3. Create Your Mission Statement

Your mission statement is more than just a couple of nice-sounding sentences—it’s the heart of your business. It’s the why behind what you do and a way to communicate that to your clients. A good mission statement helps you stay focused and gives potential clients a clear understanding of what you’re all about.

Here’s how to create a mission statement that truly reflects your business:

• Start with your why. Think about why you’re starting this business in the first place. Is it to help busy entrepreneurs find balance? Is it to support small business owners who need help running day-to-day operations? Understanding your deeper motivation will make your mission statement more personal and authentic. For example, “I want to help entrepreneurs free up time so they can focus on growing their businesses,” is a great start.
• Focus on the value you bring. Your mission should highlight how your services solve a problem or add value to your clients. What do you do that makes their life easier? Maybe you take over their admin tasks so they can focus on the big picture, or perhaps you help them get organized so they can work more efficiently. Get specific about how you’re going to help them.
• Keep it simple and clear. You don’t need to overthink it or make it sound fancy. The best mission statements are clear and straightforward. Avoid using too much industry jargon—just focus on how you’re going to make a difference for your clients. For example: “Helping small business owners reclaim their time through efficient and reliable virtual assistance.”
• Incorporate your values. If there’s something specific about how you want to run your business, include that in your mission. Are you focused on building long-term relationships with clients? Do you value clear communication and transparency? Including these personal touches will help you stand out and connect with like-minded clients.
• Make it short and memorable. Your mission statement doesn’t need to be long—just a couple of sentences that sum up who you are, what you do, and why you do it. Something you can easily share on your website or social media profiles that potential clients will understand at a glance.

Here’s a quick formula to help you craft it:

“I help [your target clients] by [the services you offer], so they can [what they will achieve].”

Example: “I help small business owners by managing their day-to-day tasks, so they can focus on growing their businesses and doing what they love.”

Your mission statement can evolve over time, so don’t stress about getting it perfect. As your business grows, you’ll naturally refine it. The goal right now is to give yourself direction and let potential clients know what to expect from working with you.

4. Get to Know Your Ideal Client

Before you can start attracting clients, it’s super important to know who you want to work with. Not everyone is the right fit, and that’s okay! The more specific you get about your ideal client, the easier it will be to tailor your services, marketing, and messaging to speak directly to them. Plus, it makes finding clients a lot less overwhelming.

Here’s how to get started:

• Picture your dream client. Who would you love to work with every day? Maybe it’s a busy entrepreneur who needs help staying organized, or perhaps a small business owner who doesn’t have time for social media. Think about the type of person you’d enjoy working with—and who would benefit from the services you offer.
• Think about their pain points. What problems are your ideal clients facing that you can help solve? Are they overwhelmed with administrative tasks? Do they struggle with managing their time? Get clear on the challenges they’re dealing with so you can position yourself as the solution to those problems. For example, if your ideal client is an online business owner, they might be drowning in emails and could use your help with inbox management.
• Consider their industry. Are you open to working with clients across different industries, or do you want to focus on a niche? If you have experience in a specific field—like real estate, health and wellness, or e-commerce—you might want to target clients in that area. Specializing can help you stand out and make it easier for clients in that industry to trust you with their specific needs.
• What’s their personality? This might sound small, but personality matters! Do you prefer to work with laid-back clients or people who are more structured and detail-oriented? Understanding the type of personality you mesh well with can help you avoid tricky working relationships down the road. It also helps you create a business vibe that attracts those kinds of clients.
• Where do they hang out? Once you know who your ideal client is, it’s time to figure out where they spend their time online. Are they active in certain Facebook groups, on LinkedIn, or other social platforms? Knowing this helps you focus your marketing efforts where it matters most. If your ideal clients are entrepreneurs, you might want to join entrepreneur-focused communities or networking groups.
• Get specific, but don’t stress about perfection. While it’s important to define your ideal client, remember that you don’t need to be super rigid. It’s okay if your ideal client profile evolves as you work with more people. Just start with a clear idea of who you’d love to help and what they’re struggling with, and you can always refine it as you go.

By knowing your ideal client inside and out, you’ll be able to create content, messaging, and services that speak directly to them. Plus, when you know who you want to attract, you’ll be better prepared to find them—and they’ll be more likely to choose you over the competition.

