How to be a virtual assistant?

Virtual Assistant Work

Learn: How to be a virtual assistant? What materials do you need? What tasks does he perform? Requirements, tips, how to start a business, and more.

Nowadays, with the technological age, more and more companies have had to take their brands to the digital world. As businesses grow, they require the support of people to help them manage different activities that arise due to the demand for work.

The figure of the virtual assistant in recent years has grown exponentially, since there are many businesses that do not need a physical space, office or other to perform, but do require staff to keep track.

The use of mobile devices, the globalization of the market and the expansion of the internet in most business areas have fostered not only digital ventures but also contributed to the creation of new business models.

So, as there is great demand for digital projects, there is also a boom in remote work to fulfill these activities, and one of the jobs with the highest demand at the moment is that of a virtual assistant.

So, if you want to start in this profession, and know the daily tasks that you must fulfill and where to perform them, but you have no experience, don’t worry, here we will teach you everything you need to know.

Let’s start by defining:

What is a virtual assistant?

A virtual assistant is a person who provides their services through the internet, both creative and administrative support to carry out different activities within a company. In other words, his role is key and his profile is very similar to the traditional assistant director, but suitable for the digital world.

The virtual assistant supports another entrepreneur or company online, and manages through apps, digital tools or others.

It’s a freelance profession distinguished by being done remotely, whether you perform your duties from home, in co-working spaces, or even anywhere you choose. Since what you need is an internet connection and to have the tools at hand to carry out your tasks.

The virtual assistant not only provides some advantages in the economic aspect, but must also have certain organizational skills and responsibility, mainly, since it is in charge of receiving phone calls, keeping an agenda, and managing and reviewing the company’s emails, practically It could be said that a virtual assistant fulfills and is in charge of the activities that a secretary would do in any business, it is very similar to having a personal assistant but online.

To be a virtual assistant there is no gender distinction, it can be practiced by students, young people, that is, anyone, the important thing is to have the knowledge and skills to do a good job.

Why is it one of the professions that is most claimed? Many companies have realized that it is more practical and viable to have an external collaborator who performs some tasks than having to locate a physical space, create an office, rent, and consider other aspects.

And for Virtual assistants, it offer them greater freedom to manage their time and dedicate themselves to fulfilling their personal projects. This means that they can work from anywhere in the world and be a digital nomad if they are interested.

Requirements to be a virtual assistant

Being a virtual assistant is also a job that requires quality, discipline, perseverance and responsibility. Having certain skills or increasing them will help you perform your profession as a virtual assistant in the best way.

Initial Formation

Being a virtual assistant is a type of job that can be started without experience, however, like any profession, you need to be trained in the area, that is, taking a specific course or on related tools or software will help you establish yourself in the market. since, the more knowledge you have, your services will be more extensive.

Being a virtual assistant requires continuous training, it is not enough to just know basic concepts or in a very general way what you should do. It is a constant learning.

Know your skills

Think about which activities you perform best or like to do, for example:

  • Technical skills, such as knowledge of software and office tools

Computer Literacy: You must have computer skills to be able to handle different tools and software, such as Microsoft Office, Google Suite, video conferencing applications, and other company- or client-specific tools.

  • Communication skills, such as the ability to write effective emails and speak to clients

Email Management: It is important that you have the skills to effectively manage customer email, which may include replying to emails, composing messages, archiving and labeling emails.

Ability to research online: You will often need to conduct research online to find information relevant to the client, so your ability to search for information must be efficient and effective.

Knowledge of social networks: Many companies and clients require the management of their social networks, so you must have the knowledge to create, schedule and publish content on different platforms.

Project and task management: The virtual assistant may be responsible for project and task management, therefore, you should know how to create plans, coordinate, and track tasks.

Communication Skills: The virtual assistant must have effective communication skills to interact with clients and other team members in a clear and concise manner, whether via email, phone calls, or video conferences. For this, you must use good language and since the contact is not face-to-face, make sure you are available when clients want to communicate with you.

  • Organizational skills, such as time management and task planning

Ability to prioritize tasks: You must be able to prioritize the client’s tasks according to needs and deadlines, and be able to control a schedule of activities and handle multiple tasks simultaneously. For example, if your client gives you a period of 5 hours to do 6 activities, distribute the time for each one and be able to fulfill and finish all of them.

Be proactive and work quickly

One of the strongest advantages and capabilities of a virtual assistant is being able to do your job efficiently but in the shortest possible time.

There will be cases in which your clients will provide you with a specific list of what they want and will even provide you with tools to do it, but in other cases it will happen that clients will rely on your knowledge and way of working, that is why it is so important to be proactive and work quickly, since it helps you to be able to take care of more clients, increase your income and of course have more free time.

