How to Become a Virtual Assistant

Virtual assisting is a popular career path that allows you to work from the comfort of your own home. Being a VA is a great place to start if you’re looking for a fulfilling career that doesn’t require an academic degree, as a high school diploma is the typical educational requirement in a virtual assistant job description. However, having a degree can give you a leg up on the competition and help you command higher rates.

That being said, there are plenty of successful virtual assistants out there who have no formal education at all. So, how do you decide which route to take? Consider your strengths, passions, and career goals, alongside the important factors below.

With Degree—Steps, Costs & Timelines

Although it is not a strict requirement for entering the field of virtual assistance, having a degree can certainly be beneficial and may enhance your credibility. Also, if you’re looking to specialize, investing in a relevant bachelor’s or associate degree would give you a competitive edge. So, if you’re on the fence about pursuing a degree, take some time to consider these potential benefits and decide if it’s the right path for you:

• A degree can enhance your credibility and demonstrate a commitment to professional development.
• Pursuing a degree exposes you to various subjects related to business administration, project management, communication, and more, providing a well-rounded skill set.
• Degree programs often include practical assignments and projects that allow you to develop and refine your skills.
• While pursuing a degree, you gain access to resources such as libraries, research databases, and academic journals, supplementing your learning and providing a competitive edge.
• Earning a degree requires commitment, self-discipline, and time management skills, which are essential qualities for success as a virtual assistant.

Thus, you might want to brush up on any of the most common areas of study for virtual assistants—communication, business administration, accounting, or psychology degrees. They provide a strong foundation for the wide variety of tasks you might be asked to tackle. So, whether you’re a communications expert, a business whiz, or a psychology buff, you can easily become a virtual assistant. If you’re considering pursuing an education to become a virtual assistant, here’s how you can go about it:

Research Relevant Degree Programs

Look for degree programs that align with your career goals and offer courses or majors related to administrative support, business administration, or similar fields. Explore universities, colleges, or online institutions that offer these programs.

Consider the Timelines

The time it takes to earn a degree can vary depending on factors such as the type of degree, the educational institution, and the student’s enrollment status. An associate’s degree typically takes around two years of full-time study, providing a foundational education in business administration or a related field. A bachelor’s degree, which offers a more comprehensive education, often takes four years of full-time study. Accelerated programs, on the other hand, compress the curriculum for a faster completion time.

Evaluate the Curriculum

Review the courses offered in the degree program you’re considering. Look for courses that cover topics such as project management, organizational skills, communication, technology proficiency, and other relevant areas. Ensure that the curriculum provides a well-rounded education that will prepare you for the virtual assistant profession.

Seek Financial Aid and Scholarships

Considering that the cost of a virtual assistant’s education can tip over US$50,000, having these options in your arsenal is certainly a good idea. Research financial aid options, including scholarships, grants, and loans, to help fund your education.

Without Degree—Online Education & Skills Development

Becoming a virtual assistant through online education is indeed possible. There has never been a more opportune moment to put your time management skills to the test while navigating virtual instruction. With the rise of remote work, the demand for virtual assistants has increased, making it a viable career option. Online education or remote learning has made it easier than ever to gain the necessary skills and knowledge to become a successful virtual assistant by implementing the subsequent tips:

Research Reputable and Accredited Online Programs and Certifications

• Microsoft Office Specialist (MOS) Certification will help you gain proficiency in applications such as Word, Excel, PowerPoint, and Outlook, allowing you to efficiently create documents, analyze data, design presentations, manage emails, and more.
• Certified Service Certifications can showcase your expertise in providing excellent customer support, which is an essential skill for virtual assistants handling client interactions.
• Project Management Professional (PMP) Certification by the Project Management Institute (PMI): The PMP certification, provided by the Project Management Institute (PMI), focuses on project management skills. As a virtual assistant, having a PMP certification can showcase your ability to effectively manage projects and meet client objectives.
• Certified Online Business Manager (OBM) by the Online Business Manager Association (OBMA) can provide opportunities for higher earnings by showcasing your advanced skills in managing and strategically supporting online businesses.
• Bookkeeping and Accounting Certifications: Certifications such as QuickBooks Certified ProAdvisor or Certified Bookkeeper can be beneficial for virtual assistants involved in financial tasks like bookkeeping, invoicing, or expense tracking.
• Digital Marketing Certifications, including Google Ads Certifications, Facebook Blueprint Certifications, HubSpot Academy Certifications, and Content Marketing Institute Certifications will give you a competitive edge in the market.

These are just a few of the many courses and certificates available online. You can find more by researching popular online learning platforms, like Udemy, Coursera, and LinkedIn Learning. It’s important to choose the right program, whether it’s a certificate program, associate’s degree, or bachelor’s degree, and review the course materials and requirements.

