With the growing demand for remote work and flexible careers, becoming a Virtual Assistant (VA) has never been more appealing. Whether you’re looking to leave a 9-5 job, return to work after a break, or start your own business, a VA career offers freedom, variety, and scalability.
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What is a Virtual Assistant?
A Virtual Assistant is a self-employed professional who provides administrative, technical, or creative support to businesses remotely. Common tasks include managing emails, scheduling appointments, social media management, customer support, bookkeeping, and more.
It does sound great and an ideal solution for a person with kids or someone who wants to work at home but there are always downsides. I have been a VA since 2008 so I’ve learnt them.
Firstly, let’s look at the disadvantages of becoming a Virtual Assistant.
Disadvantages of becoming a Virtual Assistant
To become a virtual assistant you will work as a Contractor: You will need to submit accounts annually and pay your own tax and insurance.
You Need to Purchase Equipment: Having said that you may already own it. I would say as a minimum you would need a laptop/PC, a good internet connection and cloud backup (this can be free).
Office space: You will require a desk and office space in the house if you don’t already have it.
No benefits when you become a virtual assistant: You do not get holiday pay, sickness pay, pensions or health care benefits.
Building up a business: You need to find clients and it can take time to build up a business.
Training: Must pay for all your own training unless you agree it with your client.
Distractions: Young children may be noisy so you will need to carefully consider what services to offer. As well as other distractions such as housework, callers etc. Although I never get distracted by housework as I do not enjoy it!
Advantages of Becoming a Virtual Assistant
Secondly, let’s examine the good parts of being a virtual assistant and the benefits I have had over the years.
Flexibility: As a Virtual Assistant you can fit your personal life around your work. This is the number one advantage of being a VA for me.
Savings on Travel Costs: Have no travel costs.
No Long Commute: No long commute to an office.
No Childcare Costs: Don’t have to pay for childcare. Although some people will argue that you should put your children into childcare so you can work. I only did it when I found a good cheap childcare resource.
No Need to Buy Work Clothes: No need to spend your hard-earned money on work clothes.
No Boss: You don’t have a boss to answer to or ask for time off if your child is sick etc.
Before you go any further you need to consider whether the benefits to working from home outweigh the cons for you.
What Qualities Do I Need to Become a VA?
To excel as a virtual assistant, you’ll need a combination of skills, traits, and qualities that enable you to effectively manage tasks, communicate with clients, and provide exceptional remote support. Here are some key qualities you’ll need:
Excellent Communication Skills: Clear and timely communication is crucial when working remotely. You should be able to convey information, ask questions, and provide updates effectively through written and verbal communication.
Organisational Abilities: Virtual assistants handle various tasks for different clients. Strong organisational skills help you manage your workload, meet deadlines, and keep track of priorities.
Time Management: Being able to manage your time efficiently is essential for handling tasks from multiple clients while maintaining high-quality work and meeting deadlines.
Adaptability: As a virtual assistant, you might work with clients from diverse industries with different needs. Being adaptable allows you to learn quickly and customise your services accordingly.
Tech Savviness: Comfort with technology is essential for using various communication tools, project management software, and other platforms to collaborate effectively with clients.
Attention to Detail: Precision matters, especially in tasks like data entry, proofreading, and document formatting. Paying attention to detail ensures accuracy and professionalism.
Problem-Solving Skills: Clients might come to you with challenges that need solutions. Being a resourceful problem solver helps you find innovative solutions and make informed decisions.
Professionalism: Since you’re often the first point of contact for clients, presenting yourself professionally is crucial. This includes your communication style, appearance, and overall conduct.
Reliability: Clients rely on virtual assistants to manage tasks independently. Being dependable and following through on commitments is essential.
Self-Motivation: As a remote worker, you need to stay motivated and focused, even without direct supervision. Self-motivation helps you maintain productivity.
Ethical Conduct: Handling sensitive information and maintaining confidentiality is paramount in many virtual assistant roles. Ethical behaviour is a must.
Client-Centric Approach: Understand your clients’ needs, preferences, and expectations. A client-centric approach ensures you provide tailored support.
Continuous Learning: The virtual assistant field evolves, so staying up-to-date with industry trends, tools, and techniques is important to deliver top-notch services.
Networking Skills: Building connections within the virtual assistant community and other industries can lead to more opportunities and collaborations.
Positive Attitude: A positive outlook can influence your work quality, client interactions, and overall job satisfaction.
Having a blend of these qualities will not only help you thrive as a virtual assistant but also build lasting relationships with clients and make a meaningful impact in your role.
1. Assess Your Skills and Services
Start by identifying your strengths and skills from previous roles. These can include:
- Administrative support
- Diary and inbox management
- Data entry and research
- Social media marketing
- Bookkeeping or invoicing
- Customer service
A key thing to remember is that you don’t have to give up on your dream if you feel that your skills are lacking. In order to improve your skills you can enrol on some VA training that will give you more confidence.