Ability to learn

Being a virtual assistant is a profession with which you will constantly learn to carry out new tasks and use new methodologies or tools, so it is very important that you are open to carry out certain matters, not close to the idea, even if it seems difficult at first. practice helps you and then it will be easy.

Make use of digital platforms to make yourself known

On the internet, there are multiple sites where you can create your professional profile and share your resume to publicize your services. For example:

LinkedIn: It is a very popular professional social network to connect with other professionals and companies. A well-constructed and active LinkedIn profile can help you establish your personal brand and connect with potential clients.

Upwork: It is a freelancing platform that connects companies and clients with freelancers from all over the world. Upwork offers a variety of virtual assistant-related jobs, from email management to customer support to event planning.

Fiverr: It is an online service platform that allows freelancers to offer their skills to clients through the creation of “gigs” or specific jobs. As a virtual assistant, you can offer a variety of services, such as appointment scheduling, transcription, and social media management.

Freelancer: It is another freelancing platform that offers online jobs in a variety of categories, including virtual assistant. Clients can post jobs and freelancers can bid for them.

Social Media – You can use social media, such as Instagram, Facebook, and Twitter, to connect with potential customers and establish your personal brand. Virtual assistants can share their expertise and post relevant content to establish themselves in the market.

Remember that each platform has its own rules and requirements to register as a freelancer or publish content, it is essential that you carefully review the policies of each platform before starting to use them.

Also, although it may seem easy to find clients or make yourself known through this means, the law of supply and demand also applies to these platforms, and the number of virtual assistants that apply is enormous (both good and bad) for this reason Sometimes it can be difficult to collect for your value since it descends quite a bit.

Accumulate experience

When you do not have experience in the area, getting your first client could be intimidating, however, one way to accumulate it is to offer your services to people close to you, such as friends or family who may require your knowledge, This will allow you to include it as support. on your resume to demonstrate your skills to future clients.

And even if your services have been provided to well-known people, ask them for feedback, that is, to point out the most outstanding aspects with which they were most satisfied with your work and in which you could make some improvements.

When you have managed to contact a greater number of clients, then design a satisfaction survey, This will allow you to evaluate your performance and thus have quality control for your services.

Set up your virtual assistant business

Setting up a virtual assistant business involves establishing the processes and tools necessary to efficiently and effectively deliver services, as well as promoting the business to attract and keep customers.

Identification of the niche and target audience

It is important that you identify the type of tasks and services that you will offer as a virtual assistant. This can include tasks like email management, appointment scheduling, social media management, content creation, and more. It is recommended that you break down each task within the activities, so your clients can know in detail all your knowledge and experience.

Also, identify who your target audience is, think about what type of company may be interested in boosting their productivity with your help and experience, and a good way to find out is by asking yourself: Who do you want to work with?

Yeah! And when you work for yourself you have the advantage of being able to choose how it benefits you more to work, unlike when you are an employee.

So, if there is an industry sector that catches your eye, you can start your search for potential customers there. For example, if you have knowledge in the aesthetics and beauty sector, you can start as a virtual assistant in companies that sell skin care products.

Definition of rates

You need to set clear and consistent rates for the services you offer. Rates can be based on an hourly rate, a rate package, or a project-based rate. To do this, you can guide yourself with prices stipulated by other professionals, or even on some platforms some rates are also shown.

Creation of a website

A professional website can help you attract clients and establish credibility. Your website should include information about the services you offer, rates, experience, and testimonials from past clients.

tool configuration

It is imperative that you set up the tools you need to get the job done effectively, such as project management software, online communication tools, and accounting software, which we mention later.

Marketing and publicity

It is ideal that you promote your business as a virtual assistant to attract customers. Marketing strategies can include creating blog content, online advertising, participating in networking events, and using social media.

What material do you need to be a virtual assistant?

