Virtual Assistant
A virtual assistant takes on the scheduling, correspondence and admin a business owner or manager would otherwise do themselves, usually working remotely from their own workspace.
- Median salary*
- $49,300
3.8%vs last year, before tax
- People employed*
- 12,500
0.8%vs last year
- Projected growth*
- +8%
to 2035
- AI exposure*
- Moderate
- automation risk
- Average hours*
- 38/wk
−2h vs all jobs
- Shortage status*
- Not in shortage
national
Virtual assistants work from home or a shared workspace, supporting one or several clients by email, phone and video rather than from a desk in the client's office. Many are sole traders juggling a handful of small business clients, which is what separates the role from an executive assistant or administration officer supporting one employer on site. The mix of work, whether that is calendar management, correspondence, bookkeeping or research, is set by what each client needs.
How much do virtual assistants earn?
The median full-time salary for a virtual assistant is $49,300 per annum, before tax, up $10,200 since 2018.
Pay depends heavily on whether a virtual assistant is employed or running their own business, because sole traders set their own hourly or retainer rates and carry their own costs. Employees are usually covered by an award or enterprise agreement, while self-employed assistants build income by taking on more clients or specialising in work such as bookkeeping or executive support. Experience, the industries you serve and how reliably you fill your hours all move the figure.
What does a virtual assistant do day to day?
The list below is what fills most weeks; the exact mix shifts with seniority and whatever stage the current work is at.
- Managing calendars and scheduling meetings for clients in different states or time zones
- Composing and sending emails and other correspondence on a client's behalf
- Organising digital files and project documentation in tools such as Google Workspace or Asana
- Preparing invoices, expense reports and basic bookkeeping entries for small business clients
- Following up on outstanding tasks and tracking action items in a shared task list
What skills do virtual assistants need?
Employers look for data analysis, bookkeeping and ledgers, backed by Microsoft Office 365 fluency and strong written communication.
Specialist skills
- Data analysis
- Bookkeeping and ledgers
Software and tools
- Microsoft Office 365
- Google Workspace
- Asana or Monday.com
- Slack
- Calendly
General skills
- Written communication
- Attention to detail
- Time and deadline management
- Stakeholder management
- Problem solving
Is the job growing?
About 12,500 people work as virtual assistants in Australia, and employment is projected to grow 8% over the decade to 2035. That's modest growth: demand is steady rather than booming.
How do you become a virtual assistant?
Here's the path most virtual assistants take, step by step.
- 1Build the office and software skills first
A Certificate III or IV in Business or a Diploma of Business at TAFE covers the records, correspondence and systems the work runs on. About 38% of people in the role hold a bachelor degree, but it is not a requirement.
- 2Get hands-on experience in an office
Most virtual assistants start in administration, reception or personal assistant work, where a supervisor checks their diary management, handling of confidential information and client contact before they do it alone.
- 3Choose a specialism
Bookkeeping, social media, project coordination or executive support each attract a different kind of client and let you charge for work you know well. Preparing and lodging business activity statements for clients requires meeting the Tax Practitioners Board requirements for a BAS agent.
- 4Set up the business side
Sole traders need an ABN, professional indemnity insurance, a written service agreement covering hours and rates, and a system for invoicing and keeping tax records. If you hire help, payroll and super obligations follow.
- 5Find the first clients
First clients often come from former employers, word of mouth or local business networks rather than job ads, so former managers and colleagues are worth approaching directly once you have a clear list of services.
Ready to apply as a virtual assistant?
Whether you're working toward becoming a virtual assistant or already are one and want a hand with the next step (sharpening your resume for ATS screening, tightening your cover letter, or knowing what you'll actually be asked at interview), here are examples grounded in this specific role, not generic templates.
What jobs can a virtual assistant move to?
Moving into Executive Assistant typically comes with the biggest pay rise, worth $46,000 a year more on average.
| Move to | Typical pay change | Overlap | Retraining |
|---|---|---|---|
| Executive Assistant Virtual assistant diary, email and travel skills transfer to executive assistant work, with a short course to manage senior stakeholders. | +$46,000 | 57% | short course |
| Personal Assistant Virtual assistant scheduling and correspondence skills suit personal assistant work, though formal retraining may be needed for in-person executive support. | +$46,000 | 42% | reskill |
| Secretary Virtual assistant typing, diary and client correspondence skills carry into secretary work, with a short course to refresh office procedures. | +$35,300 | 45% | short course |
| Sales Coordinator Virtual assistant client communication and admin skills can lead into sales coordinator work, with a short course in sales processes. | +$10,500 | 47% | short course |
| Administration Officer A virtual assistant already handles scheduling, records and correspondence, so moving into an administration officer role needs little retraining. | +$8,900 | 67% | minimal |
Moves are chosen from Jobs and Skills Australia's Data on Occupation Mobility, which follows income tax records between 2011-12 and 2020-21, together with entry requirements and skill overlap. A known move is one people were seen making in that data. Pay change compares median full-time pay for the two roles.
Who works as a virtual assistant?
