A virtual assistant (VA) is a remote professional who provides administrative, technical, or creative support to clients from anywhere in the world. According to DonnaPro’s hiring data, the VA industry is growing at a compound annual growth rate of 22.3%, creating expanding opportunities for skilled professionals across Europe. This guide covers everything you need to know about virtual assistant jobs – from understanding different VA roles to landing your first position and advancing your career to the executive assistant level.
A virtual assistant is typically a self-employed or agency-employed professional who provides remote administrative support services to clients. The market demand for virtual assistants continues to grow, with a compound annual growth rate of 22.3% in this industry.
Core Virtual Assistant Tasks:
To succeed as a virtual assistant, you’ll need to be tech-savvy and proficient in various software applications like Google Workspace, Microsoft Office Suite, Asana, Slack, and project management platforms.
Today’s virtual assistants can provide a range of specialized remote services, depending on their skills and interests:
Customer Care
Customer service virtual assistants handle customer inquiries, complaints, and feedback via email, chat, or phone. They manage FAQs, coordinate with teams to resolve complex issues, and ensure customers feel heard and valued.
Virtual Sales Assistance
VAs drive business growth by generating leads, qualifying prospects, and managing CRMs. They schedule sales calls, send follow-ups, and keep sales teams organized so they can focus on closing deals.
Remote IT and Cybersecurity Management
VAs with technical expertise assist in remote IT management by monitoring systems, troubleshooting issues, and ensuring software updates. They implement basic cybersecurity measures like managing firewalls, anti-virus software, and employee access controls.
E-commerce Support and Management
From managing product listings to processing orders and handling customer queries, VAs keep online stores running efficiently while optimizing listings and tracking sales performance.
Human Resources Support
VAs lighten a company’s HR load by screening resumes, scheduling interviews, and managing employee records, helping HR teams streamline operations without additional in-house hires.
Creative Content Creation
Creative VAs create engaging blog posts, newsletters, social media updates, graphics, and videos. They manage content calendars and performance metrics to keep brands fresh and engaging.
Event Planning & Coordination
From researching venues to managing guest lists, VAs in event management handle the details, coordinating every aspect of an event to ensure it’s seamless and stress-free.
While Virtual Assistants often juggle a wide variety of tasks, their role is typically focused on providing broad, task-based support. They handle responsibilities like managing schedules, organizing emails, booking travel, and conducting research – tasks that are essential but often operational in nature.
An Executive Assistant (EA) operates at a much higher, more strategic level. The distinction lies in the depth and complexity of responsibilities.
Key Differences Between VAs and EAs:
1. Strategic Partnership vs. Task Management
2. High-Level Decision-Making Support
3. Complex Project Management
4. Leadership and Influence
5. Business Acumen
The role of a Virtual Executive Assistant is a dynamic, fulfilling career path with long-term potential. For virtual assistants who want to embrace the unique challenges and opportunities of supporting high-level executives remotely, the executive assistant role offers growth, influence, and the ability to build professional excellence.
Career Benefits of Virtual Executive Assistant Roles:
1. Strategic Impact
You’re more than a task manager – you’re a trusted partner shaping workflows and decisions that drive organizational success.
2. Professional Growth
This role constantly evolves, offering opportunities to sharpen leadership, problem-solving, and organizational skills.
3. Networking Opportunities
Collaborating with top executives and teams builds relationships that can open doors to future career opportunities.
4. Pathways to Advancement
Excelling as a Remote EA can lead to roles like Chief of Staff, Operations Manager, or Strategic Advisor.
5. Flexibility and Impact
Enjoy remote flexibility while contributing to meaningful, high-level work that makes a real difference.
When considering a career as a Virtual Assistant or Virtual Executive Assistant, one of the most common questions is: how much can you earn? The answer depends on several factors, including your experience, skillset, and whether you’re freelancing or employed through a company or agency.
As a freelancer, you have the flexibility to set your rates and decide how much work you take on. However, creating demand for your services and establishing your reputation are key to maximizing your income.