Generally speaking, a person working as a virtual assistant only needs a computer with internet access, as well as a smartphone to communicate with clients. In addition to this, other materials that could be helpful include:

  1. Headset with microphone: This can be useful for making calls and video calls with clients.
  2. A webcam – If your job involves making video calls, a good quality webcam might be necessary to make sure communication with the customer is clear and smooth.
  3. Software and Tools: There are software tools and apps that could be useful for your job, such as project and task management platforms, appointment scheduling tools, and time tracking.
  • Communication tools: Some popular options include Skype, Zoom, Slack, Microsoft Teams, among others.
  • Task management: Tools like Trello, Asana, or Basecamp will allow you to organize to-dos and collaborate on projects online.
  • Time management: tools like Toggl or RescueTime will allow you to track the time you spend on each task and improve your productivity.
  • Billing tools: It can be helpful to have billing tools, such as Freshbooks or QuickBooks, to keep accurate records of your income and expenses.
  • Office suite: Microsoft Office or Google Workspace can be useful for creating documents, spreadsheets, presentations, and other office tasks.
  • Productivity tools: Tools like Evernote, Pocket, or Notion will let you organize your notes and documents, and you can also use automation apps like Zapier to save time.
  1. Notebook or agenda: Although much of the work of a virtual assistant is done online, having a notebook or agenda on hand can be useful for taking notes, reminders and organizing tasks.
  2. Access to a printer – Although much of the work may be online, there may be times when you need to print important client documents.

The materials needed to work as a virtual assistant are quite basic and most of them can be found in any home or workplace.

What are the tasks performed by a virtual assistant?

calendar management

Schedule and manage appointments

This involves scheduling meetings, calls, appointments, and other commitments into the client’s calendar, making sure they fit in with their schedules and preferences.

make reminders

It is important that the client does not forget their commitments, so you should send reminders by email or text message before scheduled appointments.

Rearrange the schedule

If last-minute or unforeseen changes arise, you’ll need to rearrange the client’s schedule to ensure all commitments are met.

Manage conflicts

On occasion, scheduling conflicts may arise in the client’s schedule. It is your responsibility to find solutions to avoid overlapping commitments.

Coordinate with other people

If the client has meetings with other people, you may need to coordinate with them to schedule the date, time and place.

Manage availability

You’ll want to make sure the customer’s availability is up to date in their schedule to avoid scheduling engagements at times when they’re not available.

Follow up

Once an appointment has been scheduled, you will need to follow up to ensure that the client is prepared and that the appointment is taking place as scheduled.

email management

Check and reply to emails

Review and respond to emails on behalf of the client, ensuring that established deadlines are respected and the required information is provided.

Manage inbox

Keep the client’s inbox organized and free from junk mail and spam. Delete unnecessary emails and archive important emails.

Prioritize emails

Prioritize emails based on importance, urgency, and action required. Making sure that the most important emails receive a quick response.

Manage email subscription

Manage customer email subscriptions, ensuring that you only receive emails that are relevant to your business or interests.

compose emails

Compose emails on behalf of the client, ensuring that they fit their communication style and contain the necessary information.

Follow up

Follow up with recipients of emails, ensuring that messages have been received and understood.

Manage email on the go

Set up the customer’s email account on your mobile device and keep it up to date, so you can check and respond to emails from anywhere.

Scheduling and organization of trips and events

Investigation of destinations and suppliers

Research the right destinations and providers to meet the client’s needs, ensuring that services are of high quality and within budget.

Flight, accommodation and transportation reservations

Make reservations for flights, accommodation and ground transportation, making sure that they are adjusted to the preferences and needs of the client.

Coordination of itineraries

Coordinate the client’s travel itineraries, ensuring that the arrival and departure times are appropriate and that the client has enough time to meet their commitments.

Event management

Organize events for the client, including finding venues, hiring vendors, and coordinating details.

Budget and expenses

Manage the client’s travel and event budget, ensuring that the established limits are respected and that the client is informed of the expenses at all times.

Making reservations and buying tickets

Make reservations and purchase tickets for events and attractions, making sure that the client has everything they need to enjoy their trip or event.

Documentation preparation

Prepare all the necessary documentation for international travel, such as passports and visas, making sure they are up-to-date and in order.

Billing and collection control

invoice creation

Create and send invoices to the client’s customers, ensuring that the invoice details are accurate and in line with the agreed terms.

Record of income and expenses

Record all customer income and expenses to maintain a complete and accurate record of financial transactions.

payment tracking

Track pending payments, sending payment reminders to customers as needed.

Management of payments to suppliers

Manage payments to suppliers on behalf of the client, ensuring that they are made on time and that the necessary payment confirmations are received.

collection control

Closely monitor outstanding collections, ensuring that payments are received in a timely manner and that appropriate action is taken if delays occur.

Bank reconciliation

Perform bank reconciliation to ensure that all financial transactions have been properly recorded and reconciled.

Financial reports

Prepare financial reports for the client, providing a clear and concise summary of income and expenses, as well as the current financial situation.

Internet data filtering

information search

Search the internet to find relevant information on specific topics, using keywords and advanced search operators to optimize results.

Selection of reliable sources

Select reliable and verified sources of information, such as official websites, academic journals, and news articles from reputable sources.

