If you’ve been dreaming of ditching the 9-to-5 grind and starting your own virtual assistant (VA) business, 2025 is YOUR year. Trust me, I know how scary—and exciting—it can feel to step into the world of entrepreneurship. But as someone who’s been an Executive Assistant for over 8 years and has successfully run my own VA business for the past 5 years, I can tell you this: if I can do it, so can you.
I started my VA journey as a side hustle while working full-time. Little did I know that one day, I’d be fully booked with amazing clients—even during the chaos of the COVID-19 pandemic when so many businesses struggled. Now, I’m here to share everything I’ve learned so you can confidently start your VA business in 2025.
To help you leap, I’ve created this ultimate checklist—a simple, actionable plan to launch your business and make 2025 the year you take control of your life, career, and time. Let’s get started!
Start with a Vision
Before you dive into the details, take a moment to dream. What does success look like for you? Maybe it’s spending more time with your family, working from a cozy coffee shop, or escaping the stress of a corporate job. Write it down!
Having a clear “why” will keep you motivated when challenges arise. For me, my “why” was time freedom and the ability to work on my own terms. This vision is what fueled me to keep going, even when balancing my business with a full-time job felt overwhelming.
Choose Your VA Niche
When I first started, I said “yes” to everything. Social media management? Sure. Customer service? Why not? While this helped me learn quickly, I soon realized I could stand out by focusing on tasks at which I excelled. That’s when I leaned into administrative and executive support—areas where I already had years of experience.
Think about your strengths. Are you a whiz at organization? Consider general administrative tasks like email management and calendar scheduling. Love creativity? Social media management or content creation might be your jam. Choosing a niche makes marketing your services easier and helps you attract the right clients.
Pro Tip: If you’re unsure of your niche, start broad. Over time, you’ll naturally gravitate toward the tasks you love (and those that pay well).
Outline Your Services
What exactly will you offer? To avoid overwhelm, start with 2-3 core services. Here are some beginner-friendly options:
- Email management
- Appointment scheduling
- Social media engagement
Remember, you don’t need to offer everything. Focus on what you’re good at and build from there. As you gain experience, you can add more specialized services to your offerings.
Create a Budget (Hint: You Don’t Need Much!)
Here’s the great news: starting a VA business doesn’t require a significant investment. In fact, you can launch with under $200. Chances are, you already have most of what you need:
- A reliable laptop with good storage (8GB of RAM is ideal).
- Stable internet.
- Free or affordable tools like Canva (for design), Trello (for task management), and Zoom (for client meetings).
If you’re on a tight budget, stick to free versions of software at first. As your business grows, you can upgrade to premium tools.
If you’re unsure of your niche, start broad. Over time, you’ll naturally gravitate toward the tasks you love (and those that pay well).
Build a Simple Online Presence
In 2025, having an online presence is non-negotiable. But don’t worry—you don’t need a fancy website to start. A one-page website or professional social media profile will do the trick.
Here’s what your online presence should include:
About You: Share a little about who you are and your services.
Services Offered: Highlight your 2-3 core services.
Contact Information: Make it easy for potential clients to reach you.
Not a tech wizard? No problem. Platforms like Canva make creating beautiful, professional-looking websites accessible, even if you have zero design experience. (Psst… I even have Canva website templates for sale to help you get started!)
Set Your Rates with Confidence
Pricing is one of the biggest challenges for new VAs. When I started, I charged way too little because I didn’t feel “qualified” enough. Spoiler alert: you are worth more than you think.
To set your rates, consider:
- The value you provide (think: time saved, stress reduced for clients).
- Industry standards (new VAs often start at $20-$25/hour but can quickly scale to $50+/hour).
- Your income goals.
If you’re unsure how to price your services, check out my training—it includes a step-by-step guide to setting rates that reflect your worth.
Find Your First Client
Landing that first client can feel daunting, but it’s 100% doable. Start by:
- Reaching out to your network (friends, family, former colleagues).
- Joining Facebook groups for small business owners or entrepreneurs.
- Connecting with potential clients on LinkedIn.
Remember, your first client doesn’t have to be your dream client. The goal is to gain experience, build confidence, and start earning.
Pro Tip: If finding clients feels overwhelming, my training on finding your first client is packed with actionable strategies to help you secure that all-important first gig.
Set Up Systems to Stay Organized
One of the secrets to running a successful VA business is having solid systems in place. These tools will make your life (and your clients’ lives) so much easier:
Task Management: Use Asana or ClickUp to track client tasks.
Time Tracking: Clockify is a great free option.
Invoicing: Platforms like Wave or PayPal are beginner-friendly.
Trust me, a little organization goes a long way in building a professional reputation.
Stay Consistent and Celebrate Wins
Starting a business is a journey, not a sprint. There will be highs (your first glowing testimonial!) and lows (slow months happen). The key is to stay consistent, keep learning, and celebrate your progress along the way.
When I first hit my goal of $1,000 a month, I celebrated with a latte and a long walk. When I fully booked my calendar, I treated myself to a weekend getaway. Celebrate you—you’re building something amazing!
Your 2025 Action Plan Starts Now
Starting a VA business can feel like a lot, especially if you’ve never done anything like this before. But here’s the truth: you don’t have to figure everything out in one day. Take it step by step, one small win at a time. Trust me, those little steps will add up faster than you think.
What’s the first thing you can do today? Maybe it’s jotting down your big “why,” opening your laptop to brainstorm service ideas, or even just telling someone, “I’m starting my own business!” Whatever it is, just start.
And remember, you’re not in this alone. If you’re feeling stuck or unsure, my trainings and resources are here to guide you every step of the way. You’ve got what it takes to make 2025 your year—I’m cheering for you!