Welcome to the Career Exploration series! In this self-guided module, you are beginning an exciting journey to discover and develop skills that align with potential future careers. Each week, you'll explore a new career path and gain hands-on experience with tools and tasks related to that field. This week, you’ll dive into the world of virtual assistants—a rapidly growing profession that plays a key role in supporting businesses and entrepreneurs. Through this module, you'll learn about the responsibilities of a virtual assistant, practice relevant skills, and gain insights that will help you decide if this career is a good fit for you.
Please ensure you read each section carefully. Estimated time to completion are below.
Introduction (1 hour)
Skills and Tools (1 hour)
Communication and Email Management (1 hour)
Calendar and Task Management (1 hour)
Research and Data Entry Tasks (1 hour)
Social Media Basics (1 hour)
Time Management and Working Remotely (1 hour)
Administrative assistants are essential team members who keep businesses, organizations, and offices running smoothly. They provide vital support by managing schedules, organizing files, handling communication, and assisting with a wide range of administrative tasks. Whether working in a medical office, school, government agency, or corporate setting, administrative assistants play a key role in helping teams stay organized and efficient. In this section, you’ll explore what it means to be an administrative assistant and begin to discover whether this path might be a good fit for your strengths and interests.
Description: This video gives an overview of the daily responsibilities, required skills, and work environment of an administrative assistant. It includes helpful insights into what a typical day might look like in this role.
Note:The video also discusses the average salary for administrative assistants in the United States. Please keep in mind that salary information can vary widely depending on the country or region you live in, the industry you work in, and your level of experience.
After watching, take a moment to think about which parts of the administrative assistant role seem most interesting to you.
While many administrative assistants work in traditional office settings, there has been a significant rise in virtual assistant roles in recent years. These positions offer similar responsibilities—such as managing communication, scheduling, and data entry—but are often performed entirely online. This shift has created new opportunities for remote work across industries, making the administrative profession more flexible and accessible. To help you understand this growing trend, the following article introduces the role of a virtual assistant and explores how it compares to in-office administrative support.
Read: What Is a Virtual Assistant?
As you explore the career of an administrative assistant, it’s important to understand how you can prepare for this profession through formal education. The Administrative Assistant certificate is one of the job-ready certificates offered through BYU-Pathway Worldwide. This program is designed to teach the practical skills employers are looking for—such as office technology, communication, and workplace professionalism.
While this module will only skim the surface of the administrative assistant role, the certificate program goes much deeper and provides structured, in-demand training. Completing the certificate will give you a recognized credential you can list on your résumé, which can improve your chances of getting hired or promoted.
Spend ten minutes learning about the certificate here: BYU-Pathway Administrative Assistant Certificate
Time: 20 minutes
After completing the following three learning activities:
Watch: A Day in the Life of an Administrative Assistant
Read: What Is a Virtual Assistant?
Explore: BYU-Pathway Administrative Assistant Certificate
Write a reflection (300–500 words) answering the following questions:
What interests you most about the administrative assistant career?
What are the biggest similarities and differences between in-office and virtual assistant roles?
What new skills or tools did you learn about that are important in this field?
How do you think earning the Administrative Assistant certificate could help you reach your career goals?
This reflection will help you connect what you’re learning to your long-term goals and consider whether this is a path you want to pursue further.
To stay organized and keep track of your progress throughout this module, create a dedicated folder in your Google Drive named "Administrative Assistant." Save all your completed activities, reflections, and notes in this folder. Be sure to set the sharing settings to “Anyone with the link can view,” as you’ll be required to submit this folder link during your self-evaluation at the end of the module. Keeping your work in one accessible place not only helps you stay on track, but also models the kind of file organization and digital communication skills that are essential in administrative roles.
In this hour, you’ll explore the essential skills and tools that make administrative assistants effective in their roles. Administrative assistants are often the backbone of an office, responsible for keeping things organized, on schedule, and running smoothly. To succeed in this career, you’ll need a strong foundation in communication, organization, time management, and technology. Whether supporting a team in person or remotely, these core skills are key to helping businesses and organizations operate efficiently. Let’s dive into what makes a great administrative assistant—and how you can start building those same abilities.
To succeed as an administrative assistant, you’ll need to develop a strong mix of soft and technical skills. In this section, you will read one article and watch the embedded videos to learn about the most important skills in this field—including communication, organization, attention to detail, and proficiency with common office tools. This should take around 30 minutes.
Watch: How to Succeed as an Administrative Assistant (included in article)
Watch: 3 Skills to Increase Your Attention to Detail at Work (included in article)
In this video, you'll get an overview of essential technology tools that administrative assistants use on a daily basis. From managing emails and calendars to organizing documents and video conferencing, today’s administrative professionals rely heavily on digital tools to stay productive and efficient. As you watch, pay attention to how each tool is used and think about how these technologies could help you in your future work. Some of the tools featured are standard in many workplaces, making it especially valuable to become familiar with them now.
