How to Become a Virtual Assistant in 2025: The Complete Beginner's Guide

The world has changed rapidly since I was a kid. I remember thinking I'd be a teacher in a little classroom somewhere when I grew up and never even imagined that there would be so many online jobs and such a variety of ways to work! It's incredible!

I didn't even necessarily want to become a virtual assistant. I was going through a rough time and looking for a job and my friend who works at Microsoft suggested posting my resume on Upwork and looking for online jobs there. I didn't think I was qualified for any of them! I felt out of my realm!

Here's what I have learned from building a Virtual Assistant (VA) business over the last 7+ years. Whether you're looking for flexible work as a parent, want to escape the 9-5, or just need extra income, this guide will walk you through everything you need to know.

What Does a Virtual Assistant Actually Do?

I usually tell people that if it can be done with a phone or computer I can probably do it. I've grown to be pretty computer savvy over the years and can quickly figure out most programs and applications. I have had to use quite a variety during my time working as a VA because each client prefers different software and has their personalized set-ups.

Here are some specific examples of things I have done in my work as a VA:

• Graphic design for flyers and social media
• Crafting and scheduling social media posts
• Drafting and typing board meeting notes and agendas
• Scheduling webinars and group meetings (lots and lots of them!)
• Following up with clients
• Researching and ordering items online
• Booking flights, hotels, and tickets to events
• Organizing folders in Google Drive
• Typing and prepping documents
• Even handwriting thank you notes to be mailed out on behalf of a client!

Plus more!

Originally, I started out as a general VA, but have found that I work really well as an assistant to a leader of a company or organization, so I've "niched down" to become a fractional executive assistant.

If you have a specialized skillset or are a whiz at certain programs, you can definitely market yourself as a pro at that program and gain clients who need help with that specific program.

Is Being a VA Right for You?

Are you trying to feel out the territory and discover if being a VA is right for you?

Must Have Skills

Here are some must-have skills for every VA:

• Clear communication
• Fast typing skills
• Knowledge of basic computer systems (This is hard because clients use different systems; however, if you are an expert at a particular program, highlight that! I once had a client reach out to me because I listed ClickUp as one of the programs I am familiar with and he wanted someone to help manage and facilitate ClickUp in his business.)
• Organization skills (This helps with clients as well as with running your own VA business!)
• Detail-oriented (I'm very detail oriented and I think this really helped me grow quickly. I also have a great memory which helps as well.)

Skills That Will Help You Stand Out

• Openness to learning, pivoting, and growth
• High emotional intelligence
• Excellent judgment
• Ability to proactively make decisions and anticipate needs
• Professional maturity

I will say that I have personally found that proactively making decisions and anticipating needs is a very valuable and needed skill and has helped me tremendously in growing my business.

How to Get Your First Client in 2025

Start With People You Know

If you're just starting out, I highly suggest that you start looking for your first client among people you already know. Make a list of all the business owners, entrepreneurs, and potential clients you are already connected with and start reaching out. Tell them what you are doing and ask if they need help or if they know someone who might need help.

Build Your Online Presence

Update your LinkedIn profile, create a simple website, and connect with people. You don't have to be super fancy or elaborate, but make your online presence look clear, precise, and professional.

Where to Find Clients

Upwork is still around and can be helpful for beginners building their first portfolio, but I've found the best clients come through direct referrals. You can also try other online platforms as well.

Create a Portfolio

Create a simple portfolio in order to showcase your services. I designed a simple, sleek one-page portfolio in Canva listing my experience, skills, and a testimonial. Some people do 2-4 pages, but I like short, simple, and easy to quickly scan.

Setting Up Your VA Business: The Practical Stuff

Equipment and Tools You'll Need

A good computer and/or laptop is important. I worked for years with just a laptop. Fancier equipment might make things fun and easier, but my laptop was perfect.

Other Tools

When I started I just used free online tools, I had Google Sheets to track my hours and created invoices in Google Docs. If you're just starting out and/or on a budget, you can easily use free tools and software. I also use Todoist to keep track of client tasks, data, and due dates.

Business Structure Basics

If you are starting out and just have a couple of clients, you can operate as a sole proprietor. This is what I did for years and am still doing. Another option would be to form an LLC.

Legal and Financial Foundations

Why you need contracts!

Learn from my mistakes and have a simple contract for each client to sign! (I didn't use one for many years!) Protect yourself and your client and show your professional self with a basic contract.

Invoicing

For my beginning years, I had a little invoice template I created in Google Docs and just used that for each client. Now, I have a free Wave subscription which generates invoices that are very professional looking. Plus it makes it much easier for me to track! I'd recommend using Wave from the beginning for those reasons, but Docs is a great alternative free option. At the beginning, I had most clients pay me via PayPal, but now my clients pay me either by check or direct deposit from their companies. You can also use Venmo or other platforms.

