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Are you seeking a career offering flexibility, independence, and the chance to showcase your organizational skills? If so, you’ve likely discovered a few job postings advertising virtual assistant (VA) roles. Now you’re intrigued, and rightly so.
Virtual assistant jobs have much to offer, and you should take a closer look. Most VA positions provide an excellent work-life balance. As a virtual assistant, you can work toward your long-term career goals while maintaining the flexibility necessary to meet your personal commitments.
To help you determine if a virtual assistant job is the best fit for you, we’ve gathered information about what skills you’ll need to become a virtual assistant, as well as salary expectations and the steps you need to take to launch a new career. Let’s dive in.
Note:
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What Is a Virtual Assistant?
It’s hard to define every aspect of a virtual assistant role. All virtual admin jobs are different, as the role involves supporting the specific needs of an executive or company. However, there are some general components to expect. As a virtual assistant, you’ll provide remote administrative support to clients while working outside of the client’s office.
Tasks and responsibilities can vary widely but often include managing emails, scheduling appointments and meetings, basic bookkeeping, and social media management. Virtual assistants can work with various clients, from entrepreneurs and small businesses to Fortune 100 companies.
What Does a Virtual Assistant Do? (Virtual Assistant Job Description)
With a wide range of tasks, no two virtual assistant job descriptions are identical. You can work as an executive assistant, an administrative assistant, a personal assistant, and in other related positions, depending on the client you’re supporting.
A typical virtual assistant job descriptionmay include a combination of the following duties:
- Answering and directing calls
- Billing and accounting activities
- Calendar and schedule management
- Email monitoring and organizing
- File and document organization
- Maintaining or updating a client’s social media or professional profile
- Travel arrangements
- Vetting potential clients, projects, partnerships, etc.
- Writing and maintaining records
Because so manyvirtual assistant duties are done through a computer, excellent typing skills and being highly comfortable using different computer programs are essential.
How to Become a Virtual Assistant
If you have no direct experience or are looking for entry-level jobs as a virtual assistant, use this list to get started.
1. Assess Your Skills
Before you launch your virtual assistant job search, assess your current skills. Transferable skills like communicationand time management are highly valuable in this field. But those aren’t the only options. You might excel at Excel, have above average typing skills, enjoy conducting research, or create clever content.
Take stock of your technical skills as well. Do you have a strong grasp of Microsoft Office or social media? Those skills can also make you a valuable asset to potential clients. If you have a target field that you want to work in as a virtual assistant, start reading job descriptions to uncover any specific software or processes you already know or can become proficient in.
For example, if you’re looking to support the sales industry, knowledge of customer relationship management (CRM) platforms like Salesforce may be beneficial. Alternatively, understanding the listing process and nuances of the home-buying process can help you stand out in the real estate industry.
2. Obtain Necessary Training
Now is the time to work toward training or certifications to enhance your qualifications. There is no specific virtual assistant degree, but if you have a business degree or communications degree, for instance, you can leverage those degrees to stand out.
Many online courses and programs offer training in specific software or processes, and some even have certification programs you can advertise. Gaining specialized knowledge will improve your marketability and salary as a virtual assistant.
Some standard certifications include:
- Google Digital Marketing & Ecommerce Professional Certificate
- Google Project Management Certificate
- QuickBooks Certification
- Salesforce Administrator Certification
3.Create a Business Plan
Creating a business plan is one of the first steps you’ll need to take if you’re interested in working as a freelance virtual assistant. The idea of writing a business plan might feel intimidating at first glance. However, a business plan brings structure to your career plans and will help you define your services, target market, financial goals, and marketing strategies.
Include information on how you will acquire clients. Will you focus on networking events, social media marketing, online job boards, or a combination of all three? Also, consider your pricing structure and how you will handle invoicing and payments.
Setting competitive rates is key in attracting clients as a freelance virtual assistant. Research industry standards, and consider your experience, skills, and services offered when determining your rates. You can also offer different packages or pricing options for various client needs and budgets.
A solid business plan can help you stay organized and focused as your virtual assistant career grows. If you need a template for a business plan, the Small Business Association (SBA) offers several templates to help you get started.
4.Set Up a Home Office
Like any other remote job, you’ll need a dedicated home office space to work as a virtual assistant. You don’t need an entire room, but this space should be quiet, organized, and free from distractions. Invest in a comfortable desk and chair and any necessary technology, such as a computer, printer, and high-speed internet.