Check out the resources below:
There are numerous virtual assistant courses available online that cater to various skill levels and specialisations within the field. These courses provide valuable training, insights, and practical knowledge to help individuals become successful virtual assistants. Here are some examples of virtual assistant courses:
General Virtual Assistant Courses:
Virtual Savvy Course: “The Virtual Savvy” is an online platform that offers training and resources for individuals looking to become virtual assistants or to grow their existing virtual assistant businesses. The platform was created by Abbey Ashley, who has experience in the virtual assistant industry. “The Virtual Savvy” provides a range of courses and resources to help individuals learn the skills and strategies needed to succeed in the virtual assistant field.
Courses offered by “The Virtual Savvy” cover various aspects of becoming a virtual assistant and building a successful business.
Freelance University: Freelance University is an online educational platform designed to provide comprehensive training and resources for freelancers seeking to enhance their skills, expand their services, and build successful freelance businesses. Founded by Craig Cannings and Kelly Cannings, Freelance University offers a wide range of courses covering various freelance disciplines, including virtual assistance, writing, graphic design, marketing, and more. The platform typically offers structured training programs, on-demand courses, coaching, and a supportive community to help freelancers acquire the necessary skills, stay updated with industry trends, and navigate the challenges of the freelance world effectively.
Specialised Virtual Assistant Courses:
Social Media Management Courses: A free course to start with would be the hub spot Social Media Marketing Certification Course: Get Certified in Social Media Strategy
Proofreading and Editing Courses: For those interested in offering proofreading and editing services, courses like Proofread Anywhere offer comprehensive training.
Bookkeeping and Accounting Courses: Bookkeeper Business Launch and Bookkeepers.com offer training for individuals looking to become virtual bookkeepers.
Pinterest VA Courses: Pinterest VA focuses on offering Pinterest-related services to clients.
Graphic Design Courses: Platforms like Canva Design School offer free courses to enhance graphic design skills for virtual assistants.
Content Creation Courses: Courses on content writing, blogging, and creating engaging content are available on platforms like Udemy and Coursera.
Online Learning Platforms:
Udemy: Offers a wide range of virtual assistant courses on topics such as administrative tasks, social media management, customer service, and more.
Coursera: Provides courses from universities and institutions worldwide, including virtual assistant-related topics.
LinkedIn Learning: Offers courses on administrative support, time management, and various skills relevant to virtual assistants.
Skillshare: Provides classes on different virtual assistant skills, such as email management, data entry, and organization.
When choosing a virtual assistant course, consider factors like the course content, instructor credibility, reviews from past students, and whether the course aligns with your specific goals and skill development needs.
2. Set up Virtual Assistant Business
How Much Does it Cost to Set-Up as a Virtual Assistant?
The cost to set up as a virtual assistant can vary widely depending on several factors, including the services you plan to offer, your existing equipment, software, and your desired level of professionalism. Here are some potential costs to consider:
Training and Education: If you’re new to the virtual assistant field, you might invest in courses or resources to learn the skills needed for your chosen services. Costs can vary from free resources to a few hundred dollars for more comprehensive training.
Website and Branding: Creating a professional online presence is essential. This might include domain registration (around £10-£20 per year), website hosting (starting from £5-£15 per month), and potentially hiring a web designer or using website builder tools.
Software and Tools: Depending on your services, you might need software for tasks like project management (e.g., Asana, Trello), communication (e.g., Slack, Skype), and office suite software (e.g., Microsoft Office, Google Workspace). Costs can vary widely, but some software options offer free plans.
Equipment: This includes a computer or laptop, a reliable internet connection, a headset or microphone for calls. Your laptop/camera should have a built camera for video communications.
Marketing and Networking: Building your client base might involve costs for creating business cards, participating in networking events, or online advertising.
Professional Services: Consider costs for legal services (setting up a business entity, contracts), accounting or bookkeeping services, and potentially professional liability insurance.
Workspace: If you need to create a dedicated workspace, this might involve costs for furniture, lighting, and decor.
Miscellaneous Expenses: These could include travel costs if you attend conferences or client meetings, as well as ongoing expenses like electricity and internet bills.
It’s important to note that you can start with minimal expenses by using existing equipment and free software options. As your business grows, you can reinvest earnings to enhance your services, improve branding, and streamline operations. It’s recommended to create a budget based on your specific needs and services to ensure you’re adequately prepared for your virtual assistant journey.
Setting up legally as a Virtual Assistant Business in the UK
So you’ve decided you have valuable skills to offer. The next decision is how you want to set up your VA business.
There are three setup models to choose from when setting up in the UK. These are self-employed, a limited company and a partnership.
Understanding each model will help you decide the best option for your situation.
- Self-employed
- Partnership
- Limited company
How to Become a Self-Employed Virtual Assistant
HMRC recognises self-employed individuals as sole traders so you will hear the two terms used interchangeably, but officially sole trader is the correct term.
Setting up as self-employed is considered the easiest way to set up a business, and without an employer, you become fully responsible for the records you keep.
Each year you will be required to submit a self-assessment tax return that shows how much you earned, how much you spent on the business, and what tax you are required to pay. You can have an accountant prepare this for you, but you must have the records to back it up, invoices, receipts, and other documents.
