How to become a virtual assistant

If you’re looking for a job that offers flexibility, the ability to work from anywhere, and where you can set your own hours, you should consider becoming a virtual assistant. 

What is a virtual assistant?

A virtual assistant (VA for short) is a person who provides administrative, creative or technical services without being tied to a fixed work location. Collaboration usually takes place online via tools such as email, cloud services or video conferencing.  

Virtual assistants take on tasks that are usually performed by office workers, but they are more flexible and can specialise in certain activities. For example, a virtual assistant can help to manage emails, coordinate appointments, manage social media channels, or create content for websites.  

Technical tasks such as maintaining databases or optimising websites are also often part of the range of services.  

Why is this profession increasingly important?  

Increasing digitalisation and globalisation are behind the growing demand for virtual assistants. More companies, self-employed people, and private individuals are looking for cost-efficient and flexible ways to outsource tasks.  

Virtual assistants offer the perfect solution for companies:  

Cost efficiency: there are no additional costs for office rent, equipment or social security contributions.  

Flexibility: Virtual assistants work on a project basis and are thus ideal for tasks with varying workloads.  

Expertise on demand: Many virtual assistants specialise in certain areas such as social media or search engine optimisation (SEO) and bring the required expertise with them.  

With the expansion of remote work and working from home, it has become clear how efficient virtual collaboration can be. Companies can access talent worldwide without being tied to one location.  

The advantages for virtual assistants themselves:  

The virtual assistant profession not only offers advantages to clients, but also to the assistants themselves, such as:  

Flexibility: you decide when and where you want to work. This makes the profession particularly attractive for people who want to work from any location. 

Versatility: You can choose from a wide range of tasks and focus on your personal strengths and interests.  

Growing demand: Due to the trend towards digital transformation, the demand for virtual assistants continues to rise, which makes career prospects secure in the long term.  

This profession offers a modern way of working and opens new opportunities for people who want to change careers or work in a more flexible way. 

Who is a virtual assistant job suitable for?  

A job as a VA is suitable for a wide range of people with different backgrounds, skills and life situations. Here are examples of groups of people for whom this job may be particularly attractive:

1. Students, career starters and career changers  

• Students: They can get flexibility and their first professional experience as virtual assistants.  
• Career starters: The VA profession enables a quick entry into the world of work without many years of professional experience.  
• Career changers: People who want to reorient themselves professionally can use their knowledge from other areas with virtual assistant activities. 

2. Parents and people with family commitments  

• Parents of young children: The flexible job makes it possible to reconcile work and family, as working hours can often be decided by the parents themselves.  
• Carers: People who look after family members can work without being tied to a fixed job.  

3. Those who want to work from anywhere  

• Digital nomads: Virtual assistants can work from anywhere in the world as long as they have access to the internet.  
• Expats: People who live in another country temporarily can generate income through this activity regardless of their location.  

4. People with specialisations and specific skills 

• Professionals with technical know-how: People with experience in IT, social media or web design can offer specialised services.  
• Creative minds: Graphic designers, copywriters or content creators can use their skills as virtual assistants. 
• Organisational professionals: Those who are good at planning, managing and structuring will find administrative tasks an ideal field of activity.  

5. People with health restrictions 

• People with limited mobility: The profession of VA offers the opportunity to work from home and thus overcome physical challenges.  
• People with chronic illnesses: Flexible working hours allow work to be adapted to individual needs.  

6. Self-employed and freelancers 

• Freelancers looking for additional income: Virtual assistants can freely organise their working hours and services, making the job ideal for the self-employed.  
• Part-time workers: People looking for additional income can pursue this profession alongside their main job.  

7. Individuals with an international orientation 

• Multilingual people: Virtual assistants with language skills are in demand, e.g. for translations or supporting international customers.  
• Culturally interested people: Those who enjoy working with people from different cultures will find exciting challenges in this profession.  

8. People searching for personal development  

• Organisational talents: People who want to work independently and manage their own time.  
• Lifelong learners: The profession offers continuous training opportunities due to the variety of tasks and technologies.  

How to become a virtual assistant (VA) 

Becoming a virtual assistant is a versatile and accessible career path. Here are the steps to successfully enter this profession:  

1. Requirements to become a Virtual Assistant  

You should have the following prerequisites to become a Virtual Assistant (VA):

• Professional skills: Organisational talent, communication skills, basic technical knowledge. 
• Tools and software: Knowledge of Office programs, project management tools, social media platforms.  
• Personal characteristics: Self-discipline, reliability, willingness to learn.

If you meet all these criteria, we can now look at what tasks you could take on as a virtual assistant.    

2. Analyse your own skills and interests  

Think about what tasks you would like to take on and what skills you already have. Common services provided by a VA are:   

• Administrative activities (e.g. email management, scheduling, travel organisation) 

• Creative activities (e.g. keyword research, campaign planning, content creation, SEO, social media management, graphic or web design)  

• Technical support (e.g. website maintenance, data analysis, tool integration)  

• Personal assistance (e.g. travel bookings, research)  

• Individual services (e.g. translations, online store management)  

If you do not yet have any experience, you can focus on specialised areas that interest you and build up specific knowledge in these areas.  

3. Market analysis

A market analysis is also very important if you are planning to become a Virtual Assistant. It helps you understand the needs of your potential target groups, analyse competition and offer profitable services. Here are the steps on how to conduct such an analysis.  

