VA Q&A

I was recently featured in a Q&A about what it's like to be a VA. It was a great experience and there were a lot of great questions. If you have any questions I'm happy to answer them as well, feel free to write them below in the comments. I hope you enjoy and get a glimpse into the world of a VA...

Would you elaborate on your current job?

A Virtual Assistant is an assistant to small business owners, large business owners, executives, and anyone who needs organization in their lives. It’s all done online, which allows the VA to have clients around the world. From writing blogs, newsletters, managing social media, making flyers and logos, data entry, online research, managing CRM’s and emails, whatever a client needs, a Virtual Assistant has many ways to assist their clients.

How long have you been working in this profession?

I started my own company EFVA, Ellie Fein Virtual Assistant, January 2020. I have 11 years of experience as an Administrative Assistant (not virtual) prior to that.

What qualities are needed or ideal for this job?

Organization. Self-motivation. Good social skills. Tech-savvy. Time management.

Could you describe a standard working day?

Currently, I have one client in Israel and the rest are in the States. I start my day doing what can be done that is not time-sensitive like online research and data entry. Work that is time-sensitive I can start at 4:00 PM IST. Things like social media and phone calls can only be done after 9:00 am USA time. I organize my day by client. I always start my day by reading emails and seeing what tasks need to be done that day and organize accordingly. I stop around 6:00 pm Israel time to say hi to family, straighten up the house and cook dinner. After dinner, I will go back to work. Some days I finish at 8:00 pm other days I can finish 11/12:00 at night.

Are there any technical skills needed for a person in this field? What are they?

Do you need to be familiar with certain software?

100%! There isn’t one specific software that a VA needs to know, but they need to be savvy enough that when a new program is presented to them, they can easily figure it out. Each client uses a different CRM, and many have other programs they use that very often I have never seen before. Often, we will have a video call where they share the screen to show me a quick tutorial. But clients don’t like to be bothered with the details, so it’s important to figure things out quickly and start being productive.

Is there former experience needed to get into this field?

Is there a preference for people who come with this background?

Yes, like I stated earlier, experience as an Executive Assistant and getting the feel for what it’s like to work in an office, taking instructions and fulfilling tasks is a crucial part of being a VA. It’s important to anticipate your clients’ needs and be able to be flexible for each client and their individual needs. My clients hire me with confidence knowing that I have experience and that I’m confident I can do a good job. Someone without that experience cannot be confident and efficient in the same way.

How's the work-life-balance in this field?

Do you have enough spare time for your family/hobbies?

This is a tough one. I actually just did a blog on this topic. The nature of my job is there are busy days that I don’t have time to be with my family and other days are quieter. I’ve learned to take the days that are not as busy to eat meals with family, go for walks with them, watch a video with them and take advantage of not having to be at my desk all day. The place my family is now is not the same it was 5 years ago. I have a son who has completed the army, one going in, a high school student who isn’t so interested in hanging out with mom and an 11-year-old. I definitely try to be with my 11-year-old as much as possible. But I have a lot more flexibility than I did when my kids were younger. I also try to have date nights with my husband and time to get together with my girlfriends. It’s not healthy for anyone to not make time for themselves and their family.

When and how did you realize you got in the right profession for you?

I realized early on when I was working as an Executive Assistant in the Yeshiva that I am really passionate about what I do. I was getting praise and positive feedback for my work. I was relied on by important Executives and had taken a messy unorganized office and made it efficient and successful. I had so much pride and joy for what I was doing before I knew it, I had a passion for it. I don’t know why it took me so long to think of doing it virtually, but since I have, I have regained the passion and excitement for doing a job well done and helping people.

What's the less glamorous side of the job?

The only thing I can think of is when I’m assigned a task I really don’t enjoy doing. Writing certain things or making certain calls are not fun for me. I do it because I value my clients and if that’s what they need I am very happy to help them, but it doesn’t mean I enjoy it.

Are there any unique challenges in this job? Can you give an example?

Often, I am assigned something for the first time, and I’m stumped! I used to spend time trying to figure it out myself. I thought it would make me look unprofessional to ask. I would not bill for the hours I would try to figure it out. It was a huge challenge for me. I’ve learned that there is nothing wrong with asking. I am confident enough in my abilities that if I don’t know something I will ask. No one knows everything…right?

Where is this field going to in the coming years? What changes do you expect?

I think VA’s will become more popular in the coming years. Especially these days, many people aren’t even working in their offices. They need someone who knows how to get the job done efficiently from a distance. Experienced VA’s will be invaluable if the dynamics of business will be changing. Time will tell.

How can we identify a skilled VA?

A skilled VA is one who understands time management, self-motivated, dedicated, efficient, tech-savvy, hardworking, and appreciates a job well done. I can’t see a skilled VA not having one of those criteria. A skilled VA needs to use his/her intelligence and anticipate the client’s needs.

What's your favorite part of your job? What attracts you to it?

I love helping people get organized and efficient. I love bringing my expertise into their work experience, especially when organization and efficiency weren’t there before. I love feeling useful, needed, and appreciated. I enjoy the work as well. I like that when I wake up in the morning, I know what needs to be done. I also love when the unexpected comes up and I’m faced with a new task or a new challenge. I love that there’s room for creativity and thinking. I’m lucky to do something I enjoy and feel passionate about. I’m lucky there’s a certain amount of flexibility in my work. I’m lucky that I can work from home, and even if I’m putting in late hours, I can still put my kids to bed, make dinners and walk the dog. I love what I do!