Hourly Rates:
Earnings Potential: Freelancing allows you to adjust your rates as your skills and experience grow, giving you the freedom to earn more as you establish yourself.
Working with an established agency or company typically means more predictable compensation tied to your location, experience level, and the specific value you bring to clients. While freelancers negotiate each contract individually, agency employment offers salary transparency and often additional benefits like paid leave, professional development, and structured career progression.
According to DonnaPro’s European salary data, executive virtual assistants working through agencies can earn significantly above local market averages for administrative roles. The table below compares typical EU administrative salaries with DonnaPro’s compensation across European countries:
| Market Average |
DonnaPro Net Monthly
|
Difference
| |
|---|---|---|---|
| Bulgaria | €990 | €1,350 | +36% |
| Croatia | €1,130 | €1,650 | +46% |
| Czech Republic | €1,500 | €1,750 | +17% |
| Greece | €1,100 | €1,350 | +23% |
| Hungary | €1,140 | €1,400 | +23% |
| Italy | €1,470 | €1,800 | +22% |
| Latvia | €1,090 | €1,550 | +42% |
| Lithuania | €1,210 | €1,650 | +36% |
| Poland | €1,250 | €1,650 | +32% |
| Portugal | €1,160 | €1,550 | +34% |
| Romania | €1,090 | €1,400 | +28% |
| Slovakia | €1,160 | €1,400 | +21% |
| Spain | €1,380 | €1,800 | +30% |
The premium reflects the specialized nature of executive virtual assistant work compared to general administrative roles – you’re supporting C-suite executives with complex calendars, strategic projects, and high-stakes communication rather than basic data entry or scheduling.
Regardless of the path you choose, several factors influence your earning potential:
As a Virtual Assistant, your role revolves around mastering core competencies and continuously developing your skill set to keep operations running smoothly.
Essential Skills:
Virtual EAs share the foundational skills of VAs but take their expertise to the next level with strategic, high-level capabilities. According to Forbes, essential traits like creativity and authenticity are crucial for EAs, but they must also possess:
AI tools like ChatGPT are game-changers for Virtual Executive Assistants, enabling efficiency and adding strategic value to every task.
Ways AI Enhances Virtual EA Performance:
Your online presence is often the first impression employers or clients will have of you. In the digital world, first impressions have a huge impact.
Tips for Making Your Online Presence Count:
LinkedIn Optimization:
Personal Website:
Freelance Platforms:
Social Media Management:
Tailoring your resume to remote roles is crucial:
Creating a strong personal brand sets you apart from the competition:
Understanding the types of employers who hire VAs and EAs helps you target your applications and align your skills with their needs.
1. Large Corporations
Benefits of Corporate Roles:
2. Departments and Specialized Agencies
Benefits of Department Roles:
3. CEOs and Founders
Benefits of Working for Entrepreneurs or Startups:
4. Virtual Assistant and Executive Assistant Agencies
Examples:
Benefits of Agency Roles:
According to DonnaPro’s internal data, 91% of clients stay with their Executive Assistant after the trial period, and some EAs are promoted within 18 months, demonstrating the career growth potential within agency environments.
5. Placement Agencies
Benefits of Placement Agency Roles:
We’re hiring Executive Virtual Assistants across Europe. Support high-growth companies, develop strategic skills, and work with a Quality Manager who protects your boundaries and accelerates your growth.
Freelance Platforms:
Job Boards:
Cold Outreach:
Social Media:
VA Agencies:
Specialized Job Boards:
Networking Events:
Executive Assistant Agencies:
Corporate Websites:
Recruiters:
Personalize Your Application: Tailor your resume and cover letter to highlight skills and experience aligning with the job description.
Use Keywords: Incorporate job-specific keywords to ensure your application passes applicant tracking systems (ATS).
Include Metrics: Quantify your achievements (e.g., “Managed 50+ client emails daily, reducing response time by 30%”).
Attach a Portfolio: Showcase your work with samples like social media graphics, content plans, or client testimonials.
Record a Video Introduction: Stand out by creating a short video introducing yourself. Use a free tool like Loom to record your video.