Analysis and evaluation of information

Analyze and evaluate the information collected to ensure that it is accurate, relevant and up-to-date.

Information synthesis

Synthesize collected information into reports, summaries and client presentations, summarizing key findings and providing recommendations and conclusions.

information organization

Organize collected information in a clear and structured way, using information management tools such as spreadsheets and reference management software.

Competition Monitoring

Keep track of the competition, monitoring their websites, social networks and publications, and providing regular reports to the client on their activities and strategies.

Updating of information

Keep the information collected up to date, regularly reviewing and updating the information sources to ensure that the information provided to the client is accurate and relevant.

Preparation of reports

Identification of reporting requirements

Understand customer reporting requirements and define report format, frequency and content accordingly.

Information gathering

Collect relevant information from various sources, including financial data, sales statistics, project reports, among others.

Analysis of data

Analyze collected data to identify trends, opportunities, and challenges, and provide recommendations and solutions to improve performance.


Present information clearly and concisely, using graphs, tables, and diagrams to illustrate data and trends.

Report review and editing

Review and edit reports to ensure accuracy, clarity, and quality, and to ensure that client reporting requirements are met.

Report Distribution

Distribute reports to stakeholders, ensuring that they are delivered on time and that proper security and privacy procedures are followed.

Report Tracking

Track distributed reports to ensure they have been received and reviewed, and to respond to any questions or concerns that may arise.

transcript of notes

Listen and take notes

Listen and take accurate and detailed notes on recordings of meetings, calls, and other important events.


Transcribe notes in a readable and easy-to-understand format, making sure that grammar, spelling, and punctuation are respected.

Editing and revision

Review and edit transcribed notes to ensure they are accurate and free of errors.

Organization and filing

Organize and archive transcribed notes in an easily accessible format for future use.

Give on time

Deliver the transcribed notes to the client within the agreed time frame, ensuring that all client requirements are met.

Planning and content creation

Plan and create relevant and attractive content to publish on social networks and on the client’s website.

Content Publishing

Publish the content on social networks and on the client’s website at the right time, using publication scheduling tools.

Interaction with followers

Interact with followers and respond to their questions and comments, building a closer and more trusting relationship with them.

Metric analysis

Track metrics and analyze the performance of posts and marketing campaigns on social media and on the client’s website.

Website optimization

Optimize the client’s website to improve the user experience, navigation and search engine positioning.

Online reputation management

Monitor the client’s online reputation, respond to user feedback and feedback, and manage any online reputation crises or issues.

Competitor analysis

Analyze the client’s online competition and recommend strategies to improve the client’s online presence.

How much can a person earn who works as a virtual assistant?

The salary of a virtual assistant can vary widely depending on several factors, such as experience, the type of task being performed, geographic location, and the type of client or company you work for. On average, a virtual assistant can earn between $10 and $30 per hour.

Some virtual assistants can earn more if they have specialized skills in areas like digital marketing, graphic design, web programming, or social media management. Additionally, some virtual assistants may work full-time or part-time, which will also affect their salary.

It is important to note that as a virtual assistant, it is possible to work for multiple clients or companies at the same time, which can increase the amount of income you earn. However, it is important to remember that income can fluctuate and is not always consistent.

Many people who start their work as a virtual assistant, take a look at the competition, and at a certain point it could be a guide to establish your own rates, but remember that the price of your services will also depend on the value and knowledge that you bring , depending on your specialty, since there may be small or large differences between what you offer and what your competition offers.

Tips to succeed as a virtual assistant

As a virtual assistant, your success will depend on your ability to provide excellent customer service and your ability to manage your time and resources effectively. Follow these tips to be successful in your work as a virtual assistant:

Clearly communicate your expectations and limits to your customers from the start

Make sure your client understands what you can and cannot do and when you are available.

Set work hours and respect your time

Just because you work from home doesn’t mean you can work 24 hours a day. Establish a work schedule and stick to it as much as possible.

learn to delegate

If you have too much work, consider outsourcing some tasks to other virtual assistants.

Develop effective communication skills

Learn to listen to your customers and communicate clearly and concisely.

Constantly research and update yourself

Seeks to be up to date with the latest technologies and tools for virtual assistants. This will help you to be more efficient and effective in your work.

Keep track of your tasks and projects

Use a task management tool to keep track of everything you have to do and to make sure you don’t forget anything important.

be proactive

If you see an opportunity to help your client or improve their business, feel free to share your ideas and suggestions.

Be courteous and professional at all times. Remember that you are the face of your client to the world, so you should always be friendly, courteous and professional in your interactions with others.