From Admin to VA: Redefining Your Career on Your Terms
A Real Talk Recap from Our July 9 Coffee, Tea & Connection Meetup
There’s something sobering about realizing your current role has stopped challenging you. For many administrative professionals, that moment sneaks up slowly, not with a dramatic “I’m done,” but with a quiet, frustrating sense of “Is this all there is?”
At our latest Coffee, Tea & Connection meetup, we got honest about that feeling. One of our guests, Rosemary, shared how her last role left her feeling disconnected, stuck in a loop of sameness with no growth in sight. She called the work environment “antiquated”—and not in a nostalgic way. There was no training, no effort to help staff evolve, and zero space to explore what was next. Colleagues confided that if they were to leave, they’d likely struggle to find a foothold in a modern administrative role elsewhere.
That’s not just a personal setback—it’s a systemic one.
If you've ever felt like your talent was being buried under outdated processes, repetitive tasks, and a lack of leadership investment, you’re not alone. But more importantly, you’re not stuck.
You’re Not Starting Over—You’re Realigning
One powerful truth emerged from this conversation: you haven’t lost your skills. You’ve outgrown your environment.
Those years of managing schedules, fielding emails, coordinating travel, and anticipating needs didn’t vanish just because your workplace got stagnant. If anything, those experiences are the very foundation of a thriving virtual assistant business.
And if caregiving is part of your story? That, too, is a masterclass in time management, communication, logistics, and empathy—all critical skills in a remote client support role.
Rosemary is currently caring for her mother while navigating her next professional steps. I’ve walked a similar path. In addition to running a business, working full-time, and raising my child, I was also a caregiver for my aunt before she passed away. It was one of the most demanding roles I’ve ever held, but also one of the most eye-opening.
Caregiving teaches you how to manage overlapping responsibilities, make quick but thoughtful decisions, and communicate clearly under pressure. You become a problem-solver, an advocate, a scheduler, and a communicator, often all within a single day.
Those aren't just life lessons; they’re transferable skills that map directly to client support, executive coordination, inbox and calendar management, and business operations.
So no, you’re not starting from scratch. You’ve already been doing high-level, mission-critical work. The only difference now is that you’re getting ready to get paid for it—and on your terms.
What You Need Now: Tools That Evolve With You
Transitioning from employee to virtual assistant means getting fluent in the platforms your clients already use. And here's the truth: if you want to serve both nonprofits and small business owners, you’ll need to be comfortable in both Microsoft 365 and Google Workspace.
This came up in our meetup when Rosemary shared how outdated her previous work environment had become, to the point where she felt behind on even the basic tools most businesses rely on today. And she’s not alone. Many administrative professionals find themselves suddenly face-to-face with platforms they never had the chance to learn.
That’s why we talked through not just what to learn, but why it matters:
Microsoft 365 is the go-to system for many established organizations, especially in the nonprofit and corporate sectors. It’s robust, structured, and packed with tools for documentation, secure communication, compliance, and scheduling. Outlook, Word, Excel, and Teams are everyday essentials for these clients.
Google Workspace, on the other hand, is often favored by entrepreneurs, coaches, creatives, and small business owners because it’s flexible, affordable, and collaborative. It’s cloud-based, intuitive, and quick to set up, which makes it perfect for fast-moving solopreneurs or startup teams that don’t want to deal with heavy IT overhead.
To position yourself as a capable and confident VA, get hands-on experience with both. Here's where to start:
1. Calendar Confidence
Scheduling across platforms can trip you up if you’re unfamiliar with them. Learn how to:
Send and accept invites
Manage availability across time zone
Set up recurring events and automated reminders
→ Start here: Set up a test calendar in Google Calendar and recreate the same schedule in Microsoft Outlook. Explore scheduling assistants, “Find a Time” features, and permissions settings.
2. Inbox Command
You’re not just checking email, you're organizing the chaos behind someone’s business. That includes:
Prioritizing messages
Flagging urgent items
Responding professionally on their behalf
→ Start here: Practice building folders, applying labels, and using rules/filters in both Gmail and Outlook. Draft sample responses or status updates and try managing multiple inboxes.
3. Document Mastery
Whether it’s internal notes or client-facing proposals, you’ll need to:
Collaborate in real time
Suggest and track edits
Control document access and version history
→ Start here: Open a shared Google Doc with a friend or colleague and practice leaving comments or suggesting changes. Then, switch to Microsoft Word and use “Track Changes” and “Review Mode.” Familiarize yourself with the differences in sharing permissions between the platforms.
Own Your Shift: From Support Role to Business Owner
The difference between being a virtual assistant and a traditional admin? Ownership.
At this meetup, we dug into what it really means to stop thinking like an employee and start operating like a business.
You’re not just taking orders, you’re setting boundaries, creating systems, and choosing the clients you serve.
Some key takeaways:
Claim your business name early and secure it on social platforms and a domain registrar
Wait before forming an LLC—understand your niche and direction first
Create SOPs (Standard Operating Procedures) for the tools you use
Say what you can do clearly—and don’t be afraid to say what you can’t (yet)
Not Sure Where to Start? Here’s How to Begin
You don’t need a logo or a website to begin—you need clarity and action. This week, try:
Brainstorm your skills. Include work and life. What are you amazing at? What do people ask you to help with?
Practice with purpose. Dive into a new tech platform. Don’t just watch tutorials—use the tools.
Outline your first three services. Start simple. Think: calendar management, inbox support, and document handling.
We’re Just Getting Started—Come Join Us
What happened on July 9 wasn’t just another virtual call—it was a reminder that we are capable of evolving, even if our old roles didn’t give us the space to.
You are not behind. You are not obsolete. You are ready to build something new.
Join us at our next Coffee, Tea & Connection meetup, where the conversations are real, the support is honest, and the guidance is actionable.
📍 Registration is open now! Secure your spot, bring your questions, and connect with others who get it.
Because this time, you're not navigating the shift alone.
