How to become a virtual assistant in Australia: Salary & job guide

Learn how to become a virtual assistant and ditch the office

Thousands of Australians are earning solid incomes from home by handling other people’s admin, bookkeeping, social media and miscellaneous tasks. The need for virtual assistants has blown up from a niche side hustle into a legitimate career path as businesses realise they don’t need full-time staff for every function.

Independent contractors now make up 7.5% of all employed Australians, jumping from 1.0 million in August 2023 to 1.1 million by August 2024. That growth shows how businesses are embracing flexible work arrangements and professional choosing autonomy over traditional employment.

This guide breaks down how to become a virtual assistant in Australia, whether you have some experience or none at all. 

What is a Virtual Assistant?

Virtual assistants are independent contractors who handle business tasks remotely for clients in different industries and locations. Instead of commuting to an office every day, you’re managing someone’s calendar from your lounge room, doing their bookkeeping from a café or sorting their inbox whilst travelling around Australia.

A virtual assistant is different from a traditional office assistant because the latter works set hours for one employer in one location. VAs build businesses around multiple clients, which means more variety in your work and control over your income.

This setup works for all parties because you’re not tied to one employer’s schedule or location and the employer can hire you for as many or as few hours as they need. You pick the clients you want to work with, the services you want to provide, how much you want to make and the hours you want to work. Most communication happens through Slack, email or Zoom, whilst project management tools like Asana or Monday.com keep everything organised.

What does a Virtual Assistant do?

Virtual assistants do whatever needs doing to keep a business running smoothly without being physically present in an office. Your actual work depends entirely on which clients you take on and what skills you bring. You’re the person answering customer questions at 9 a.m., updating spreadsheets at 11 a.m. and editing blog posts at 2 p.m., all for different clients who’ve never met you in person but still depend on you to keep their business running.

This role works because most small businesses have piles of work that doesn’t necessarily justify hiring someone full-time. They might need three hours of bookkeeping per week, not a full-time bookkeeper. They need someone checking their inbox once a day, not a salaried receptionist. VAs fill these gaps by splitting their time across multiple clients who each need partial support rather than one employee who needs you for 40 hours a week.

Core VA tasks

Your responsibilities will change depending on who’s paying you, but these are some of the most common tasks for virtual assistants:

• Admin work: You’ll sort through mountains of emails, draft communications, maintain organised file systems and enter data into software.

• Scheduling coordination: You’re arranging meetings between people in different time zones, booking flights and accommodations and managing appointment calendars.

• Financial admin: You can help create and send invoices, record expenses, follow up on unpaid bills and prepare basic financial reports.

• Customer service: Part of your job might be to reply to questions from confused customers, manage chat widgets on websites, respond to social media comments and solve customer problems before they escalate.

• Content production: You might write articles, create graphics using Canva, schedule social media posts or edit marketing materials.

Types of virtual assistants

Your work will be drastically different depending on which industry and client type you’re supporting. These are the most common types of virtual assistants in Australia:

Why Australian businesses hire VAs

Businesses turn to VAs because traditional hiring is expensive, slow and sometimes risky. Nearly a third of employing businesses struggle to find the right staff, which makes VAs an attractive alternative that completely avoids most recruitment headaches. 

These are the reasons why Australian companies are hiring tonnes of VAs right now:

• Financial advantages: Businesses that hire VAs don’t have to pay for extra office space, computers, superannuation, annual leave or sick leave whilst still getting competent help.

• Small businesses: Since 97.3% of Australian businesses are classified as small, most of them can’t afford full-time staff for every business function they need.

• Adaptable arrangements: Businesses can increase VA hours during growth periods, reduce them during slowdowns or hire temporary projects without having to set up formal employment contracts.

• Widespread remote acceptance: With 36% of employed Australians working from home as of August 2024, businesses already have the systems and mindset for managing remote workers.

Virtual Assistant salary & pay in Australia

Virtual assistants in Australia can have very lucrative careers, especially once they move beyond basic admin work into specialised services. Your earning potential grows as you gain experience and build a reputation that lets you charge what you’re worth rather than competing on price alone. Consider all the virtual assistant salary and pay factors below.

Average VA hourly rate

What you earn per hour depends heavily on how long you’ve been doing VA work and what skills you bring;

Monthly and annual salary ranges

Your employment structure also affects how much money you can earn. If you’re a full-time freelance, then your job is directly correlated with how many clients you have and how many hours you’re willing to work.

Factors that affect VA pay

You can also command a premium if you possess some of the most valuable VA skills. These are the factors that affect virtual assistant pay rates:

How having a Certificate IV in Business Admin can boost your rates and client trust

Formal qualifications separate you from competitors who are just winging it. More than 90% of employment growth over the next decade will be in jobs requiring post-secondary qualifications, though only half of that growth needs university degrees. This makes vocational certificates like the Certificate IV incredibly valuable for career development.

Can you become a VA with no experience?

Yes, you absolutely can become a virtual assistant without prior VA experience, but you’ll need to highlight existing skills and present yourself professionally to land your first clients. 

