can then take some courses to learn about this subject.

You don’t necessarily have to pay for this, LinkedIn have a lot of free courses that you can take on software, accounting etc so you can learn more about the subject you’re interested in; before you get to the stage of listing it as a service you provide.

Before I decided that I wanted to become a Virtual Assistant, I took a Virtual Assistant Diploma course online. As I knew very little about what a Virtual Assistant was and what was involved, I found this course really useful and it gave me a lot of different ideas on how I could get started as a Virtual Assistant.

This course is available on Centre of Excellence, if you wanted to take it yourself. I passed with a distinction and it gave me a great starting point on my journey. I think that this is a great resource if you’re the sort of person that enjoys learning through written courses.

Decide On Your Logo And Branding

This is quite often something that people spend a lot of time on, I get it! My first logo and brand name took so long to put together and I even changed the logo a few years later because I didn’t like it anymore.

Start with the name of your business, you might decide to go with your name which is what I’ve done. You might decide that you would prefer to have a more business style name. Whichever you decide, it helps to check if the domain name and social media is available before you decide on it. You can check this easily on a few different websites eg name.com.

I decided to go with damarisrussell.com for my website and @damarisrussellblogger for social media as my name was already taken on social media, but it still made sense for the services I provide.

Once you decide on the name, it might sound obvious but type it out and make sure it sounds right and makes sense. Say it out loud to make sure it’s not too long or too complicated. Then I would Google it to just see if there are other businesses that sound similar. It would be inconvenient to have to change your name at a later stage because people are confusing you with another brand.

Next you can create the logo and brand colours that you want associated with your brand. This can be a tough one because you don’t want your colours or logo to be too complicated or with too many colours. You can create a logo for free on websites like canva.com, they even have a lot of different templates you can choose from and you just adapt it to what you would like.

I’ve found it helpful to make 3 different logos and then run the logos by my friends, family and Instagram followers to pick their favourite. The first time I was actually surprised by which design they went for and the reasons why. I don’t consider myself as being very good at design so it was beneficial for me to get other people’s opinion.

You can also pay for a logo if you’d prefer not to design it yourself.

Before picking your brand colours you can have a look at other websites and brands within your niche and see what colours they are using. I’ve noticed when researching for my other website in the lifestyle, sustainable niche that there are a lot of different brands that choose green and natural colours but there are also people that have used other colours to stand out. It depends on how you want to present your business and what kind of service you’ll be providing.

Set Up Your Website

I’ve heard mixed opinions about setting up a website, I’ve heard a few people who have said that they didn’t think a wesbite was essential as they received a lot more clients from other sources like LinkedIn Freelance websites etc. However, personally I think that a website is important, it makes you look more professional and it’s a good way for you to showcase your skills.

What’s also useful about having a website is that you can put a contact form on it for clients to easily request more information from you. I also think that you should have a section on your website which includes your price per hour and packages if you’re offering them. This will deter people from contacting you if they can’t afford your services.

If you didn’t want to spend too much time on a website you can use Wix, Squarespace, GoDaddy or WordPress.com as it’s much simpler to put a website together. They are usually what’s called website builders and you can easily use templates to create a website you like the look of. It’s an all-in-one system and very beginner friendly, however customisation is limited with these type of websites.

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If you wanted more functionality and the ability to customise anything you want on the website you should go for a wordpress.org self hosted website. You can usually buy the domain name that you want through the host provider you choose as well. You don’t necessarily need to know a huge amount of coding as there are plugins that you can install on your website to assist you. However, it might take you a little while to learn how to do things, if you’re not familiar with building websites.

I use Lyrical Host as it was recommended to me by another Blogger, they’re always so friendly and helpful when I can’t work out how to do something.. which is often! As I’m a Blogging Virtual Assistant, it was important for me to have a much more adaptable website. Whether you need this will of course depend on the services you’ll be providing and how you plan to obtain your clients.

Whichever website you choose, ensure that you have a Privacy Policy and that it includes information about Cookies. You can also include a Terms and conditions page but this is optional.

Set Up Your Business Properly

There’s quite a lot you need to consider when setting up your business. I’ll just break down some of the main things you need to arrange and/or buy before you can get started as a Virtual Assistant.