“What qualities or habits have you noticed in the most successful people in this position, and how can I emulate those?”
“What’s one area of your day-to-day workflow that, if improved, would make the biggest impact on your productivity or peace of mind?”
Emphasize Strategic Thinking: Share examples of how you’ve proactively anticipated needs or solved high-level problems.
Highlight Leadership Support: Explain how you’ve acted as a gatekeeper, managed high-pressure situations, or supported key decision-makers.
Demonstrate Confidentiality: Discuss your experience handling sensitive information with discretion and professionalism.
Showcase Tech Proficiency: Mention specific tools or software you’ve mastered, especially ones noted in the job description.
Present a Professional Workspace: If it’s a video interview, ensure your background is clean, your internet connection is strong, and you’re dressed professionally.
Example Follow-Up Email:
Subject: Thank You for the Opportunity
Dear [Interviewer’s Name],
Thank you for taking the time to speak with me about the [Job Title] position. I truly enjoyed learning more about [specific aspect of the company or role].
I’m especially excited about the opportunity to [specific way you’d contribute to the role or company]. Please don’t hesitate to reach out if you need any additional information from me.
Thank you again for this opportunity. I look forward to the possibility of working with you and your team.
Best regards,
[Your Name]
Landing your first VA or VEA role is an exciting milestone. Here’s how to transition smoothly into your new role and set yourself up for long-term success.
Celebrate and Embrace the Journey: Take a moment to acknowledge your hard work, then shift focus to the exciting challenges ahead.
Master the Onboarding Process:
Establish a Strong Start:
Communicate and Build Trust:
Stay Adaptable and Keep Growing:
Track Your Achievements:
Working remotely as an EA comes with unique challenges and opportunities. Here’s how to excel in a remote environment:
Set Up a Professional Workspace:
Master Time Management:
Stay Connected:
Be Proactive:
Leverage Technology:
Prioritize Self-Care:
Qualifications for Virtual Assistants are generally less rigid compared to traditional in-house roles. Relevant experience and skills are often more critical than formal qualifications. Building a portfolio or having client testimonials can substitute for formal qualifications, especially if they highlight measurable achievements or successful projects. While formal qualifications can be an advantage in some cases, relevant experience, strong skills, and proven results are far more important for most VA roles.
The timeline to become a virtual assistant varies depending on your existing skills and experience. If you already have administrative experience and are proficient with common software tools, you could start applying for VA positions immediately. For those new to the field, investing 1-3 months in building foundational skills, creating a professional online presence, and developing a portfolio can position you well for your first VA role.
Yes, you can start as a virtual assistant with no formal experience by focusing on transferable skills from previous roles, such as organization, communication, and time management. Start by offering services to friends, family, or local businesses at reduced rates to build your portfolio. Take online courses to learn relevant tools like Google Workspace or project management software. Create a professional online presence showcasing your skills, and consider starting with simpler tasks on freelance platforms to gain experience and testimonials.
Freelance VAs set their own rates, choose their clients, and have complete flexibility over their schedule, but they’re also responsible for finding clients, handling contracts, and managing all business operations themselves. Agency VAs receive a steady stream of clients, benefit from agency support and training, and have structured workflows, but they typically have less control over rates and client selection. According to DonnaPro data, agency VAs often earn more stable income and have access to professional development opportunities that freelancers must seek independently.
Virtual Executive Assistant roles involve strategic partnership with executives, complex project management, high-level decision-making support, and leadership responsibilities. Regular VA roles focus more on task-based support, operational duties, and executing assigned projects. Executive Assistants typically earn 20-40% more than general Virtual Assistants due to the increased responsibility and strategic nature of the role.
Essential tools for virtual assistants include: Communication platforms (Slack, Microsoft Teams, Zoom), Project management software (Asana, Trello, Monday.com, Notion), Calendar management (Google Calendar, Calendly), Document management (Google Workspace, Microsoft Office Suite), Time tracking (Clockify, Toggl), CRM systems (HubSpot, Salesforce), and AI tools (ChatGPT for drafting, research, and automation). The specific tools you’ll need depend on your clients’ preferences and your niche specialization.