Most people already have relevant abilities from previous jobs or even just managing their own lives. The challenge isn’t having the skills but proving you have them to clients who’ve never met you and need to trust you’ll handle their business properly.

Transferable skills: communication, organisation, digital literacy

Competition is fierce since remote work exploded in popularity after the pandemic. You need something that sets you apart from dozens of other people applying for the same entry-level VA positions, like a Certificate IV or Diploma. These are the most in-demand skills for VA work along with the right certifications to acquire or strengthen them:

How to become a VA

Becoming a virtual assistant in Australia doesn’t have to be overwhelming when you tackle it systematically. Follow these ten steps and you could land your first client within a few months:1. Develop VA skills with Monarch Institute courses

Start by building credible skills through recognised training rather than just claiming you’re good for your word. Monarch’s Certificate IV in Business (Administration) teaches you the exact skills that clients expect from professional VAs. You’ll learn how to communicate, create documents, manage spreadsheets, coordinate projects and collaborate digitally in just 12 months.

2. Choose your niche

Specialising in a specific niche helps you stand out instead of competing with every other generalist VA. These niches are the most popular:

3. Set up your business structure

Get your legal basics in order before starting to take on clients:

• Australian Business Number: Register for free through the Australian Business Register so you can send proper invoices and claim business expenses.

• Business name: Consider registering a business name if you want something more professional than your personal name.

• GST registration: Required once you earn over $75,000 per year, though many VAs register earlier to look more established.

• Professional indemnity insurance: Protects you if clients claim your work caused financial loss.

4. Build your professional presence

Create your profile across different sites to show clients you’re legit:

• LinkedIn profile: Highlight your Monarch qualification, specific services and the types of clients you work with.

• Simple website: Use WordPress or Squarespace to show off your testimonies and share your services and rates.

• Portfolio samples: Include practice documents from training even if you don’t have real client work yet.

5. Define your services and pricing

Start with hourly rates between $35–$50 if you have a Certificate IV or $25–$35 without formal qualifications. Research what other Australian VAs are charging by checking job boards and VA group discussions. Consider package pricing once you understand how long it takes to complete certain tasks, offering set rates for recurring services like “10 hours of monthly work for $450.”

6. Create your service packages and contracts

Create clear service offerings with proper contracts that protect both parties. Use written contracts specifying scope, payment terms, revision policies and termination conditions. Here are some sample VA packages:

7. Find your first clients

Cast a wide net when starting out:

• Airtasker: Best for local Australian businesses posting admin tasks.

• Upwork and Freelancer: More competition with international VAs, but plenty of opportunities.

• Facebook groups and Reddit: Join Australian VA communities where members share job leads.

• LinkedIn networking: Connect with business owners and mention your services.

8. Set up your working systems

Choose project management software like Asana or Trello to track tasks across clients. Use Toggl or Clockify to track your time so you can price your services accurately. Having organised systems make you look professional and prevent things from falling through the cracks.

9. Handle invoicing and payments

Get your finances in order before you even begin with:

• Invoicing software: Use Xero, MYOB or Wave to create professional invoices with your ABN.

• Payment terms: Clearly state “due within 7 days” or “Net 30” and follow up on overdue invoices.

• Payment methods: Accept bank transfer, Wise or Stripe depending on client preferences.

• Record keeping: Track all income and expenses meticulously for ATO reporting.

10. Scale and grow

Request testimonials from satisfied clients since word-of-mouth brings quality work without price competition. Raise rates every year as you gain experience and grow your client base. Once fully booked, hire subcontractor VAs to handle overflow whilst you manage client relationships. Some successful VAs eventually run agencies employing multiple subcontractors.

FAQs: Pay, pathways & potential

Can a beginner be a virtual assistant?

Yes, many people start VA work with no prior experience. You’ll need to highlight transferable skills from previous jobs and present yourself professionally to compete with more experienced VAs.

What qualifications do you need to be a virtual assistant?

You don’t legally need any qualifications, but a Certificate IV in Business (Administration) improves your earning potential and makes landing your first client so much easier. Clients trust qualified VAs more.

Can a virtual assistant be a side hustle?

Absolutely. Many VAs start part-time whilst keeping their day jobs, working evenings and weekends until they’ve built enough clients to transition full-time. Start small and scale up.

Can a stay at home mum be a virtual assistant?

Yes, being a virtual assistant is a great job for stay at home mums looking for flexibility and some extra income. You can work around school hours and family commitments while building up your resume.  

What skills do virtual assistant jobs require?

• Strong written and verbal communication

• Calendar and schedule management

• Basic bookkeeping and invoicing

• Proficiency with common business software

• Time management skills

• Customer service skills

Build the flexible career you really want

Most people spend months researching VA work before ever sending their first invoice. Don’t be that person. The market needs competent VAs right now and waiting won’t make you more prepared.

Get trained through Monarch’s Certificate IV in Business (Administration) so you’re not just another beginner claiming to be reliable. Formal qualifications let you skip the bottom-tier clients and charge what your time is actually worth. 

Check out Monarch’s Business and Management courses to see which one is right for you.