Consider setting up a separate phone line or using a virtual phone system for your business calls. Having a designated space for work can help you get into a professional mindset, maintain boundaries between work and home, and increase your productivity. Not to mention, an ergonomic office setup helps ensure you avoid physical issues, like eye strain and carpal tunnel.
5.Create a Portfolio
A portfolio is a great way to showcase your skills and experience as a virtual assistant. Include samples of past projects, client testimonials, and any relevant certifications or training. A portfolio is a powerful visual advertisem*nt. Potential clients get a sense of your capabilities and see the results you’ve achieved for previous clients.
You can create some work samples if you still need to get client work. Just ensure that you’re accurate in how you present your samples. Potential clients should know if the work is a sample and not an actual project you completed for a client.
6. Develop an Online Presence
In addition to a portfolio, having a solid online presence as a virtual assistant is essential. You’ll want to have a professional website, active social media accounts, and get listed in business directories, like LinkedIn.
Building an online presence can help you respond faster to potential clients with a quick link share of your most relevant work. You can also use your online platforms to network with other professionals and build relationships that may lead to potential clients or collaborations.
7.Network and Market Yourself
Speaking of networking, word-of-mouth advertising is one of the most effective strategies to grow your virtual administrative business. Start by contacting your existing network of colleagues, alumni, friends, and family members to let them know about your services. You never know who might need a virtual assistant or knows someone who does.
Once you’ve finished going through that list, it’s time to grow your network with new connections. Attend networking events and conferences related to the industries you want to serve as a virtual assistant. You’ll connect with potential clients and learn more about their needs. Tailor your services to the market research you’ve done to help you stand out.
8.Look for Jobs and Clients
There are many ways to find virtual assistant jobs and clients, but some are better than others. Avoid job scams by using legitimate job search sites, like the one here at FlexJobs. Look through the job listings for legitimate companies that hire for remote virtual assistant jobs.
You can also create a list of companies you’d like to partner with. Then, reach out directly to the professionals or teams you feel would benefit most from your services. Be proactive in following up with potential clients, and always communicate professionally. You never know when a simple email or phone call can lead to a long-term partnership.
9.Practice Interviewing
Like most jobs, virtual assistant positions often require an interview process. Be prepared by fine-tuning your virtual assistant cover letter and practicing your interviewing skills beforehand. Practice will help you feel more confident and comfortable during interviews.
Research common interview questions for virtual assistants and practice answering them with friends or family members. Ask for feedback on your responses to improve your delivery and communication.
If you’re focused on a remote job, familiarize yourself with common remote work terms, interview questions, and software. Get comfortable using Zoom, Slack, and other online messaging services.
10. Learn and Grow
As a virtual assistant, you’re learning isn’t a one-time-only event. Technology and industry trends will require you to maintain an up-to-date skill set.
Keep your finger on the pulse of the industry trends, attend webinars or conferences, and connect with other virtual assistants to share tips and resources. Don’t hesitate to step out of your comfort zone and try new tasks or software. Embrace challenges and always strive to improve yourself as a professional virtual assistant.
Keep track of your accomplishments and continuously update your resume or portfolio. Your portfolio demonstrates your skills and experience when seeking new clients or opportunities. Continuously learning and growing as a virtual assistant will benefit your career and make you a valuable asset to any team or client.
Virtual Assistant Salary: How Much Do Virtual Assistants Make?
Along with a range of services, virtual assistant salaries can vary widely as well. Salary.com reports that general administrative assistant roles, for example, have a median annual salary of $45,830. In contrast, a legal administrative assistant has a significantly higher median salary of $72,801. Ultimately, the more niche your skill set is, the more you can expect to charge.
Important Virtual Assistant Skills, Qualifications, and Certification
To succeed as a virtual assistant, possessing a diverse skill set can significantly enhance your appeal to potential clients. Growing your transferable skills ensures your virtual assistant qualifications set you up for growth and collaboration across various industries.
Below are key areas where you should consider developing your expertise:
- Travel planning: Efficiently manage travel itineraries, bookings, and accommodations for clients. Travel expertise also involves staying informed about travel regulations, finding the best deals, and being able to adjust plans swiftly in case of any changes or emergencies.
