How to Become a VA in Australia

Looking for an exciting, rewarding, and flexible new career path?

Consider becoming a virtual assistant!

The beauty of this venture lies in its simplicity: no need for capital, investments, staff, or costly office space. All you really need is your brilliant brain and the systems and software already at your disposal.

Get ready to tap into your inner entrepreneur, unleash your creativity, and discover the limitless possibilities of building a successful venture fueled by your own ingenuity.

Here’s how to become a VA in Australia…

What is a VA?

A virtual assistant is like a personal helper but through the magic of the internet!

Instead of using a software program, you can assist someone remotely with all sorts of tasks, like managing their schedule, organising appointments, handling emails, and even making travel arrangements.

You might even be asked to do some research — dig up information, summarise it, and present it in a neat package — or assist with customer support. You’ll respond to inquiries, address any issues, and make sure the clients are happy.

Other tasks might include:

Spreadsheets and reporting
Invoicing and bookkeeping
Email marketing
Social media management
Content writing and communications
Sales and lead generation
Search engine optimisation (SEO)
Editing documents
Automation and funnel creation
Board meeting prep and minutes
Customer experience mapping

Presentations and corporate writing
Podcast management
Virtual reception
Project management
Transcription and proofreading
Cold and warm calling
Inbox management
Media enquiries
Executive assistance
Tender preparation
Handwriting cards
Personal errands
Answering phone calls
+ More!

While software virtual assistants are popular, a human virtual assistant adds that personal touch. Unlike software, you can adapt and handle tasks that need human judgement and creativity — think of yourself as a helpful friend for a business owner on the other side of the screen!

How to Become a Virtual Assistant in Australia

Owning your own virtual assistant business, working anywhere you want, and building a thriving career in virtual assistance — it sounds like a dream, right? The question is how to become a virtual assistant in Australia.

Here are the answers!

Build your Brand

Your brand is not just about the visual elements like colours, fonts, and tones representing your personality. It’s about the emotional connection and the lasting impression you leave on people.

Think about it. What do you want people to feel when they engage with you or your brand, whether through your website, social media, email, or even a simple conversation? Do you want them to feel inspired, excited, or comforted? Motivated? Empowered and entertained? The emotions and vibes people experience after interacting with you are the true essence of your brand.

To create the perfect brand for your virtual assistant work, you need to be intentional at every touch-point you have with your audience. Craft your messaging to reflect the emotions and values you want to convey and use a tone that resonates with your target audience. Whether it’s a warm and friendly tone in your emails, a vibrant and uplifting colour palette in your visual designs, or a funny and relatable voice on social media, every element should contribute to the overall feeling you want to evoke.

Align your visuals, voice, and values to create a harmonious experience that captures the essence of your brand.

Remember, your brand should be the intangible yet powerful impact you have on people’s emotions. It’s how you make them feel connected, inspired, or uplifted. So, as you build your brand, think beyond the physical aspects — focus on cultivating that enchanting experience that will leave a lasting impression. That’s where the true magic lies.

Of course, there’s also the more serious side of things, like choosing a business name and getting a business ABN, as well as:

Registering for GST
Setting up a website that displays your packages and prices
Setting up your social media pages and bio
Creating brand colours and tone of voice guidelines
Getting familiar with OneDrive and other systems.

Set the Foundation

Systems and processes are the backbones of your success, saving you time, making you look professional, and keeping your legal ducks in a row.

Think of systems as your secret weapon for efficiency. They’re all about having clear procedures in place for everything you do. From onboarding clients to managing projects and organising files, having a well-oiled system will help you breeze through tasks and impress your clients with your incredible organisational skills.

But it’s not just about being organised. You also want to wow your clients from the get-go — that’s where killer processes come in. With streamlined processes, you can respond to inquiries in a flash and add that personal touch to your service.

Here are some ideas:

Pick an accounting system for invoicing and logging expenses
Set your rates and determine why you’ve priced yourself this way
Set up a time-tracking tool for efficiency
Create a sales email template detailing yourself and your experience
Get your remote working tech set up – check out the VA Lead Network’s recommended Tools of the Trade

Cover your Bases

Before becoming a virtual assistant, it is important to protect yourself and your business in case things don’t go to plan. Legal agreements are crucial, including contracts, service agreements, privacy policies and terms of use policies. Just be sure to have these documents checked (or written) by a lawyer to cover your bases.

Don’t forget insurance, either — having the right insurance coverage can provide incredible peace of mind, and it’s a small price to pay for protection and a good night’s sleep.

Many virtual assistants invest in Professional Indemnity (PI) insurance before they ever provide any kind of service, and for good reason: this insurance can provide cover in the event of a breach of contract or a mistake made during service.

Note: You can apply for roles with the Virtual Assistant Lead Network before you have insurance in place, so long as you’re happy to commit to having the insurance policies a lead requests in place before you start working for them.

Other kinds of insurance to consider include:

Public liability insurance
Cyber insurance
Workers insurance

Test your Market… and Start Marketing!