Now that you’ve read the article and watched the videos, it’s time to demonstrate what you’ve learned.
Instructions:
Create a short slide presentation (3–5 slides) that includes the following:
Two essential skills an administrative assistant needs
Describe each skill in your own words
Give a brief example of how the skill is used in the workplace
Two common tools used by administrative assistants
Explain what each tool is used for
Share how it helps an admin stay organized and efficient
Add visuals (icons, screenshots, etc.)
You can use Google Slides, PowerPoint, or Canva, but be sure to save the final file in your “Administrative Assistant” Google Drive folder. Make sure your folder sharing is set to “Anyone with the link can view” so you can submit it during your self-evaluation.
Strong, timely communication is the lifeblood of every successful administrative. In this hour you will observe a real client–VA exchange, practice writing a high-impact email, and use a quick checklist to make sure you’re following best industry standards for digital correspondence.
Before you press play, frame this video as a “behind-the-scenes tour” of a healthy client-VA relationship. Notice how every message does three things: (1) clarifies expectations, (2) moves the project forward, and (3) reinforces trust through tone and transparency. As you watch, keep an eye out for small habits that you can borrow and immediately weave into your own communication style.
Video (YouTube): “Communication Between Client & Virtual Assistant”
What to look for while watching
How the VA clarifies project scope and deadlines.
Specific action items the virtual assistant commits to do.
When the video ends, jot down two strategies you noticed that you’d like to adopt in your own practice.
Clients routinely judge VA reliability by how quickly and clearly you answer emails—particularly when multiple deliverables are involved. This activity will help you practice that.
Scenario: Your client, Maple Leaf Marketing, emails asking you to:
Schedule a 30-minute Zoom call next Tuesday between 10 a.m.–1 p.m. MST
Attach the latest social-media performance report
Confirm whether the team-newsletter draft will be ready by Friday.
Instructions
Draft your reply in Google Docs. Be sure to include the following elements:
Clear, searchable subject line (e.g., “Re: Next-Week Call & Report Attached – MapLeaf VA Support”).
Friendly professional greeting using the client’s name.
One paragraph per request, with bullets or bold text to make action items pop.
Attach—or at least reference—the report file.
Propose two meeting slots that fit the window (e.g., 10:30 or 11:30 a.m., specifying time-zone).
Close with a concise call-to-action, thank-you line, and branded email signature.
Save/export the finished email as a PDF named Email_Response_Hour3.pdf in your Administrative Assistant Google Drive folder. Make sure sharing is set to “Anyone with the link can view” so you can submit it during your self-evaluation.
Before sending important emails, it’s always wise to give your message one last clarity check—verifying details, tightening wording, and removing any ambiguity—so the trust you build through tone and transparency isn’t undercut by avoidable confusion.
Checkpoint Why it Matters
Subject line summarizes purpose + key action Helps busy clients sort and search threads
Friendly greeting using client’s preferred name/title Builds rapport
Purpose stated in first sentence Saves the reader time
Each request or update on a separate line/bullet Enhances scannability
Dates & times include time-zone Prevents scheduling mix-ups
All promised attachments or links included Demonstrates reliability
Tone is courteous, concise, confident Reflects professionalism
Spelling, punctuation, and formatting double-checked Protects credibility
Branded signature with alternate contact method Reinforces your VA “brand”
Response sent within agreed SLA (e.g., ≤ 24 hrs) Meets client expectations
A well-run calendar and task board let you move from “reactive” to “proactive” service. When a VA shields a client from double-booking, surfaces the next priority automatically, and flags deadlines early, the client can stay laser-focused on high-value work. In this hour you will (1) watch a hands-on calendar-management demo, (2) practice translating a messy request sheet into an organized schedule and Kanban board, and (3) run a final checklist that catches common pitfalls—especially time-zone mix-ups and vague due dates.
In the brief walkthrough below, you’ll watch an experienced VA transform a blank calendar into a streamlined command center that keeps every client commitment on track.
Video (YouTube): “Calendar Management Walkthrough For Virtual Assistants”
What to look for while watching:
The color-coding system the VA uses to separate client, team, and personal blocks.
How they confirm availability across time-zones before locking an appointment.
Quick keyboard shortcuts that speed up repetitive entries (recurring meetings, buffer holds).
Take notes on two techniques you can adopt immediately.
Scenario
Your client drops a bulleted Slack message containing five new tasks, three tentative meeting requests, and one Friday deadline extension.
Angela Thompson — Maple Leaf Marketing (Slack DM, 9:17 AM CT)
• TASK: Draft the August social-media content calendar and drop it in Drive for review by next Thursday (8/7).