- Basic graphic design for social media: The ability to create engaging visual content for social media platforms is invaluable. Familiarity with tools like Canva or Adobe Spark can help craft eye-catching posts that enhance online engagement.
- Project management: Organizational skills are crucial for virtual assistants. Knowledge of project management tools like Trello and Asana can help with tracking tasks, milestones, and deadlines for yourself and your clients to ensure that projects are completed efficiently.
- Basic accounting and bookkeeping: Managing invoices, expenses, and basic financial records is a highly appreciated skill. Using software like QuickBooks for small business bookkeeping can add significant value to your service offerings.
- Time management skills: Effective time management is the backbone of remote work success. Time management is even more critical in virtual assistant jobs. Developing strategies to prioritize tasks, avoid distractions, and maintain a healthy work-life balance is essential for success in this role.
Enhancing these skills with virtual assistant certifications will make you more versatile and valuable as a virtual assistant.
How to Find Virtual Assistant Jobs
Once you’ve settled on your business plan, fine-tuned your training, and created your portfolio, it’s time to launch your job search for a virtual assistant job.
1. Utilize Your Online Presence
Showcase your skills and services on social media platforms like LinkedIn, Twitter, or Facebook. Create a website or online portfolio showcasing your work experience, skills, and services offered. Separate your personal social media accounts from your professional accounts to build a professional and robust presence.
2.Network
Connect with other virtual assistants and potential clients through online communities, forums, or social media groups. These connections can help you tap into the hidden job marketand find opportunities that aren’t listed publicly. Attend virtual networking events or join professional associations for virtual assistants to expand your network.
3. Check Job Boards and Career Websites
Check out job boards focused on flexible and remote jobs. Ensure you stick with legitimate job boards that protect users from scams. Filter results to find opportunities in your target industry. Ensure you complete your resume profile and set up job alerts to help streamline your job search.
Try using the following keyword searches to more easily find the roles you’re looking for:
- Flexible
- Freelance
- Part-time
- Remote
- Virtual
- Work from anywhere
4. Reach Out Directly to Clients
If you’re not filling your calendar through job postings alone, it’s time to embrace pitching. Small businesses and entrepreneurs often need help with tasks but don’t have the resources to hire full-time employees. Reach out to them directly, offering your services as a virtual assistant.
Don’t limit your focus thinking that you won’t be able to work with a larger company when you’re just starting out. Just because a job isn’t currently listed on a company’s career site doesn’t mean they don’t have a position available. At the very least, if you connect with potential hiring managers, you’re starting to build brand awareness for your virtual assistant business.
5. Ask for Referrals
When you’ve done an excellent job for your current clients, they will likely refer you to others looking for virtual assistant services. Feel free to ask for referrals or request that your clients share their positive experiences on social media or review sites. Make it easy for them by providing links directly to where you’d like a review.
You can also offer a referral discount or reward for those who refer new clients to your business. Referrals can be a great way to attract new clients, promote your business, and build a strong reputation in the virtual assistant community.
6. Attend Industry Events and Job Fairs
Industry events and job fairs can be a great way to network and meet potential clients. These events are often held virtually, making it easy to attend from the comfort of your home. Research beforehand to see if any companies or organizations attending have open positions for virtual assistants.
Even if there aren’t open virtual assistant positions, it’s still wise to attend. You can use these events to make connections and market your services. You never know when a potential client might suddenly have a need for your services, and attending these events can help you stand out from other job seekers.
When you’re freelancing, it’s crucial to constantly be on the lookout for new opportunities and ways to expand your business.
Companies With Virtual Assistant Jobs
According to the FlexJobs database, the companies below frequently hire for virtual assistant positions:
- BELAY
- Boldly
- Great Assistant
- LHH – Lee Hecht Harrison
- Paragon Planners
- Randstad
- VaVa Virtual Assistants
There are many other companies that commonly hire virtual assistants too. When it comes to virtual assistant job titles, be on the lookout fortitles like virtual administrative assistant, administrative coordinator, virtual secretary, personal assistant, executive assistant, and similar titles.
Find a Virtual Assistant Job Today
Virtual assistant jobs come in all shapes and sizes: full-time, part-time, freelance, temporary, and alternative schedule jobs. Many virtual assistants work with multiple freelance clients, combining several part-time projects to create a full-time business for themselves.