5. Choose Your Business Name

Choosing a name for your Virtual Assistant business can be exciting—and maybe a little nerve-wracking. It’s the first impression clients will have of you, so you want it to be memorable and reflective of what you do. But don’t overthink it! The key is to pick a name that feels right for your business and the kind of clients you want to attract.

Here’s how to make the process a little easier:

• Keep it simple and clear. Your business name doesn’t have to be complicated. In fact, simpler is usually better! Aim for something that’s easy to spell, easy to say, and gives people an idea of what you do. You can always add a tagline later to explain more about your services, so don’t worry about cramming everything into the name itself.
• Reflect your services or personality. Think about what makes your business unique. Do you want your name to reflect the services you offer, like “Efficient VA Solutions,” or would you rather it showcase your personality, like “Savvy Support” or “Organized by [Your Name]”? If you’re targeting a specific industry, you might want to include that in your name (e.g., “Real Estate VA Pros”).
• Use your own name—if it fits. Using your name in your business name is a great way to build personal connection and brand recognition, especially if you plan to offer one-on-one services. For example, something like “Jessica Brown Virtual Services” makes it clear who they’ll be working with. Plus, it adds a personal touch that clients often appreciate.
• Make sure it’s available. Before you fall in love with a name, make sure the domain name (website URL) and social media handles are available. You want to have consistent branding across platforms, so it’s worth doing a quick search on sites like GoDaddy for the domain and on Instagram/Facebook to see if the name is taken. If the exact match isn’t available, consider slight variations, but keep it as close to your original name as possible.
• Avoid limiting yourself. While it’s tempting to get super specific with your business name, be mindful of future growth. You might start off offering admin services, but later expand to social media management or marketing. Picking a name like “Organized Admin Support” could box you in later. Try to choose a name that allows for flexibility as your business evolves.
• Ask for feedback. Once you’ve narrowed down a few options, get feedback from friends, family, or even fellow VAs. Sometimes a second (or third) set of eyes can help you catch something you missed, like a tricky spelling or potential confusion.

Remember, your business name is important, but it doesn’t have to be perfect. What’s most important is that it feels aligned with your business and the clients you want to attract. And if down the road you feel like it’s not working, rebranding is always an option!

6. Pick Your Brand Colors and Fonts

Now that you’ve got your business name, it’s time to make it visually pop! Choosing your brand’s colors and fonts is about creating a look and feel that represents your business. It’s your way of making a great first impression, showing off your personality, and building recognition. But don’t stress—this part should be fun!

Here’s how to choose brand colors and fonts that work for you:

• Think about the vibe you want to create. Your brand’s colors and fonts should reflect the mood and personality of your business. Are you aiming for professional and polished? Go for more muted, classic colors and clean, modern fonts. If you want to be seen as creative and approachable, choose brighter, more playful colors and fun, easygoing fonts. The goal is to match the overall tone you want your business to convey.
• Pick 2-3 main colors. Start with a primary color that feels like the heart of your brand, then add 1-2 complementary colors. You can use a tool like Canva’s color palette generator to find shades that go well together. For example, if you want a calm and trustworthy vibe, blue is a great base color, and you can pair it with neutral tones like gray or white. If you want something energetic, go for bold colors like orange or teal. Keep it simple—you don’t need a ton of colors for your brand to stand out!
• Don’t forget about fonts. Just like your colors, your fonts help set the tone for your brand. Choose a couple of fonts that complement each other: one for headings and one for body text. If you’re going for a more professional look, stick with clean, sans-serif fonts like Arial or Helvetica. If you want something more playful, try a handwritten or script font for your headings and a simple font for the body. Make sure your fonts are easy to read, especially for any materials like proposals or social media posts.
• Make it cohesive. Consistency is key when it comes to branding. Once you’ve chosen your colors and fonts, use them across your website, social media, and any materials you create. This helps build recognition—when someone sees your color palette and fonts, they’ll instantly think of your business. Tools like Canva or Adobe Spark are great for creating consistent graphics with your chosen colors and fonts.
• Look for inspiration. If you’re stuck, take a look at other businesses for inspiration. Pinterest and Instagram are great places to find examples of brand colors and fonts that work well together. You can also think about the brands you love—what colors and fonts do they use, and how do they make you feel?
• Test it out. Don’t be afraid to experiment! Once you’ve narrowed down your choices, test them out on a website mockup or create a few social media graphics to see how they look. Sometimes, what seems perfect in theory might not work as well in practice, so play around until you find the combination that feels just right.
• Keep it flexible. While it’s great to have a strong brand identity, don’t feel like you’re locked in forever. As your business grows, your branding might evolve too, and that’s totally normal. The most important thing is that your brand feels authentic to you and the clients you want to attract.

