This is a Virtual Assistant case study and interview with single Mum Rachel Rose. After her divorce ten years ago, Rachel left the UK to take a six-month travel sabbatical, but instead of returning, ended up moving to Ibiza, Spain, where she still lives with her 3.5-year-old son. Rachel has been running her Virtual Assistant business since June 2024.
What did you do for a living before you became a VA?
For the last eight years, I have been an entrepreneur in the wellness industry, facilitating retreats and events, mostly in Ibiza and London. Before that, I worked for ten years as an accountant/financial analyst in corporate finance.
When did you first hear about VAs or became aware they even existed?
Being an entrepreneur, I’ve been aware of friends who had VAs, but I never thought it was something I needed, and I NEVER imagined it was what I would be doing.
What was the trigger for you deciding to become a VA?
Honestly, I was at rock bottom at the start of this year, financially and emotionally. I got burnt out the year before trying to run my events business in the same way as I had run it before becoming a mama.
My son was with the babysitters more than I wanted, and I was exhausted from working so many evenings.
Then, strangely, my events stopped selling out like they used to, and I had zero desire to continue. I knew I was at a crossroads of a big change, but I also had no idea what to do – which was pretty scary with a son to care for, pretty high living expenses in Ibiza and zero savings.
I even considered going back to corporate finance (my brain nearly exploded with this thought), and I was literally praying for a miracle.
Then I saw a post on Instagram from a friend saying she was looking for a new VA. I knew instantly this was what my next chapter was going to be. That was at the start of June this year, and it’s been incredible how fast things have progressed for me.
I’m very grateful.
Did you just leave your job or start VA-ing gradually?
My previous work had already ended, so I had to jump in with both feet, trusting it was all going to work out.
Where did you find the help or advice you needed when setting up?
Your website became my bible. I read so many of the blogs, downloaded some of the tools and started to figure out how to start without being a perfectionist and having to have everything exactly organised.
Who was your first client, and how did you get them?
Quite early on, I identified that my dream client is a wellness facilitator or coach who is already successful and has ongoing business. Someone with values similar to mine who is organised and ready to delegate but also open to receiving new ideas on how to do things.
I made a list of everyone I could think of who fitted this avatar – my first client’s name was at the top of the list.
We already loosely knew each other from working in the same wellness sector and had spoken a long time ago about potentially collaborating together (not as a VA), so I reached out to her (and everyone else on my list) with my newly created two-page PDF, and she replied saying it was perfect timing and signed up after our initial exploratory call.
I think it really helped that she knew me a little and that I have experience in the same industry.
Do you have a niche or specific areas of expertise?
My niche is inspirational leaders in the wellness and personal growth industry, and I’m so glad I have picked this type of person as I enjoy working with them so much. The industry aligns with my values, and I’m interested in what they are doing as it’s already an area that I love.
It was important for me to create a healthy work environment and to avoid doing work that feels draining and boring.
I also have specialist skills in finance, management and event production/organising, which I offer at a premium rate.
How would you say you were different from other VAs?
I’ve realised over the last few months how much of a broad range of knowledge I have, coming from running my own business. Also, as I work in wellness, I can understand my client’s businesses on a deeper level.
At the start, I was worried that I wasn’t very techie and didn’t really like using social media; I thought because I wasn’t an ‘expert’ or experienced, no one would want to hire me.
But this is all about mindset and beliefs – I chose to be confident, even during my first exploratory call when I had no idea what I was doing. I chose to be totally transparent, saying that I’d never done this before, but I knew I could do a really good job for her.
So, to answer the question of what makes me different – there are many things, but mindset and trust are huge parts of how things went so well for me.
What is the best thing about being a VA?
Choosing my own hours around my son’s school. I love working from home. I can cook dinner while I’m working, run errands when I have little breaks, listen to music when I like, take a little swim break, or catch some sun while I have lunch.
I also really enjoy the variety of work and people – I have five clients, all on monthly retainers, and the work is so different for each one.
After years of being an entrepreneur and having to generate ideas and create everything to earn enough to live and care for my son, the stability of having everyone on a retainer and knowing how much I will earn each month feels so good.
What is the hardest thing about being a VA?