Research market rates in your country and niche specialization. Entry-level VAs typically charge €10-€15 per hour, experienced VAs charge €15-€25 per hour, and specialized or Executive VAs charge €25+ per hour. Consider your cost of living, desired income, experience level, and the complexity of services offered. Start conservatively and increase rates as you gain experience and testimonials. According to DonnaPro’s European salary data, agency-employed EAs in EU countries earn between €1,350-€2,220 net monthly, which can serve as a benchmark for setting equivalent hourly or project rates.
Virtual Assistants can advance to Virtual Executive Assistant roles, specialize in high-demand niches (legal, medical, real estate), transition to Chief of Staff or Operations Manager positions, start their own VA agency, or move into consulting roles advising businesses on remote operations. According to DonnaPro data, some Executive Assistants are promoted within 18 months, demonstrating significant growth potential in the field.
Successfully managing multiple clients requires: Using project management tools to track all tasks and deadlines across clients, setting clear boundaries and communication expectations with each client, blocking time for specific clients to maintain focus, prioritizing tasks based on urgency and importance, communicating proactively about your availability and turnaround times, and considering whether to limit your client load to maintain quality of work. Most successful VAs handle 2-5 clients simultaneously depending on the scope of work for each.
Common challenges include: Isolation and lack of in-person interaction, difficulty separating work and personal life when working from home, communication barriers across time zones, inconsistent income for freelancers, client management and scope creep, staying motivated without direct supervision, and keeping up with rapidly changing tools and technologies. These challenges can be mitigated through structured routines, clear client boundaries, professional development, and building a support network of other remote professionals.
Starting your career as a virtual assistant is more than just a new job – it’s the beginning of a fulfilling journey where you’ll grow your skills, build meaningful relationships, and create lasting professional impact.
The virtual assistant industry is growing at 22.3% annually, creating expanding opportunities across Europe for skilled professionals. Whether you’re starting as a general Virtual Assistant or aiming for an Executive Assistant role, the path is accessible to those who build the right skills, create a strong professional presence, and approach the job search strategically.
Key Takeaways:
According to DonnaPro’s hiring experience, candidates who invest in building specialized skills, create compelling personal brands, and approach the application process strategically have significantly higher success rates in landing remote Executive Assistant positions.
Join DonnaPro’s team of Executive Virtual Assistants supporting Europe’s ambitious CEOs. Protected deep work time, 40-hour weekly maximum, and structural systems that prevent boundary erosion.
Whether you choose the flexibility of freelancing or the stability of agency employment, the virtual assistant career path offers growth potential, competitive compensation, and the opportunity to work with leaders across industries – all while enjoying the benefits of remote work.
Related Career Guides:
Methodology Note:
This career path guide synthesizes best practices from multiple authoritative sources including career development research (LinkedIn, The Muse), HR and employment data (SHRM, Indeed), compensation benchmarking (Glassdoor, PayScale, Robert Half), business publications (Forbes, Harvard Business Review), and DonnaPro’s internal tracking of 500+ Executive Assistant career trajectories spanning 2020-2025.
Timeline estimates, salary figures, advancement factors, and progression patterns reflect aggregated data from multiple sources and should be considered directional guidance rather than guaranteed outcomes. Individual results depend on starting capabilities, performance quality, skill development pace, strategic career management, organizational opportunities, market conditions, and personal choices throughout career journey.
About This Resource:
This Executive Assistant Career Path guide was created by DonnaPro, a European executive assistant agency connecting top 1% EA talent with CEOs and founders across Europe. Drawing from 5+ years analyzing EA career progressions, advancement patterns, and long-term trajectories, we understand the factors enabling successful career advancement, sustainable compensation growth, and fulfilling long-term professional development in executive support roles. Whether you’re planning your EA career journey, seeking advancement strategies, or evaluating long-term career options, understanding the realistic progression timelines, required capabilities, specialization opportunities, and proven advancement tactics outlined in this guide creates the foundation for sustained career success, growth, and satisfaction throughout your executive assistant career.