The typical virtual assistant is 41 years old; 78% are women, 62% work full-time, and full-timers average 38 hours a week.
- 41
- Median age
- 78%
- Female share
- 62%
- Full-time
- −2h
- vs all-jobs avg
What's it like being a virtual assistant?
The rhythm of the week is set by other people's deadlines: inboxes to clear, meetings to schedule and invoices to send, often with several clients needing something at once. It suits someone organised, comfortable working alone and willing to set clear boundaries about when they are available, because there is no office door to close at the end of the day. The flexibility is genuine, and so is the uncertainty that comes with income that depends on clients staying.
What people like
- Flexibility over when and where you work. You can shape the day around school hours or a move interstate, as long as the work is done when clients expect it.
- Variety across clients. A bookkeeper, a consultant and a small retail business in the same week means different tasks, different tools and different industries.
- Seeing a business run better because of you. Setting up a filing system or a scheduling routine that saves a client hours each week is visible, practical work.
- Setting your own rates. As a sole trader you decide what you charge and which work you take on, and this is where earnings can grow over time.
What people find hard
- Income depends on keeping clients. Quiet months happen when a client leaves, and finding a replacement takes time you are not paid for.
- Clients who expect you to be always available. Without agreed hours set out up front, messages arrive in the evening and on weekends and the work spreads across the whole day.
- Working alone. There is no team to ask when something is unclear and no one to share the load in a busy week.
- Unpaid business admin. Invoicing, chasing late payments, insurance and tax records take hours that no client pays for.
Based on our synthesis of professional-body surveys and public accounts of the role, not first-person verified reviews.
Which industries employ virtual assistants?
Professional, scientific and technical services employs the largest share of virtual assistants, followed by Administrative and support services.
Top employing industries
- 1Professional, scientific and technical services
- 2Administrative and support services
- 3Financial and insurance services
- 4Education and training
Ranked by employment share; the source doesn't publish an exact percentage per industry.
| Bachelor degree | 38% | |
|---|---|---|
| Diploma / Advanced Diploma | 24% | |
| Certificate III/IV | 20% | |
| Postgraduate | 10% | |
| Other | 8% |
Will AI replace virtual assistants?
Virtual assistant work sits in the middle: most of the individual tasks can be partly automated, but the job rests on trust, confidentiality and knowing a client's preferences, none of which a tool manages on its own. Scheduling software and email assistants already handle the routine parts of the day, which frees time for the client relationships and problem solving that keep the work coming.
Share of typical working time by exposure level
- Scheduling meetings and managing diariesTools such as Calendly and calendar assistants find slots and send invitations, but someone still has to know which meetings matter and juggle clients in different time zones.30%moderate
- Drafting and answering routine emailAI writing assistants now produce a usable first draft of standard replies, so the assistant's time goes on the messages that need judgement about tone or a decision.25%high
- Invoicing, expenses and bookkeeping entriesReceipt scanning and ledger software categorise and reconcile most transactions automatically, leaving the assistant to check the exceptions and chase the paperwork.25%high
- Client calls and sorting out problemsWhen a supplier has been paid twice or a client changes plans at short notice, the assistant works out what happened and reassures the person on the other end of the phone.20%low
Common questions about becoming a virtual assistant
Straight answers to the questions people ask most.
How much does a virtual assistant earn?
The median full-time pay is $49,300 per year before tax. Sole traders set their own hourly or retainer rates, so their income depends on how many clients they hold, while employees are usually paid under an award or enterprise agreement.
How do you become a virtual assistant?
The usual path is a few years in administration, reception or personal assistant work, backed by a certificate or diploma in business, then moving to remote clients. Strong email writing, confidence with calendar and file software, and one specialism such as bookkeeping will get you further than offering everything to everyone.
Are virtual assistants in demand?
Virtual assistants are currently not in shortage, and employment is projected to grow 8% over the decade to 2035. Openings come mostly from small businesses that need admin help without a full-time employee, so the work is spread across many industries rather than concentrated with a few large employers.
Will AI replace virtual assistants?
Parts of the job are already automated: scheduling tools book meetings without the back and forth, email assistants draft routine replies, and software can sort receipts and invoices. What stays with a person is knowing what a client actually wants, handling confidential information, fixing problems when a system fails and managing the relationship, so the role is shifting towards setting up and overseeing these tools rather than disappearing.
What can a virtual assistant move into?
Administration officer work uses the same scheduling, records and correspondence skills, needs little retraining and pays $8,900 more. Executive assistant roles build on diary, email and travel coordination and pay $46,000 more, usually with a short course in supporting senior stakeholders. Many virtual assistants instead grow their own business by taking on more clients or specialising, which is often where earnings increase.
How do virtual assistants find clients?
First clients often come through former employers, word of mouth and small business networks rather than job ads, so it helps to have examples of work you have done well. A clear service list, a written agreement setting out hours and rates, and a couple of client references make it easier to turn a conversation into paying work.
Related roles
- Administration Officer
- Executive Assistant
- Personal Assistant
- Secretary
- Sales Coordinator
- Administration Officer
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