You will need to commit to self-discipline and effective time management by creating a study schedule, allocating dedicated time for coursework and staying motivated to complete assignments and exams.

Gain Practical Experience

Virtual Assistant Agencies: Many virtual assistant agencies offer internship programs where you can work alongside experienced virtual assistants. These internships provide hands-on experience in supporting clients, managing tasks, and utilizing virtual assistant tools and software.

• Remote Work Websites: Explore freelance platforms like Upwork, Freelancer, and Fiver, as well as other remote work job boards and websites. While not explicitly designated as internships, you can find entry-level positions or opportunities that allow you to learn and grow in a virtual assistant capacity.
• Local Businesses and Entrepreneurs: Approach local businesses or entrepreneurs who may benefit from virtual assistance. Propose an internship arrangement where you can work remotely, providing virtual support and gaining practical experience while assisting them with their administrative tasks.
• Nonprofit Organizations: Nonprofits often require virtual assistance for various administrative tasks, such as email management, research, and social media support. Reach out to nonprofits in your area or those that operate on a national or international level to inquire about internship opportunities.

Continuously Update Your Skills

As a virtual assistant, you should continuously update your skills to stay relevant, remain competitive in the market, and adapt to technological advancements and industry trends. Let’s explore the essential skills that every successful virtual assistant should have.

• Administrative Support: Virtual assistants are proficient in various administrative tasks, such as managing emails, scheduling appointments, organizing documents, data entry, and handling travel arrangements.
• Communication: Excellent communication skills are essential for virtual assistants. You will learn how to effectively communicate with clients, team members, and customers through email, phone calls, video conferencing, and other digital communication channels.
• Time Management: Virtual assistants must manage multiple tasks, prioritize effectively, and meet deadlines. You will learn how to optimize your time, set realistic goals, and stay organized in a remote work environment.
• Technology Proficiency: As a virtual assistant, you will work with a range of digital tools and software. You will develop proficiency in tools such as project management software, cloud storage platforms, and communication tools.
• Research Skills: Virtual assistants often perform research to gather information, conduct market analysis, or identify industry trends. You will learn effective research techniques and how to analyze and present information to support client needs.
• Customer Service: Many virtual assistants handle customer inquiries, provide support, and manage client relationships. You will learn how to deliver exceptional customer service and handle various customer interactions professionally.
• Social Media Management: Some virtual assistants specialize in social media management. You may learn how to create and curate content, schedule posts, engage with audiences, analyze social media metrics, and implement social media strategies.
• Basic Bookkeeping: Virtual assistants may be responsible for basic bookkeeping tasks, such as tracking expenses, invoicing, and managing financial records. You may learn fundamental bookkeeping skills or use software tools to assist in financial management.
• Problem-Solving: Virtual assistants encounter various challenges and problem-solving opportunities. You will develop critical thinking and problem-solving skills to address issues that may arise in your client’s projects or daily operations.
• Adaptability and Continuous Learning: As a virtual assistant, you will adapt to different client requirements, industries, and evolving technologies. You will learn to embrace continuous learning, stay updated with industry trends, and expand your skill set to meet client demands.

Explore Popular Tools and Resources for Virtual Assistants Focusing on Specific Areas

Social Media Management

• Hootsuite: A social media management platform that allows you to schedule posts, monitor social media activity, and analyze performance across multiple social media platforms.
• Buffer: Another popular social media management tool that helps you schedule and publish content, analyze performance, and engage with followers.
• Canva: A graphic design tool with pre-designed templates and easy-to-use features for creating visually appealing social media posts and graphics.

Content Writing and Editing

• Grammarly: An online writing assistant that helps you improve grammar, spelling, and writing style.
• Hemingway Editor: A writing tool that analyzes your writing and provides suggestions for improving readability and clarity.
• Google Docs: A collaborative document editing tool that allows real-time collaboration and editing with clients or team members.

Project Management

• Asana: A project management tool that helps you create and manage tasks, track progress, and collaborate with team members.
• Trello: A visual project management tool that uses boards, lists, and cards to organize tasks and track project workflows.
• Microsoft Project: A comprehensive project management software for planning, scheduling, and managing projects with advanced features and tools.

Customer Support

• Help Scout: A customer support platform that allows you to manage email inquiries, create automated responses, and track customer conversations.
• Zendesk: A customer service software that provides tools for managing support tickets, live chat, and customer knowledge bases.
• Freshdesk: A cloud-based help desk software that enables you to track, prioritize, and resolve customer issues across multiple channels.

E-commerce Management

• Shopify: An e-commerce platform that allows you to set up and manage online stores, process orders, and track inventory.
• WooCommerce: A WordPress plugin that turns your website into an e-commerce store, providing features for product listings, shopping carts, and payment processing.
• ShipStation: A shipping and order fulfillment software that helps you manage shipping labels, track packages, and streamline order fulfillment.