So the more organised you are the easier it is to do your tax return each year.
You are also liable for Class 2 and Class 4 National Insurance Contributions. To find out more setting up as a sole trader in the UK check out the gov.uk website.
How to Become a Limited Company
A limited company is an option even if you are a sole trader, but there is a lot more to set up. While the liability is moved to the company rather than you as an individual, it is sometimes a complication you do not need.
The company has to have a structure that includes directors and shareholders. If you are running a company as an individual, you are automatically the director and the only shareholder.
Registration with Companies House is a legal requirement and your information, name, address, date of birth, etc., are public information. This is also the case for any directors in both limited companies and not-for-profit.
Each year you must submit critical documents, including accounts and an annual confirmation statement, and you must show a proper salary or dividends for yourself and any others, it can be very complicated, and you will almost certainly need a professional working for you.
How to Set Up a Partnership
Sitting between the above structures in terms of complexity is a partnership which is also your third option.
There is a self-assessment requirement rather than a Corporation Tax Return, but a partnership does not require the annual confirmation statement. It also does not need to go through Companies House so there is a plethora of other paperwork that you can escape when compared with a limited company.
It is basically a combination of two people working as sole traders, which can cause problems when disagreements occur, but could also make working easier and more profitable with two heads rather than one. All profits and liabilities are shared, but a partnership agreement can be drawn up to provide more security to each party.
3. Create Your Online Presence
Setting up an online presence as a virtual assistant is essential to attracting clients and building credibility.
Virtual Assistant Company Name
Deciding on a business name can be difficult. But using a business name generator tool such as Oberlo can certainly help you to come up with ideas. If you want to include a particular word then enter it into Oberlo. It will generate some ideas for you.
Once you have selected a name check the domain is available and it is also available on Facebook, Instagram and Twitter. I can hear you say now “but I will never use Twitter” but you never know. You will want to be consistent on all social media.
Start with a professional website that highlights your services, skills, and experience— include a clear call to action and client testimonials if possible.If you’re on a tight budget, a Canva website is a great place to start. Just keep in mind that it does come with some limitations, especially when it comes to SEO capabilities.
a) Virtual Assistant Website
The best option to set up your VA website is using a self-hosted WordPress.org website. WordPress.org offers ease of use and great functionality.
Where to Host My Virtual Assistant Website?
The first step when setting up a VA website is choosing a host.
This can be difficult due to the huge amount of hosting companies out there. I use Siteground for this website for a number of years now.
If you’re no good with tech then find a techy Virtual Assistant! that can help you out.
Select your hosting provider
Hosting is where your website files will be located. I am currently using Siteground (aff link) for this site and have never had any problems.
b) Create a strong LinkedIn profile.
c) Consider platforms like Instagram or Pinterest.
Consistent branding, including your logo, colors, and tone of voice, helps build trust. Blogging or sharing helpful content also positions you as an expert in your niche and improves your search engine visibility. A solid online presence makes it easier for clients to find and trust you.
4. Set Your Rates and Packages
Virtual Assistants in the UK typically charge between £25–£40 per hour, depending on their experience and niche. You can also offer retainer packages (e.g. 10 hours/month) or project-based pricing.
Avoid undervaluing your work. Consider:
- Your target income
- Your available hours
- Business expenses and taxes
5. Find Your First Clients
Finding your first clients can be the hardest part, but it gets easier. Start by:
- Tapping into your personal and professional network. I have worked with all my siblings at some point and currently maintain my sister’s website.
- Joining VA Facebook groups and freelance platforms (like Upwork or PeoplePerHour)
- Pitching directly to businesses who may need support
How do I Market my Virtual Assistant Business?
Submit business to Google Business
This is the FIRST thing I would recommend that you do. How often do you search for businesses online and local businesses appear on Google Maps? You want to be found so this is great place to start. You might be surprised to learn that people do search for local people even if the work can be done remotely!
For more ideas check out this post https://helpontap.co.uk/17-powerful-marketing-tips-beginners/
6. Use the Right Tools
You don’t need to spend a lot on tools initially. Start with essentials like:
- Google Workspace or Microsoft 365 (email, calendar, docs)
- Trello, ClickUp or Asana for task management
- Zoom or Google Meet for calls
- Canva for basic design tasks
- Wave or QuickFile for free UK-based invoicing
7. Keep Learning and Growing
As a VA, you’ll need to adapt to different industries, tools, and client needs. Ongoing development can help you stay competitive. Consider:
- Taking courses on platforms like Udemy, LinkedIn Learning, or the VA Handbook
- Attending online events or VA communities for networking and learning
Farewell Thoughts: Becoming a Virtual Assistant is a great way to earn a living from home. You can start by working for other companies so you don’t have any costs. There are many companies that require Virtual Assistants or Audio Transcriptionists. Alternatively, you can set up a website using Siteground (aff link)
You can gain great flexibility which will allow you to spend more time with your family. I hope you found this interesting on how to become a Virtual Assistant and I would be interested to know your opinion on whether you should call yourself a Virtual Assistant. Please comment below.