I have reached my capacity of hours very quickly and would like to generate more revenue, so my next step is to look at how to do this, which is why I joined the All Stars membership group.
Boundaries – making sure I don’t get sucked into answering messages etc, out of hours!
Also, the physical part of sitting in front of a laptop for so many hours. I’ve really needed to take care of my body and take regular stretching breaks, so I don’t get headaches. Seeing a chiropractor regularly has helped a lot, though.
How virtual are you?
100% virtual, I’m based in Spain, and my clients are in the UK, Switzerland and The Netherlands. I am open to occasional in-person work, but I find being remote works best for my lifestyle and workflow.
How do you find your clients?
I’ve made a list of everyone I could think of who was my dream client or who might know someone who is my dream client and sent them my two-page PDF.
I told everyone I knew that this was my new business and asked them to recommend me if they saw anyone looking for a VA. I also did a couple of social media posts.
My first two clients came via me sending my PDF, the next client was a recommendation from a friend, the fourth came from a social media post, and the last one was the partner of my first client.
How do you manage to keep a personal/work-life balance?
Boundaries!!!! It’s up to us as Virtual Assistants to set them and hold them. Our clients can only cross them if we allow it to happen.
I am very clear about my working hours and rarely log on or answer messages outside of this time. If clients message me out of hours, this is ok, and they know I will reply the next time I’m working.
This trust from them also comes from me being consistent with my working hours and communicating if something needs more time. They know they can message me if something is urgent, and I will let them know if I can help or not.
My clients know I am with my son, and we all respect each other’s work/life balance.
I also have almost everything client-related on my laptop and chose not to add things to my phone to avoid temptation.
Otherwise, I find it very easy to get sucked into answering the odd thing here and there and then get annoyed with myself for doing it.
How do you manage the work and expectations of your clients?
On a day-to-day basis, I know more or less how many hours I need for each client. I set a timer for each one and prioritise that time solely for them (as much as possible).
At the start of each week, I send a Monday check-in message that lists what I think the priorities are. I give my clients a chance to add or edit it so I can work fairly independently for the week.
Then, on Fridays, I send a check-out message summarising the tasks I have completed, how many hours I’ve worked and the total for the month so far.
I try to avoid too many unnecessary client calls as they eat into their hours. I use Trello and WhatsApp to keep them informed.
When it comes to managing expectations, honesty and communication are key.
I’m honest about what I can and can’t do to ensure I don’t overcommit. I also communicate timescales and other work I have on so my clients are clear about my availability.
What technology, websites, or apps are invaluable to your working life?
I love Trello for our shared to-do lists, inspiration, and resources, as well as ChatGPT and Gemini for all AI queries. I’m only scratching the surface of what’s possible, but I really feel anyone not using AI is missing out on a huge time-saving tool.
I’m a spreadsheet geek and use Google Sheets or Excel for everything. I also love Google Drive as an easy way to share files my clients and I are working on.
What advice would you give to someone considering becoming a VA?
Don’t feel like you have to have everything perfect. I don’t have a website or LinkedIn profile, and I nearly let this stop me from sending out my PDF because I didn’t feel ‘professional.’
Reach out to as many people as you can think of and let them know what you are doing – more people than you realise need help and support. And don’t shy away from following up with them if you don’t get a reply.
Own your genius and expertise – be confident and believe in yourself.
People want to hire someone that they feel can get the job done with as little stress in the handover as possible. So let them know that person is you.
Create a PDF highlighting your offerings and clearly state your price and packages. There are obviously multiple ways of approaching this, as some say don’t show your prices, but personally, I would not want to waste my time speaking with someone I can’t afford.
Find clients you will enjoy working with, and don’t be afraid to say no if it doesn’t feel good.
I almost signed up someone, but I felt dread every time I had to contact them – and we hadn’t even started working together. I could tell she was going to be overly demanding, and as soon as I said no, I felt far more relaxed.
Wanna be a Virtual Assistant?If you were inspired by Rachel’s story, then sign up for my flagship DIY VA course and start your own journey today. With lifetime access and an incredible trainee-only support group, I hold your hand through the entire process and support you all the way. |
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