Equipment

It might seem quite obvious but being a Virtual Assistant would mean that you need to have a decent laptop or computer and a phone. A laptop is generally better than a pc especially if you know sometimes you may need to work from somewhere other than at home.

Having a home office as well would be better, or at the very least a corner of your house that you can have a desk and somewhere to work comfortably.

Along those same lines you will need a desk, a comfortable office chair and a printer. As you will likely be spending a lot of time at a computer, it would be good to make sure that you do not injure yourself. For myself, I have a laptop riser and keyboard; and mouse to avoid RSI. A scanner and printer is also quite important, although most document exchanges etc will be online there will be occasions when you need to print or scan something.

You don’t necessarily need a landline but that’s handy to use for business calls. As I didn’t want a landline, I have a Virtual Landline number which diverts to my mobile. The number looks more professional and I can see clearly if it’s a personal call or a business call coming through.

Contract

It would be a good idea to set up a contract for when you get your first client. Getting a professional contract is a must, both you and the client will need to sign this before you do any work for them.

I recommend Koffeeklatch because they’re always updating their contracts to make sure you and your client are legally covered. They’ve got a huge variety of different contracts, including bookkeeping etc if you specialise in something in particular. You can get a Terms of Business UK document through this link.

HMRC

When you’re self employed, you’ll need to inform the HMRC and get VAT registered. Most Virtual Assistant will declare themselves as being an individual Sole Trader, however you could register your business as as LTD company.

The main difference between the two is that a Sole Trader is much easier to set up, however you and your business are tied together so you could lose personal assets if things go wrong with the business. The downside is that tax rates for sole traders aren’t as good as if you register as a Limited company. From what I’ve heard, most Virtual Assistants register as Sole Traders despite this.

Limited companies are seperate from you as an individual so your personal assets won’t be affected if anything goes wrong. A bonus for registering as a Limited company is your company name can’t be used by anyone else, however you will need to hire an accountant and pay a fee to do this.

It’s completely your decision as to which you decide for your business, seek professional advice if you’re unsure.

ICO

As you will be handling personal information you will need to contact the Information Commissioner’s Office and pay a fee of approximately £35 per year. This is because my business is in the UK, if you’re elsewhere in the world make sure you look into this further as it might be different for you.

It was fairly straightforward from what I remember, you just fill out a form on their website with details about your business. If you are unsure the category and industry, you can put yourself down under business and as a consultant. I do remember struggling to find anything that really fitted being a Virtual Assistant.

Insurance

This next step is optional but I wanted to include a little bit about insurance because even if you don’t get insurance straight away, it might be something that you do in the future to cover yourself against being sued.

Professional Indemnity

As I’ve said this may be optional but if the service you provide is related to Medical or Legal, for example this is quite risky and any errors could have serious consequences. However, if the worst that can happen is a typo or something incorrect on a businesses website then you might not need to be as concerned with this type of insurance.

Public Liability

Again this might not be necessary for Virtual Assistant businesses as you may work from home most of the time, however if there is a chance that you could be working in a coffee shop or in public a lot then you might want to get this type of insurance just incase.

Contents Cover

This insurance might be useful to have, even if you already have home insurance. After all, anything can go wrong with your computer or equipment and as you use it for business you would either need to make a claim or ensure you have adequate savings to replace or fix equipment as necessary.

Cyber Insurance

This is quite an important insurance that protects your business against cyber hacks. Some cover against accidental data breach but ensure you check your cover for this. When you think of the large businesses over the years that have had breaches in customer data, due to cyber criminals. This one might be a good one to get in case your computer gets hacked.

Software

The software that you require may depend on the type of Virtual Assistant that you are, however most Virtual Assistants will have programs such as Microsoft 365 (Word, Excel, Powerpoint), Email, Canva (creating graphics), Dropbox (remote storage) and a Calendar.

For payments you can either use a service such as Freshbooks which is easy to use and free for your first 100 clients or you can use something which has more features like Quickbooks. I know some Virtual Assistants use Xero as well which I’ve recently switched to.