Remember, your colors and fonts are like the outfit your business wears to introduce itself to the world—they should reflect your style and make a lasting impression. Have fun with it and let your personality shine through!

7. Create Efficient Processes

Processes might not sound like the most exciting part of your business, but trust me—they’ll be your secret weapon. When you set up clear systems for how you work with clients, you save time, reduce stress, and deliver a more professional experience. Plus, having things organized from the get-go makes it easier to scale as your business grows.

Here’s how to create simple yet effective processes:

• Start with client onboarding. One of the most important processes you’ll need is a smooth onboarding experience for new clients. From the moment someone says, “Yes, I want to work with you,” you want to make sure they feel taken care of. Think about how you’ll welcome new clients—this could include sending a welcome email, a contract, and an invoice. You might also want to create a client intake form to gather key information about their business and needs.
• Map out your workflow. For each service you offer, outline the steps you take from start to finish. For example, if you’re managing a client’s inbox, your workflow might look something like this: log in, check and categorize emails, respond to urgent ones, flag important ones for the client, and archive the rest. Having a clear workflow ensures you don’t miss anything and helps you work efficiently, even when things get busy.
• Use tools to keep things organized. There are tons of tools that can help you manage your processes. Project management tools like Trello, Asana, or ClickUp can help you stay on top of tasks and deadlines. For client communication, tools like Slack or Zoom can make it easy to stay in touch without endless email threads. Find tools that work for you and keep everything in one place to avoid overwhelm.
• Set up templates. Templates are a lifesaver. Create templates for things like client emails, invoices, and contracts so you’re not starting from scratch every time. For example, you can have a standard email template that you tweak depending on the client or situation. This saves you time and ensures consistent communication.
• Create a schedule. As a Virtual Assistant, your time is your most valuable resource. Setting up a daily or weekly schedule can help you manage your workload without feeling overwhelmed. Block out time for different tasks (e.g., client work in the morning, admin work in the afternoon), and make sure you leave space for breaks and flexibility. You can use tools like Google Calendar or Time Blocking apps to help with this.
• Get feedback and improve. Once you’ve set up your processes, don’t be afraid to ask clients for feedback. Are things running smoothly on their end? Is there anything you could streamline or improve? Listening to your clients’ experiences can help you tweak your processes for even better results.
• Keep it simple. When creating processes, don’t overcomplicate things. Start with the basics—what needs to get done, and in what order—and build from there. Your processes should make your life easier, not harder. As your business evolves, you can always adjust and add more details, but simplicity is key when you’re just starting out.
• Document everything. Even if it’s just you right now, documenting your processes is a smart move. Write out step-by-step instructions for how you handle things like onboarding, invoicing, or delivering services. This way, if you ever need to hire help or step away from your business for a bit, everything is already laid out for someone else to follow.

The more streamlined your processes, the more you can focus on what you do best—helping your clients. Plus, you’ll avoid the chaos of trying to reinvent the wheel every time you take on a new project!

8. Take Care of the Legal Stuff

I know, legal stuff can seem intimidating, but it’s an essential part of running a legit, professional business. Plus, once you’ve got this taken care of, you’ll feel way more confident knowing your business is set up for success. The good news? You don’t need to be a lawyer to handle the basics! Let’s break it down step by step:

• Register your business. The first thing you’ll want to do is make your business official. Depending on where you live, you might need to register your business name with your local government or state. You can often register as a sole proprietor (which is great if you’re a one-person business) or look into forming an LLC (Limited Liability Company) if you want added legal protection. An LLC separates your personal assets from your business, which can be helpful down the road.
• Get an EIN (Employer Identification Number). In the U.S., an EIN is like a social security number for your business. Even if you’re a one-person show, having an EIN can make tax time easier and help you look more professional when working with clients. You can apply for one through the IRS for free.
• Make sure you have contracts. Contracts are your best friend when it comes to protecting yourself and your business. They set clear expectations between you and your clients and help avoid any misunderstandings down the road. Your contract should include details like the scope of work, payment terms, deadlines, and what happens if either party wants to end the agreement early. You can find contract templates online, but it’s worth having a lawyer review it to make sure it covers everything important.
• Understand your tax responsibilities. As a business owner, you’ll be responsible for paying taxes on the income you earn. If you’re in the U.S., this means setting aside money for both federal and state taxes, as well as self-employment taxes (since you’re both the employer and employee). It’s smart to open a separate bank account for your business and set aside a percentage of your income for taxes each month. You might also want to work with an accountant or use accounting software like QuickBooks or FreshBooks to track everything.
• Look into business insurance. Depending on what services you offer, you might want to consider business insurance. General liability insurance can protect you in case a client ever makes a claim against you (e.g., if a project goes wrong or they’re unhappy with your work). Professional liability insurance (also called errors and omissions insurance) covers you if you make a mistake or miss a deadline that causes your client financial loss. It’s not mandatory, but it can give you peace of mind as your business grows.
• Consider getting a business license. In some places, you might need a business license to legally operate, even if you’re just working from home. This varies depending on your location, so it’s worth checking with your local government or a small business resource center to see what’s required. It’s usually a simple process, and it ensures that you’re operating above board.
• Create an invoicing and payment system. Now that your business is set up, make sure you have a system for getting paid. Tools like PayPal, FreshBooks, or Wave make it easy to send invoices and receive payments. Be clear about your payment terms—whether you require a deposit upfront or prefer payment upon project completion—so there are no surprises for your clients.
• Keep records of everything. Whether it’s contracts, invoices, or tax documents, keeping organized records is key. Not only does it make tax time way less stressful, but it also protects you in case any legal issues ever come up. Consider using cloud storage (like Google Drive or Dropbox) to keep everything safe and easily accessible.

Getting the legal side of your business sorted out might seem like a lot upfront, but once it’s done, you can breathe easy knowing you’re running a professional, well-organized operation. Plus, your clients will appreciate knowing they’re working with someone who’s serious about their business!

9. Start Attracting Clients

Now that your Virtual Assistant business is all set up, it’s time to find those clients! This can feel like a big step, but the good news is there are plenty of ways to get your name out there and start building relationships. The key is to take consistent action and be patient—clients will come, especially when you put yourself in the right places.

Here’s how to get the ball rolling:

• Tap into your network. One of the easiest ways to land your first few clients is through referrals from people you already know. Let friends, family, and former colleagues know about your new VA business. Even if they don’t need your services, they might know someone who does. Don’t be shy about asking them to spread the word! You’d be surprised how often your first clients come from your existing network.
• Get active in Facebook groups. Facebook groups can be a goldmine for finding potential clients. Look for groups where your ideal clients hang out—whether they’re entrepreneurs, small business owners, or professionals in your target industry. Engage with the group by offering helpful advice and answering questions (without being too salesy). Many groups have specific threads or days when you can promote your services, so keep an eye out for those opportunities.
• Build relationships on LinkedIn. LinkedIn is a fantastic platform for connecting with professionals who might need your services. Start by optimizing your profile to clearly showcase what you do—think of it as your online resume. Then, start connecting with people in your target industry, commenting on their posts, and sending personalized messages to introduce yourself. Again, focus on building relationships first—people are more likely to hire someone they’ve developed a rapport with.
• Create a client attraction system. Consistency is key when it comes to getting clients. Set up a system where you’re regularly reaching out to potential clients, following up with leads, and keeping your pipeline full. For example, you might decide to send 5 outreach emails per week, respond to 3 LinkedIn messages, and engage in 2 Facebook group conversations. Keeping a steady flow of communication will help you stay top of mind when someone needs a VA.
• Offer a freebie or discount to get started. If you’re having trouble landing your first client, consider offering a limited-time discount or even a free mini service to show off your skills. For example, you could offer “1 hour of free admin support” or a discounted rate for their first project. Once they see how valuable your services are, they’ll be more likely to stick around and hire you for paid work. Just be sure to set clear boundaries, so you don’t end up doing too much for free.
• Create a simple website or portfolio. If you don’t have a website yet, consider setting up a simple one-page site that explains who you are, what services you offer, and how clients can contact you. It doesn’t need to be fancy—just something to showcase your professionalism. If you’ve done any VA work in the past (even for friends or family), include it in a portfolio so potential clients can see what you’re capable of.
• Leverage testimonials. Social proof is powerful! Once you’ve worked with a client (even if it was a free project), ask for a testimonial you can share on your website, social media, or LinkedIn. Testimonials help build trust and make it easier for potential clients to see the value of working with you.
• Stay visible. Keep putting yourself out there, even when business is slow. Regularly post on social media, share helpful tips related to your services, and engage with potential clients. The more visible you are, the more likely you are to get noticed. Building a client base takes time, but staying consistent and engaged will pay off.

