How to get more work as a virtual assistant

Would you like to work remotely as a virtual assistant (VA) but need some tips on how to generate more jobs and income? You’ve come to the right place!  

We have put together 12 practical tips to help you succeed as a virtual assistant. After all, competition in this field is increasing, so effective self-marketing is becoming more and more important for VAs. Let’s get started with the tips!  

Tip 1: Build a professional online presence   

A professional online presence, optimised social media profiles and consistent branding are all crucial to successfully getting more jobs as a virtual assistant. Invest time in designing your digital channels and pay attention to authenticity to build trust and long-term customer loyalty. We’ll break it down into the details: 

Create your own website

A website is the centrepiece of a virtual assistant’s online presence. It serves as a digital business card and lets potential customers know what you offer clearly and professionally.    

Important elements for the website

List your services clearly, e.g. ‘email management’, ‘social media support’ or ‘research and data entry’. Use keywords such as virtual assistant for social media to improve your search engine rankings (SEO).   

Show positive reviews from satisfied customers to build trust and offer an easily accessible contact form or a ‘Book now’ button.

You can create a website easily and cost-effectively with either WordPress or a website builder. If you’d like to try out the user-friendly one.com Website Builder, you can test it out for 14 days free of charge:

You can test out the one.com Website Builder kit for 14 days free of charge and without obligation:

Optimise social media profiles

Create a professional social media profile with a meaningful description of your skills and experience to connect with potential clients and showcase your services. Use targeted hashtags such as #VirtualAssistant or #Freelancer in posts and actively network with entrepreneurs and agencies.  

Highlight your day-to-day work, success stories and tips for productivity – enriched with photos, graphics or short videos. Don’t forget to link your social media profiles to your website.   

You should also make sure that all your profiles and your website have professional and consistent branding. This creates value in terms of brand recognition.  

Tip 2: Define a clear niche   

Defining a clear niche makes it easier for you to position yourself as a virtual assistant and increases your visibility as an expert in a specific field. Choosing a niche that matches your skills and is in demand will help you be successful in the long term.

Advantages of specialisation for virtual assistants:   

Easier positioning: A niche helps you stand out from the competition and highlight your expertise. Customers are often looking for experts for specific tasks.  

Less competition: Instead of competing against a broad mass of general virtual assistants, you only compete with other experts in your niche.  

Higher prices: Customers are willing to pay more for specialised services as they are seen as more valuable and unique.  

Targeted marketing: With a clearly defined niche, you can better tailor your marketing strategy to your target group, e.g. through appropriate keywords, content and platforms.   

Customer loyalty: Through your expertise in a specific area, you build trust, and this increases the likelihood of long-term customer relationships.  

How to choose a niche   

1. Analyse your strengths: What skills do you have? What do you like to do and do well?  

2. Conduct market research: Which services are often requested? Where are there currently few specialised providers?   

3. Define your target group: Who do you want to address? Who needs your skills?  

Examples of niches for virtual assistants:   

Social media management: content creation, scheduling posts, community management and adverts for small businesses, start-ups and influencers.   

E-commerce support: Product maintenance in online shops, order management, customer service and inventory management for e-commerce companies that need help managing their shop on platforms such as Shopify or WooCommerce.   

Transcriptions: Putting audio or video recordings into text form, such as interviews, meetings or podcasts for journalists, podcasters, market researchers and educational institutions.   

Podcast management: Editing episodes, uploading to platforms, writing show notes and creating social media teasers for podcasters and companies that use podcasts as a marketing tool.  

Virtual accounting: invoice management, accounting software and tax documentation for freelancers, small businesses and the self-employed.   

Content creation: Writing blog articles, creating newsletters and providing content for websites for businesses looking to build a strong online presence.   

Travel planning and lifestyle assistance: booking trips, planning events and personal organisation for busy executives or private individuals.  

Tip 3: Increase your visibility through SEO and content marketing

With a combination of SEO, blogging, and guest posts, you can position yourself as a virtual assistant for the long term and increase your chances of getting new customers and projects.  