• TASK: Pull June Facebook & LinkedIn ad metrics into the master dashboard—need this by Tuesday EOD.
• TASK: Research and price out at least three AI transcription tools we could demo next quarter (no hard due date—just flag when done).
• TASK: Compile and submit May expense receipts to Finance by Wednesday noon.
• TASK: Create a one-page agenda for Monday’s 9:00 AM team huddle; have it ready by Friday 3:00 PM.
• MEETING (tentative): Our PPC agency wants a 30-min sync Wed 7/30 between 10:00-11:30 AM CT—can you find a slot?
• MEETING (tentative): Donna (our CEO) would like a quick stand-up Thu 7/31 around 8:30 AM CT—please confirm.
• MEETING (tentative): New integration-partner kickoff likely Mon 8/4 at 1:00 PM CT; hold the time until finalized.
• DEADLINE UPDATE: Can we move the “Q3 Campaign Roadmap” deck originally due this Friday at 5:00 PM to next Monday (8/4) EOD? Thanks!
Your mission
Calendar:
Open Google Calendar (or Outlook) and enter each requested meeting.
Add 15-minute buffers before and after calls.
Use a distinct label for “Tentative” until the client confirms.
Apply the client’s preferred time-zone (America/Chicago).
Take a screenshot of your calendar and add it to your Google Drive folder.
Task board:
Create a new spreadsheet titled “Maple Leaf – VA Task Tracker.”
In Row 1 add the headers: Status | Task | Due Date | Priority | Link / Notes.
Use Data ► Data validation to turn “Status” into a drop-down list with options Backlog, This Week, In Progress, Done.
Enter each task from the Slack message on its own row, filling in the due date (leave blank if none) and adding links to any source files or calendar events in the Link / Notes column.
Apply Conditional formatting so the cells in the Status column change color when you move a task forward (e.g., gray for Done, green for In Progress).
Freeze Row 1 and turn on Filter views so the client can quickly sort by due date or priority.
Include a link to this spreadsheet in your Google Drive folder. Ensure anyone can view is toggled on.
Before you wrap up Hour 4, run through this quick checklist to confirm every calendar entry and spreadsheet row meets professional standards and prevents last-minute surprises.
Checkpoint Why it Matters
All events show the correct time-zone Prevents missed calls
Meeting titles start with purpose (e.g., “Kick-off: Q3 Campaign”) Helps quick skimming
Buffers added before/after high-stakes meetings Allows overrun & debrief
Priority tasks sit in “This Week” or earlier Avoids last-minute rush
Recurring tasks set with end-dates Keeps the calendar from clogging
Links between tasks ↔ calendar entries exist Maintains single source of truth
Colour scheme is consistent with client branding Makes the calendar intuitive
Daily review scheduled (10 min) to adjust Catches rolling changes early
Whether you’re compiling a competitor list or cleaning up a messy spreadsheet, accurate research and tidy data are a virtual assistant’s “credibility currency.” This hour helps you sharpen both skills so clients can trust every number, link, and fact you deliver.
Before you hit play, think of this clip as a live masterclass in turning vague client questions into crisp, verifiable answers. Erin Booth walks through her end-to-end workflow—brainstorming search terms, vetting sources, and logging findings in a clean spreadsheet—so you can see exactly how a seasoned VA keeps research fast, accurate, and client-ready.
Note: In the video, you are encouraged to try the task on your own first. This is not required. You will do this in part two.
Video (YouTube): “Free Training Task for Virtual Assistants – Research Skills”
What to look for while watching
How the presenter breaks a broad question into mini-questions you can Google quickly.
Strategies for checking source credibility (domain reputation, publish date, author).
The simple spreadsheet template she uses to keep URLs, key facts, and notes in one place.
Take notes on two tactics you can use right away.
Scenario
A solo career-coach client asks for “the five best CRM tools for coaches,” including price, free-trial length, and two standout features for each tool.
Steps
Create a Google Sheet named “CRM Research – Hour 5.”
Headers (Row 1): Tool | Monthly Price | Free Trial | Key Feature #1 | Key Feature #2 | Source URL.
Use advanced search operators (“CRM for coaches” site:.com pricing) to locate data.
Cross-check at least two sources per tool; cite the strongest one in the Source URL cell.
Use =HYPERLINK() so links stay clickable without clutter.
Tip – When prices vary by tier, list the cheapest paid plan a solo coach would likely start with.
Checkpoint Why it Matters
Every fact has a live source link Enables client verification
Prices use the same currency throughout Prevents cost confusion
Sheet tab names are clear (“CRM Research”, “Contacts – Cleaned”) Aids navigation
Names & phones follow consistent formats Supports mail-merge & dialing
No blank rows or orphan cells in the sheet Keeps data import-ready
Grammarly or spell-check run on key-feature text Maintains professionalism
Final scan for duplicates or typoed emails Protects campaign accuracy
File shared as “Viewer” link only Preserves data integrity
A polished social-media presence helps clients build brand awareness, nurture communities, and drive sales—so a VA who can plan posts, create simple graphics, and schedule content on time is pure gold.