Tax considerations and tracking + when to hire a CPA

In retrospect, if you are very serious about becoming a VA and want to grow quickly, I would start off with a CPA. At the beginning, I saw this work as my little "side gig" and didn't really take myself seriously. Honestly, get a CPA to help with taxes - it will make your life easier.

How to Price Your Services (And Actually Get Paid What You're Worth)

Everywhere I look I see ads trying to sell you something that will seem to make you rich quick, the implication is that it's super easy. It's not. The same is true for being a VA. You absolutely CAN make a decent income and position yourself to grow and expand, BUT not without digging in for some hard work, especially at the beginning.

When I first posted my resume on Upwork, I started with a very low hourly rate for two reasons: I wanted to get some traction with my first clients, and I was willing to take on any type of work to build my portfolio.

Starting Rates for 2025

Realistic starting rates for 2025 are easily $20/hour. Depending on your speciality and experience, you can absolutely start higher:

• Year 1: $15-25/hr
• Year 3-5: $30-45/hr
• Year 7+: $45-55/hr

How Your Rates Should Grow Over Time

The thing to keep in mind is that you are running your own business and thus, you need to raise your rates as you gain experience. This was a hard part for me and in retrospect, it took me a lot longer to consistently and fairly raise my rates than I should have done. Don't do this to yourself! At a minimum, reevaluate your rates and experience each year and determine reasonable rate increases.

Hourly vs. Retainer Packages

Hourly is a great way to start off, especially if you are not sure how to price your services.

Packages can be helpful, particularly if you have a special skill that is easy for you to estimate the time to do that skill. Plus, the set monthly income is helpful for you (you know what amount you'll get each month) and for your client (no surprise big invoices due to extra work).

What to Expect: Real Income and Growth Timeline

If you are very serious and proactive, I think you can easily grow within the first year and scale fairly quickly - especially if you are computer savvy, quick, smart, and proactive. You need to work hard, put yourself out there, and be ready to learn and grow. And be persistent!

As you grow and scale, you will start to move from "I'll take any client" to "I really want to work with ____ clients" which will help you find the right clients and also give you more enthusiasm since you'll be doing what you enjoy!

Common Mistakes New VAs Make (And How to Avoid Them)

• Saying yes to everyone, even those that are not a good fit. (Trust your gut! A client who is a bad fit isn't worth your energy.)
• Remote work can be isolating and difficult at times - make it a priority to connect with real people in real life regularly!
• Set good boundaries from the beginning! It's much easier to start strict and loosen up later. Good clients will respect good boundaries!

Check out some other mistakes and things I wish I knew before I started: What I Wish I Knew Before Becoming a Virtual Assistant

If I had to start today, I would start with the mindset that "I am running a serious business and I have valuable skills that someone or some company is in need of" and then treat myself and my business as such. My new motto is "I'm learning as I go" because I thought I had to have it all figured out in order to be a business and have people hire me, but that is not the case. I have great skills and I'm learning how to grow my business AS I am running my business.

You can do it too!

Next Steps: Your First 30 Days as a VA

Week 1: Set Up Your Foundation

• Choose your business name (your full name is fine for this!)
• Create a basic invoice template (then, copy and repeat)
• Draft your services list
• Set up a tracking system (for hours, clients, and invoices) (Google Sheet, Todoist, or even a simple notebook to start)

Week 2: Build Your Presence

• Update your LinkedIn profile with "Virtual Assistant" in your headline & add your services list
• Create your one-page portfolio
• Write a list of 10-20 people you know who might need help (or who might know someone who needs help)

Week 3: Start Outreach

• Reach out to your connection list
• Join 2-3 Facebook groups for entrepreneurs or small business owners
• Post on your personal social media (including LinkedIn) that you are offering VA services

Week 4: Keep the Momentum!

• Follow up with anyone who showed interest
• Apply to 3-5 jobs on Upwork, LinkedIn, or other platforms
• Schedule coffee chats with business owners in your network
• Celebrate small wins!

It might seem overwhelming and you will definitely need to put work into it, but you can do it!

Conclusion

Starting as a VA changed my life. It gave me the flexibility that I really wanted and needed as a single mom, let me use skills that I didn't even realize were valuable to others, and allowed me to build a business on my own terms. It was not always easy, and I made plenty of mistakes along the way (seriously, set up your contracts and evaluate your rates regularly!), but 7+ years later, I'm so glad I jumped!

You don't (and won't) have it all figured out. Remember, "I'm learning as I go" - that is exactly how you build a business from scratch. You learn while you earn.

I'm cheering you on!

Already established as a VA and ready to level up your positioning and rates?
Stay tuned for my next post on transitioning from VA to Fractional Executive Assistant.

Want more real-talk advice from someone who's been in the trenches?

• Read my post: What I Wish I Knew Before Becoming a Virtual Assistant
• Connect with me on LinkedIn - I share tips for VAs and executive assistants

Here's to your first client - you've got this!

P.S. - If you're a nonprofit leader or entrepreneur looking for a fractional executive assistant who gets it, let's chat about how I can support your work. Schedule a call with me here