Consider who your potential customers are:  

• Sole traders often need support in areas such as social media or appointment management.  
• Start-ups are often looking for flexible, cost-effective solutions.  
• SMEs (small and medium-sized enterprises) like to outsource tasks such as content creation or data maintenance.  
• Consider whether you want to specialise in a specific industry (e.g. e-commerce, coaches, real estate). 

Then find the services that are most in demand:  

• Use tools such as Google Keyword Planner or AnswerThePublic to analyse relevant search terms such as “virtual assistant social media”.  
• Join groups on Facebook, LinkedIn or Reddit, for example, that deal with virtual assistants. Look out for frequently asked questions or requirements in the online communities. 
• Take a look at freelancing platforms such as Upwork, Fiverr or Malt to see which services are in high demand.  

Learn how your competitors work:  

• Study the websites or profiles of other VAs. What services do they offer? What prices do they charge?  
• Think about what unique selling proposition (USP) you can use to stand out (e.g. special expertise, unique service packages or lower prices).  
• Read customer feedback on freelancing platforms so you know what to expect.  

Check which services could be relevant in the future:  

• Automation and AI tools could reduce routine tasks. Position yourself in areas that are difficult to automate (e.g. creative writing or strategic management).  
• Growing industries, such as online learning or sustainable businesses are often looking for VAs with specialised skills.  

With a thorough market analysis, you can successfully position yourself as a virtual assistant and market your services in a targeted manner.  

4. Build skills and get to know tools   

Many skills can be learned online through courses or tutorials. Particularly in demand are skills in:  

• Project management tools (e.g. Trello, Asana)  
• Social media platforms (e.g. Instagram, LinkedIn, Facebook)  
• Office software (e.g. Google Workspace, Microsoft Office)  
• Email marketing tools (e.g. Mailchimp, ActiveCampaign)  
• Basic knowledge of search engine optimisation (SEO) and content management systems (e.g. WordPress).  

Free resources such as YouTube or platforms such as Udemy offer many courses for aspiring virtual assistants. 

5. Create a professional profile  

Potential customers need to be able to easily find you and understand your services. Create a professional online presence:  

• Own website: Present your services, references and contact options on your own portfolio website. With a website builder, you can design and publish your website yourself – without any programming knowledge. You can test the website builder from one.com for 14 days free of charge. You are welcome to try it out: Try it now for free. 

• Social media: Use platforms such as LinkedIn or Instagram to draw attention to your work. However, first check which platforms your potential customers are using.  

• Freelancer platforms: Sign up on sites such as Upwork, Fiverr or Malt to gain your first jobs. 

6. Build a network and find your first customers   

Networking is crucial for long-term success. We also have a few tips for you:  

• Take part in online communities for virtual assistants.  
• Write to companies or self-employed people who might need your services.  
• Offer a reduced rate in the first phase to build up initial references  

7. Start and grow continuously  

After the first customer order, it’s all about continuous improvement:  

• Proactively seek feedback: Ask for feedback and improve the way you work.  

• Specialise: Find a niche in which you excel, such as social media management.  

• Educate yourself: Keep up to date with new tools and trends to stay competitive. 

8. Clarify legal and financial matters   

Depending on where you live, there are legal requirements that you should observe:  

• Business registration (if required).  

• Tax registration and bookkeeping.  

• Clarification of insurance, e.g. liability or pension provision.  

Challenges as a virtual assistant 

The profession of virtual assistant (VA) has many advantages, such as flexibility and location-independent working. Nevertheless, there are also challenges that need to be overcome in order to be successful in this profession:  

As a VA, you have to get customers independently and build long-term business relationships. This can be particularly difficult in the initial phase, as you do not yet have an established reputation. 

As most virtual assistants work on a freelance basis, there is no fixed monthly salary. Earnings depend on the order situation, which can fluctuate. One solution to this can be services that enable long-term contracts (e.g. monthly social media support).  

 As a VA, you are responsible for everything – from acquisition and execution of tasks to bookkeeping. You should therefore be good at self-organisation.   

 Working from home often leads to a blurring of boundaries between work and leisure time. Set clear working hours and set up a separate workplace.   

The challenges as a virtual assistant are varied, but solvable. With a strategic approach, good communication skills and a willingness to keep learning, you can be successful in the long term. The key is to be well organised, remain flexible and make targeted use of your own strengths. 

Advertising, advertising, advertising…  

The most important thing is to tell the world what you do! Show yourself and your work on your website. Put authentic photos of yourself online: Show where you work.  

As soon as you have your first satisfied customers: Ask them for feedback, which you may put on your website. Ideally, use social proofs with the customer’s name and perhaps even a photo.   

Post the positive customer feedback on social networks and always link to your website. 

If you like writing, why not add a blog to your website? Write articles there about your day-to-day work as a virtual assistant. Tell us about exciting assignments and perhaps also about challenges that you have overcome. Here you will find a good article on how to get started with a blog: Start a successful blog with these 5 tips.  

Use SEO strategies for better visibility. You can also read our article 25 ultimate SEO tips.  

Flexible entry, diverse opportunities 

To become a virtual assistant, you don’t need formal training, but above all the courage to break new ground and work independently. With the right preparation and a clear goal, you can get off to a successful start in this profession and build a flexible, location-independent career. As a virtual assistant, enjoy the freedom to determine your own working hours.

If you would like to learn even more about this topic, we can recommend our article on how to get more work as a virtual assistant.  

We wish you every success!