1. Apply SEO basics   

Search engine optimisation (SEO) is essential to be visible online and attract the attention of potential customers.  

Keyword research: Find relevant search terms that your target audience uses, e.g. ‘virtual assistant jobs’, ‘virtual assistants wanted’ or ‘VA services’. Use tools such as the Google Keyword Planner or Ahrefs for this.  

On-page optimisation: Optimise your website by using keywords specifically in headings, meta descriptions, and text. 

 Profile SEO: Optimise your social media and freelancer profiles too. Use relevant keywords in your profile text and descriptions to make it easier to be found.  

2. Write a blog 

Having your own blog is a powerful tool to show expertise, build trust and attract customers. For example, write tips for entrepreneurs, e.g. ‘5 tasks you can delegate to a virtual assistant” or give insights into the everyday life of a virtual assistant: “A day in the life of a VA’.  

Create SEO content: Write articles that are targeted to search queries. Use keywords such as ‘What is a virtual assistant?” or “Becoming a virtual assistant’.   

Create a content plan: Plan your content marketing strategically and publish regularly, e.g. one blog article per week. Link to other articles within your blog to improve user guidance and increase the SEO impact.  

3. Write guest posts 

Guest posts help you to reach new target groups and strengthen your credibility. You can include backlinks to your own website – this boosts both your traffic and your SEO ranking. Guest posts show potential customers that you are an expert in your field.  

Identify platforms: Look for blogs, websites or online magazines that cover topics related to business, remote working or virtual assistance.  

Make suggestions: Write a short email to the operators with a well-thought-out topic suggestion, e.g. ‘How virtual assistants can help businesses grow’.   

Cross-promote: Share your guest post on your social media channels.  

Tip 4: Use networking   

An active networking strategy, combined with your expertise, can get you more jobs as a virtual assistant in the long term.  

Offline networking: Attend trade fairs, industry events and networking events for entrepreneurs, freelancers or digital nomads and build personal relationships.   

Online networking: Participate in discussions in your industry on LinkedIn and connect with potential clients.   

Freelancer platforms: Use platforms such as Upwork, Fiverr or Freelancer.com to connect with other freelancers or clients and search for relevant communities.  

Community building: Join groups in forums, on Facebook or LinkedIn that focus on virtual assistance, freelance life, Virtual Assistants Network or specific niches. Regularly share helpful posts, tips or experiences there.   

Strategic partnerships: 

Collaborate with other freelancers: Cooperate with freelancers in related fields, e.g. web designers, copywriters or SEO specialists. They could recommend clients who need additional support.   

Agencies as partners: Work with agencies that offer outsourcing services, e.g. for administrative tasks, social media support or customer service.   

Cross-promotion: Develop cross-promotions together with partners, e.g. packages of your services (e.g. web design + VA support). Share your content on social media platforms to benefit from each other’s reach.   

Tip 5: Make targeted use of freelancer platforms   

Freelancer platforms such as Fiverr or Upwork offer virtual assistants a great opportunity to find clients and prove themselves on the market.  

1. Successfully present yourself on platforms   

Describe your skills and services in detail, e.g. ‘email management’, ‘social media support’ or ‘data analysis’. Use keywords such as virtual assistant, freelancer or specific tasks to make your profile easy to find. Emphasise your unique selling points, such as industry-specific knowledge or special tools.  

Professional profile picture: Use a professional photo to make a positive first impression.   

Insert portfolio: Showcase sample work or past projects.   

Show competitive advantages: Offer additional services that add value to clients, such as analyses, consulting or reporting.     

Tip 6: Win customers through recommendations   

To generate more customers, projects, and revenue as a virtual assistant, customer acquisition, and customer loyalty are decisive factors.   

1. Collect customer testimonials and display them on your website 

Authentic testimonials show that other customers are satisfied with your work – this increases the likelihood that new customers will try out your services.   

Ask satisfied customers for feedback immediately after completing a successful project and include these testimonials on your website. Use platforms such as LinkedIn, Google My Business or Upwork where reviews are publicly visible. 

