How to Go from Being a Good Virtual Assistant to a Great One
What really separates a good Virtual Assistant from a great one? What’s the difference between the VA who earns $20 an hour and the VA who earns $2,000 or more a month working with premium clients?
The answer isn’t just in the tasks they complete—it’s in their mindset, approach, and how they put their clients first. If you’re looking to level-up your Virtual Assistant business and start landing high-paying clients, it’s time to focus on becoming a client-first VA.
We’re diving into what it truly means to be a great Virtual Assistant, and how you can stand out in a crowded market to attract the clients who are ready to pay top dollar for your services.
The Virtual Assistant Client-First Approach: What It Really Means
One of the most important distinctions between a good Virtual Assistant and a great one is the client-first approach. Now, don’t get this confused with being a doormat or doing everything your client asks with no boundaries. That’s not what we mean by client-first.
A client-first VA is someone who cares deeply about their client’s success and is mindful, thoughtful, and proactive in supporting them. You’re not just checking off tasks on a to-do list; you’re looking out for your client’s best interests.
It’s about understanding what your client needs—sometimes even before they do. For instance, if you’re working with a business owner who’s busy and juggling a million things, they might not have time to remember every little detail of an upcoming Zoom meeting.
Instead of just showing up on time like a good VA, a great VA will send a reminder with the Zoom link ahead of time so their client doesn’t have to search for it. That’s a simple example, but it’s the mindset that makes all the difference.
It's Not About the Skills, It's About the Experience
A lot of new VAs worry about whether they have the right skills or background to succeed. But here’s the truth: most clients aren’t hiring you solely for your technical skills. They’re hiring you for the experience you create.
Think about it like this: A client-first VA doesn’t just complete tasks, they create an experience that makes the client feel supported, understood and appreciated. This is what allows you to charge premium rates and land those high-ticket clients.
It’s not about being perfect at everything from day one. Instead, it’s about how you approach the work and the value you bring through your attitude, thoughtfulness, and care for the client’s business.
A great VA understands that their role is not only to complete tasks but to help their client’s business grow. This means taking initiative, thinking beyond the task at hand, and offering proactive solutions that align with the client’s goals.
Practical Differences Between Good and Great Virtual Assistants
You’re probably wondering what the actual difference between these two VAs looks like. That’s a fair question! Let’s take a closer look at the practical contrasts between a good VA and a great, client-first VA.
Imagine we had a camera following both types of VAs throughout their day. Here are a few things we might see and how each VA would handle them.
Meeting Preparation
A good VA shows up to a Zoom meeting on time…
A great VA sends the meeting link ahead of time, takes detailed notes during the meeting, and sends a follow-up email outlining the next steps for both themselves and the client. They also include deadlines and important details so the client doesn’t have to ask for them later.
Inbox Management
A good VA organizes their client’s inbox, sorts emails into folders, and flags important ones…
A great VA goes further—they set up filters and automated processes to streamline inbox management, and they work with the client to ensure that the system is personalized to their needs and workflow. It’s not just about organizing emails; it’s about creating a system that saves the client time and mental energy.
Task Execution
A good VA gets tasks done on time…
A great VA not only completes tasks on time but also thinks ahead, planning projects with the client and identifying potential roadblocks before they happen. They’re thinking strategically, not just operationally.
Client Relationship
A good VA remembers their client’s birthday and sends a quick birthday email…
But a great VA goes beyond that—they celebrate other special or momentous events, send thoughtful gifts for personal milestones, and genuinely care about their client’s life and business. These small but meaningful gestures help to build trust and loyalty.
The Secret Sauce to Becoming a Great Virtual Assistant: Being Proactive
One of the biggest differences between a good and great VA is proactivity. A good VA will wait for instructions (i.e. maintaining an employee mindset), while a great VA will always be thinking ahead (taking on a business owner mindset). They’ll ask themselves, “What does my client need next?” or “How can I make this process smoother for them?”
For example, if your client asks you to switch content from one platform to another (say a course they built from Thinkific to Kajabi), don’t just dive in without asking questions. A great VA will first ask, “Why are we switching? What’s the goal here? Is there something that’s not working with the current platform?” By asking these questions, you can help your client make better decisions and avoid unnecessary work and added expenses.
Your clients are entrepreneurs, and entrepreneurs are sometimes known to get caught up in “shiny object syndrome”—they’re constantly chasing new tools or strategies without stopping to assess whether it’s really what they need. As a great VA, your job is to help them stay focused on what truly matters: growing their business.
Celebrate Your VA Clients’ Wins and Special Moments
Another crucial element of being a great VA is building strong, lasting relationships with your clients. This isn’t just about being good at your job; it’s about making your client feel like you’re truly invested in their success.
One of the best ways to do this is by celebrating your client’s wins—both big and small. Did your client’s business hit a major goal? Send them a thoughtful gift or even just a congratulatory message.
Remembering important dates like birthdays or family events shows that you’re paying attention and that you care about them as a person, not just as a paycheck.
For instance, I had a client whose daughter was graduating from preschool. I remembered the date, and on the day of the graduation, I sent them a Starbucks gift card with a note to buy cake pops for her and her daughter to celebrate. My client was blown away and actually cried because she was so touched that I remembered.
She even told me she’d never work with anyone else again! These small gestures create an emotional connection that builds loyalty—and clients who are loyal to you will pay for your services time and time again.
Pro tip: Sending client gifts is not only a great way to build relationships, but it’s also a business expense—so you can write it off come tax time! 😉
Position Yourself as a Trusted Partner, Not Just a Task Completer
At the end of the day, being a great VA means transforming from a simple task completer to a trusted partner in your client’s business. This doesn’t mean you take over their company, but it does mean you’re more than just someone who does what they’re told.
You’re a collaborator. You’re someone who sees the big picture and isn’t afraid to speak up when you see a better way of doing things. Sometimes, that means telling your client what they need, even if it’s not what they’re asking for.
Here’s an example: I had a client who was frustrated that her team wasn’t meeting deadlines. She thought the issue was with her employees, but as I observed her processes, I realized that the real problem was her micromanaging. She was so involved in every step of the process that she was actually the bottleneck.
I gently pointed this out to her, and together, we worked on streamlining her workflow so that she didn’t need to approve every little detail. This freed up her time and got projects moving again.
Clients don’t always see the bigger picture because they’re so deep in the day-to-day operations. A great VA is someone who helps them zoom out and see what’s really going on.
Client-First Thinking Separates “Good VAs” from “Great VAs”
The key takeaway here is that being a great VA is about adopting a client-first mentality. It’s not about having the perfect skillset or being a Jane-of-all-trades. It’s about thinking strategically, anticipating needs, and going above and beyond to deliver an exceptional experience for your clients.
When you can do this, you’ll set yourself apart from the sea of “good” VAs and become someone your clients can’t live without. You’ll not only command higher rates, but you’ll also build long-term, loyal relationships with clients who value the incredible service you provide.
If you’re ready to level up from a good Virtual Assistant to a great one and start landing premium clients, it’s time to get serious about your strategy. The VA Accelerator is designed to help you become a client-first VA and build a business that pays you what you’re worth.
Apply for the VA Accelerator waitlist today and get the support, community, and mentorship you need to transform your VA business. Don’t wait—start building a business that works for you and your clients with a proven strategy.
Photo by: Vlada Karpovich