Attracting clients is a combination of networking, building relationships, and staying persistent. Don’t worry if it takes a little time to land your first few clients—just keep putting yourself in the right places, and soon enough, the clients will come to you!

10. Build Your Team as You Grow

Once your Virtual Assistant business starts gaining momentum, you might find yourself juggling more clients and tasks than you can handle. That’s a good thing—it means your business is growing! When you reach this point, it might be time to think about building a team to help you manage the workload. This doesn’t mean giving up control of your business; it just means bringing on support so you can focus on high-level tasks and keep growing.

Here’s how to approach building a team without feeling overwhelmed:

• Start by identifying tasks you can outsource. Before you hire anyone, think about the tasks that take up most of your time or the tasks you’d rather not do. These might be things like scheduling, invoicing, or even certain client work that’s repetitive. By offloading these tasks, you can focus on the parts of your business that require your expertise and leadership.
• Consider hiring subcontractors or specialists. You don’t need to hire a full-time employee to build a team. Many VAs start by bringing on subcontractors or freelancers to help with specific tasks. For example, if you offer social media management but it’s not your favorite task, you could hire a social media specialist to handle it for your clients. Or if you need help with your own business admin, you could hire another VA to support you behind the scenes. The key is finding people who complement your skills.
• Hire for your weaknesses. Think about the areas of your business that you’re not as strong in or don’t enjoy as much. Maybe you’re great at project management but struggle with graphic design, or you love client communication but don’t enjoy bookkeeping. Hiring team members who excel in these areas can help you deliver better service and free you up to focus on what you do best.
• Build a team of reliable, like-minded people. When you’re looking for subcontractors or freelancers, it’s important to find people who share your values and work ethic. You want team members who are dependable, professional, and aligned with the vision you have for your business. Don’t be afraid to ask for recommendations or interview several people before making a decision—you want to feel confident they’ll represent your business well.
• Create clear processes for your team. Just like you’ve created processes for your own business, it’s important to set up clear workflows and expectations for your team. Make sure your team members understand how you work, what your standards are, and how tasks should be handled. Tools like Asana, Trello, or Slack can help keep everyone on the same page and streamline communication.
• Set up agreements and contracts. Even if you’re working with subcontractors, it’s important to have a contract in place that outlines the scope of work, payment terms, confidentiality, and expectations. This protects both you and your team members and ensures that everyone is clear on their responsibilities. It doesn’t have to be complicated, but it’s worth having something in writing before you start working together.
• Delegate, but stay involved. As your team grows, you’ll need to get comfortable with delegating tasks. Trust your team to handle the work, but don’t completely step away from it. It’s still your business, so make sure you check in regularly, review the work being done, and provide feedback when necessary. The goal is to stay involved without micromanaging—find the right balance.
• Scale at your own pace. You don’t need to rush into building a huge team. Start small—maybe you hire one person to help with a few tasks and see how it goes. As your business grows and your workload increases, you can add more team members gradually. Scaling your business is about maintaining quality while taking on more clients or offering more services, so only expand as fast as you feel comfortable.
• Foster a positive team culture. Even if your team is small and remote, it’s important to create a supportive and positive work environment. Make time to check in with your team, acknowledge their efforts, and celebrate wins. Happy team members are more likely to stick around and give their best work, which ultimately benefits your business and your clients.

Building a team doesn’t mean losing control of your business—it means growing in a way that allows you to take on more opportunities while still delivering great service. With the right people and processes in place, you’ll have the support you need to scale your Virtual Assistant business to the next level.

Ready to take the next step in building your Virtual Assistant business?

I’ve put together a condensed, easy-to-follow version of this guide that you can download and keep as a reference while you grow your VA business. Whether you’re just starting out or looking to refine your systems, this handy guide will help keep you on track.

Fill out the form below to grab your free downloadable guide and get started today!