2. Reward for referrals 

People trust recommendations from acquaintances more than advertising promises. Existing customers who are satisfied can act as ambassadors for your brand.  

You can reward referrals with a customer loyalty programme – for example with a 10% discount on the next invoice. Or give away 1-2 hours of your working time if a customer successfully recommends you.  

Inform your customers via e-mail, newsletter or in a personal conversation that recommendations are particularly worthwhile for you.   

Tip 7: Offer outstanding service

Outstanding service as a Virtual Assistant means being proactive, reliable and customer centred. Create an exceptional experience that will keep customers and grow your business.

Here are some aspects that create excellent customer service for your clients.  

Clear communication   

Accessibility: Be easy to reach, whether it’s by email or an agreed communication tool such as Slack or Microsoft Teams. 

Proactive updates: Keep the client regularly informed of progress on tasks to build trust.   

Fast response times: Respond to enquiries within a few hours or give clear timeframes for your response.    

Punctuality and reliability   

Meeting deadlines: Meet deadlines or provide early notification if delays could occur.   

Quality over quantity: Complete tasks thoroughly and avoid mistakes, even if time is short.   

Transparency in availability: Communicate when you are available and plan your working hours so that customers don’t have to wait.   

Individualisation of the service 

Understand the customer’s needs: Actively listen and make sure you fully understand the customer’s expectations and goals.   

Proactive suggestions: Consider how you can help the customer beyond the agreed tasks.   

Solve problems: Show initiative when challenges arise and present thoughtful solutions.  

4. Technical expertise

Use efficient tools: Work with modern tools that facilitate the workflow, e.g. for project management (Trello, Asana), communication (Zoom, Teams) or automation (Zapier).   

Further training: Stay up to date and expand your skills to be able to offer additional services, e.g. social media management or data analysis.    

Tip 8: Communicate prices and services   

By presenting your prices and services clearly and transparently, you create trust and make it easier for customers to decide to use your services.  

1. Pricing for virtual assistants  

Prices in line with the market: Research the usual hourly rates for virtual assistants in your specialism and region.   

Tiered pricing: Consider pricing tiers based on project scope or urgency.   

Flexibility through packages: Offer packages for recurring services based on the needs of your target audience.   

Due date: Specify when payments are expected.  

Payment methods: List the accepted payment methods (e.g. bank transfer, PayPal, credit card).

2. Describe your services in detail  

Describe your services clearly: Divide them into service categories – e.g. administrative support (email management, scheduling), creative services (content creation, social media management), technical support (website maintenance, data analyses).   

Define expectations: Specify which tasks are not included in your scope of services to avoid misunderstandings.  

Emphasise specialisations: If you are particularly experienced in a particular area, such as healthcare or property, highlight this.   

Provide FAQs: Answer common questions upfront, such as: ‘What happens if I use fewer hours per month?’ or ‘Can tasks be taken on at short notice?’   

Regular updates: Adjust your prices and services regularly.  

Tip 9: Further training and specialisation   

Further training and specialisation are crucial for virtual assistants to stay competitive and get higher-paying jobs. With targeted specialist knowledge and tool experience, you can expand your expertise and win over customers.   

1. Deepen your expertise  

Popular areas for virtual assistants are:   

SEO: Learn to research keywords, optimise websites and create reports. Courses: Google Digital Garage, Yoast Academy.   

Social Media Management: Create content, manage communities, develop strategies. Tools: Hootsuite, Canva.   

E-commerce: Experience with Shopify, Amazon Seller Central or Etsy is appreciated.   

Project management: Knowledge of Asana, Trello or Monday.com is required.   

Content creation: Copywriting for blogs, newsletters or social media is in high demand.   

2. Get to know new tools  

Popular tools for virtual assistants:   

Project management: Asana, Trello.   

Graphic design: Canva for simple designs.   

Automation: Zapier, IFTTT for process optimisation.    

3. Strategies for further training

Free resources: Use platforms such as Google Skillshop, HubSpot Academy or LinkedIn Learning.  

Certifications: Show your professionalism through courses and certificates on topics like Google Analytics or social media management.   