If you’re new to the virtual assistant world, this part of the framework is designed to boost your confidence. It’s all about taking a leap of faith and putting yourself and your services in the market to see how it responds. This step is crucial — you can gather valuable feedback and make necessary improvements along the way.

Consider offering your services at a discounted rate initially — you can attract potential clients who might be more willing to take a chance on a newcomer and allow yourself to learn and grow. It’s a win-win situation: you gain valuable experience, confidence, and the chance to refine your skills, while your clients benefit from your dedication, enthusiasm, and a discounted price.

During this phase, it’s crucial to seek feedback and really listen to what your clients have to say. Pay attention to their suggestions, comments, and concerns, and use this feedback to improve your services and iterate on your approach. This willingness to learn and adapt will show your clients you’re committed to delivering the best experience possible.

Of course, if you feel absolutely confident in your abilities right from the start, you can skip this step and dive straight into marketing yourself. It’s all about knowing yourself and trusting your own judgment.

If you’re ready to hit the ground running and believe in your skills, go for it!

Do you need a few ideas on how to market yourself to national and local businesses? Here are a few quick tips:

Create a social media publishing schedule (and schedule in advance so your posts keep coming, even when you are busy onboarding new clients).
Aim to post four to five times a week to show you’re active and engaged.
Start a blog on your website about what you do and educate potential clients — aim to blog once a month and share it across your social platforms.
Go to free events and network with potential clients and other virtual assistants.
Optimise your LinkedIn by adding “virtual assistant” to your title, add an engaging profile description and a great photo, and share your blogs with fellow virtual assistants.
Sign up for thriving job boards in your industry, like the VA Lead Network!

Set up a Cosy Workspace

Creating a conducive work environment is crucial for boosting productivity.

It’s not just about the typical ergonomic measures like positioning your desk to prevent neck or back pain.

There are numerous other factors, often overlooked, that can significantly impact your work experience and overall productivity.

Let’s start with the physical aspects:

Lighting plays a significant role in your workspace. Natural light can boost mood and energy levels, so position your desk near a window or incorporate sufficient lighting to mimic natural light.
Consider the temperature and ventilation of your workspace. Being too hot or too cold can be distracting and affect your focus.
A clutter-free desk can do wonders for your productivity. Keep essential items within reach and minimise distractions. Use organisers, trays, or storage solutions to keep things tidy and easily accessible, so you can take notes when inspiration strikes.
Keep a dedicated water bottle on your desk to stay hydrated while working — drinking enough water will help you maintain your concentration and prevent excessive heart rate and body temperature elevations.
Don’t forget about the comfort of your workspace. Invest in a comfortable chair and position your computer screen at eye level to prevent strain on your neck and eyes. Pay attention to the quality of your keyboard and mouse, ensuring they are ergonomic and easy to use.
Hide any wires to ensure your workspace doesn’t look too cluttered.

Now, let’s dive into the little things that can make a big difference:

Pay attention to the aesthetics of your workspace. Personalise it with inspiring and motivating items like plants, artwork, or meaningful mementos. Surrounding yourself with things that bring you joy can create a positive and uplifting atmosphere, even on those stressful days.
Consider the impact of sound on your productivity. Some virtual assistants work better with background noise, while others prefer silence. Experiment with different options, like instrumental music, white noise, or even noise-cancelling headphones to block distractions.
Taking care of your well-being during work hours is essential for maintaining productivity. Remember to take regular breaks, stretch, and move around to prevent stiffness and fatigue. Incorporating mindfulness practices or short meditation sessions can help improve focus and reduce stress.
Check your posture! When you’re uncomfortable, your unconscious brain deters you from using the space the next time you need to work there — essentially, your brain links the space with discomfort, trauma and pain. This means client deadlines can be missed, self-marketing is skipped, and the dream dies.

A good workplace goes beyond ergonomics. It encompasses factors such as lighting, organisation, aesthetics, sound, comfort, and well-being. By paying attention to these often-overlooked details, you can create an environment that supports your productivity, enhances your mood, and ultimately contributes to your success as a virtual assistant.

Now you know how to become a VA in Australia… It’s time to start looking for virtual assistant jobs!

Feeling inspired and equipped to embark on your virtual assistant journey?

Success as a virtual assistant is within your reach — with the right skills, mindset, and strategies, you can carve out a fulfilling career in this ever-growing field. Stay proactive, continuously develop your skills, and embrace the opportunities that come your way.

Whether you’re seeking flexibility, independence, or the chance to make a meaningful impact, the virtual assistant path holds immense potential. So, get out there, shine bright, and make your mark as a thriving virtual assistant!

Start finding virtual assistant work online at the VA Lead Network — our jobs board is tailored specifically to the VA industry, and we qualify every single lead that wants to post a job. You’re guaranteed to find some incredible opportunities with us.

Find Out More

Australian VA & OBM Rates Report

Curious about what other virtual assistants and online business managers are charging?

We’ve rallied the support of our network of Australian virtual assistants and online business managers to bring you our Australian VA & OBM Rates Report, based on real survey results.

You can also use the task list included to brainstorm ideas for the services your virtual assistant business could offer!

Get the Rates Report

A GUIDE FROM THE VA LEAD NETWORK