Set Up Your Social Media

This is something else that is also optional depending on how you want to market your business. Social media was important for me because I like connecting with people and it would also be quite important for a Social Media Virtual Assistant. However, if you prefer to network in your local area and obtain clients that way – you might not want to set up any social media accounts for your business. It really depends where your ideal client is and how you’re going to find them.

Some you can use are as follows:

• LinkedIn – Good option for professionals
• Facebook – You can set up a page and you can join groups
• Instagram – Generally visually appealing app for images and short videos
• Twitter – Great for sharing links to your website and short captions
• TikTok – Good platform for people who like creating short form videos
• YouTube – Ideal for longer or short form video content
• Pinterest – Good for sharing images linking to your website

Join Some Freelance Websites

Another excellent way to find work is to use a Freelance website to set up a profile for yourself. You can attach a CV and examples of your work with some contact details. Most of the Freelance websites I’m aware of have a section where you can see the jobs that people need doing, whether it’s temporary or permenant, time frame and of course payment being offered. With all of them, it helps to put through your proposal as quickly as possible. This is because a lot of other Virtual Assistants will be applying for the same jobs and they will not be able to go through 100’s of proposals so will most likely be picking from the first 30 – 40 people that have applied.

Make sure your proposal stands out and explain why you are the perfect person for this particular job.

It can be time consuming applying for jobs this way but it’s definitely worth trying in the early days. To make things easier for yourself you can always save a template proposal and adapt it to the client based on the specifications for the job.

Some examples of websites:

• Fiverr
• Freelancer
• People Per Hour
• Upwork

If you’re a new Virtual Assistant you might be struggling to find clients, this post goes into more detail about where to find Virtual Assistant jobs.

Network Online Or In Person

I’ve touched on this a little but networking online could be talking to people on social media, I’ve seen some Virtual Assistants say that they set some time aside in the day to comment on a few posts of their ideal client or somebody within their niche that they would like to work with. Even conversations with other Virtual Assistants is never a waste of time because you can share information and make friends. I’d happily recommend another VA if a client requires a particular service or project completing and it’s not my speciality.

You could also write an introduction message to new followers to tell them what services you can provide, even if they don’t need anything right now they can always contact you in the future. Don’t be afraid to put yourself out there, as an introvert this used to intimidate me but try and think about what you can actually offer a potential client and have those conversations as much as you can.

I thought I should also mention that there are several Virtual Assistant agencies that you can sign up for if you would prefer not to do the search for clients yourself. The downside with this is that you can’t pick your own clients as they pick them for you based on your skills. However, it does take the stress out of finding clients.

You can also network in person if you prefer. You can hand out business cards to your friends and friends in case they know of anyone with a small business that you can assist them with. You can also make leaflets and put them on good old fashioned notice boards in your local area. If it’s places you are already going then it’s not going to be too much hassle to ask to pin up your leaflet or business card at your local shop, library or gym as some examples.

Have those conversations as much as you can, tell people what you do and you never know when it will lead to you getting a client.

Get Your First Client

Once you have a potential client that wants to book a discovery call with you, you’ll need to know how to prepare for a discovery call as a Virtual Assistant. This post will help you prepare for that call and win your ideal client!

Once you have your very first client, whether that’s straight away or a few months down the line. You need to put all of your energy into making your first client happy by doing an exceptional job. Definitely don’t overwork yourself but go above and beyond to provide your service to your first client.

Happy clients will leave you a testimonial or review which you can put on your website and/or social media and most of all, they will tell other people about you. This will increase your chance of getting your next client so it’s a win win.

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If it takes you a long time to get your first, second or third client. Don’t be discouraged, just keep marketing yourself and connecting with people online. There is so many benefits to hiring a Virtual Assistant, if you’ve niched down as well this means you have particular skills in this area and you can help the right business when they come along.

There are also a few different tools that Virtual Assistants use to be more productive, that’s why I’ve written a post with 15 best Virtual Assistant tools, that you can read next.

Goodness, definitely didn’t mean this post about how to get started as Virtual Assistant to be quite this long! However, I hope you found something useful to help you get started. Any questions or further information you need, don’t hesitate to send me a message or leave me a comment.

Damaris

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