Time management: Schedule time each week for further training, e.g. micro-learning units.   

4. Specialisation and marketing 

Find a niche: Focus on high-demand areas, e.g. SEO or e-commerce.   

Show certificates: Present your further training on your website or on LinkedIn.   

Tip 10: Optimise time management and productivity   

Effective time management and high productivity are essential for virtual assistants. With clear priorities, well thought-out time planning, efficient tools and regular breaks, you can optimise your working time and improve the quality of your work.   

1. Prioritise  

Use the Eisenhower matrix: Divide tasks into urgent/not urgent and important/not important. Work on urgent and important tasks first.   

Structure to-do lists: Use tools such as Todoist or Asana to organise your tasks. Divide large tasks into smaller steps.     

2. Create time blocks  

Reserve time slots for specific tasks: Block fixed times for emails, meetings and project-related work. For example: Take care of creative work in the morning and organisational tasks in the afternoon.   

3. Use productivity tools 

Project management tools: Trello, ClickUp or Monday.com help to manage tasks clearly.   

Time tracking: Use tools such as Toggl or Clockify to analyse how much time you need for certain tasks.   

Automation: Reduce routine tasks with tools such as Zapier or IFTTT.    

4. Minimise distractions

Reduce digital distractions: Switch off notifications while you work. Use apps such as Focus@Will or Forest to stay focussed.  

Optimise your workspace: keep your desk tidy and create a quiet environment.  

5. Optimise deadlines and communication   

Set realistic deadlines: Keep an eye on your capacity and always plan in some extra time.   

Communicate efficiently: Use clear and short messages to save time.  

6. Take breaks

Use the Pomodoro technique: Work in 25-minute intervals, followed by 5-minute breaks.   

Plan longer breaks: After 2-3 hours of concentrated work, take a 15- to 30-minute break.    

Tip 11: Build trust through personality and authenticity   

Trust is the foundation of every successful collaboration. As a virtual assistant, you can win over potential customers and build long-term relationships through an authentic and personal approach.   

 1. Show your personality

Give an insight into who you are: On your about me page, talk about your professional background, your values and the way you work.   

Add a personal touch: mention your hobbies or an anecdote to appear approachable. But stay professional, because authenticity does not mean that you become too private.

2. Seek direct contact

Offer video calls: Use platforms such as Zoom or Microsoft Teams to meet customers in a face-to-face conversation – this way, you will impress them with your charisma and professionalism.   

Personal messages: Send individually worded emails or messages that show that you are addressing the customer’s needs.   

Maintain consistency: Your communication – whether by email, website or social media – should always match your personality.   

Tip 12: Continuously improve your marketing strategies

Effective marketing is an ongoing process. Virtual assistants should regularly analyse, adapt and optimise their strategies to attract new customers and increase their reach.

1. Update target group analysis   

Regularly review customer needs: Adapt your services to new trends or requirements of your target group.   

Obtain feedback: Ask existing customers for opinions on your work and marketing measures.  

2. Optimise your online presence   

Keep your website up to date: Update your portfolio, testimonials and services regularly.   

Make active use of social media: experiment with different formats (videos, carousels, stories) and analyse which content works best. 

3. Analyse results   

Use marketing tools: Tools such as Google Analytics or the insights of social media platforms show which measures are successful.   

Define KPIs: Monitor key figures such as website visitors, social media engagement and customer enquiries.    

4. Test new marketing channels   

Newsletter marketing: Keep interested parties up to date with regular updates on your offers.   

Network events or webinars: Present yourself as an expert in virtual events.    

5. Carry out A/B testing

Test different approaches: Use A/B tests to compare different call-to-actions or designs, for example, to find out what works better.   

6. Keep an eye on trends 

Observe industry developments: Find out about new tools or technologies that can improve your marketing strategy.   

Continuing education: Attend marketing webinars or online courses to learn current strategies.  

We hope that these tips for visibility, trust and customer loyalty will help you get off to an even more successful start as a virtual assistant. And remember: every challenge is an opportunity to improve and be successful in the long term.