Before you click play, picture this as a “ride-along” where an experienced VA shows how she brainstorms content ideas, batches graphics in Canva, and queues everything in a free scheduler—step-by-step and in real time.
Video (YouTube): “Social Media Management Walkthrough For Virtual Assistants”
What to look for while watching
How she turns brand goals into three content pillars.
The Google Sheets calendar she fills before scheduling.
Quick Canva tricks for repurposing one graphic across platforms.
Using Buffer’s free plan to queue and preview posts.
Make a copy of the free Google Sheets template from SpreadsheetPoint.
Rename the file “Client XYZ – Social Media Calendar (Week 1)”.
In Row 1 keep the default headers, but add two columns: Visual Link and Status.
Choose three platforms (e.g., Facebook, Instagram, LinkedIn) and draft one post per day for the next workweek.
Fill in:
Date & Time (use the client’s time-zone, Eastern Daylight Time).
Caption copy (≤125 words, brand voice).
Primary image/graphic file name.
Hashtags (3–5 platform-appropriate).
Visual Link (paste the Canva share URL).
Status drop-down: Draft, Scheduled, Posted.
Apply conditional formatting so “Scheduled” rows turn light green.
Design a square post in Canva using any free social-graphic template.
Customize colors and fonts to match the client’s branding (use the hex codes below).
Primary: Willow Blue #2E86AB
Accent: Sage Gold #F6AE2D
Dark Text: Charcoal #1B1B1B
Light Neutral: Mist #F9F9F9
Download the image as Week1_Day1.png and upload it to your Google Drive folder. Ensure anyone can view.
Checkpoint Why it Matters
Dates/times match the client’s time-zone Prevents off-hour posts
Copy is free of spelling/grammar errors Protects credibility
Image dimensions fit each platform Avoids cropping issues
Brand colors & fonts are consistent Reinforces visual identity
1-3 relevant hashtags (no banned tags) Expands reach
Alt-text drafted for accessibility Broadens audience
All Sheet links (Canva, Buffer) work Enables quick review
“Status” set to Scheduled for every post Confirms nothing is left in draft
Solid time-management habits—and the self-discipline to stick to them when nobody’s watching—separate reliable VAs from the rest. In this hour you’ll explore proven techniques, build a realistic weekly schedule, and gauge how remote-work-ready you really are.
Before you dive into the article, focus on spotting one new tactic you can test in your own week—whether it’s time-blocking, an Eisenhower matrix, or batching similar tasks.
Article (LinkedIn): Maria R. Santos, “How to Manage Your Time Effectively as a Virtual Assistant”
While reading, jot down:
One mindset shift that resonated (e.g., “treat your calendar as a contract”).
One tool or framework you haven’t tried yet (e.g., Pomodoro, RescueTime reports).
Create a new Google Sheet and name it “My VA Schedule – Sample Week.”
Drive → New → Google Sheets
Set your time grid:
In Column A, type time blocks from 8:00 AM to 5:00 PM in 30-minute intervals (e.g., 8:00 AM, 8:30 AM …).
Select the column → Format › Number › Time for clean display.
Drag-fill the first two cells to autofill the rest.
Add weekdays as headers:
In Row 1, enter Mon, Tue, Wed, Thu, Fri across Columns B–F.
Center-align headers (⌘/Ctrl + Shift + E).
Freeze Row 1 and Column A so headers stay visible.
View › Freeze › 1 row / 1 column
Insert a “Status” column in Column G (to the right of Fri).
Add drop-down validation (Data › Data validation): Planned, In Progress, Done.
Use Reject input for anything outside the list.
Allocate your 25 billable hours:
Client A (10 hrs): Shade blocks in Willow Blue #2E86AB.
Client B (8 hrs): Shade blocks in Sage Gold #F6AE2D.
Client C (7 hrs): Shade blocks in Light Gray #D9D9D9.
Block 90-min focus sessions in peak-energy slots; sprinkle 15-min breaks/buffers after each.
Tip: Hold ⌘/Ctrl while selecting non-contiguous cells, then fill color.
Add admin & email checks: two 30-min slots daily (say 11:30 AM and 3:30 PM).
Color them light yellow so they stand out.
Keep these in the Schedule grid—don’t add extra rows.
Type “Shutdown Review” in the last row (4:30 PM slot) Monday–Friday.
Italicize or bold for emphasis.
Apply conditional formatting to Column G (Status):
If Done → cell turns green.
If In Progress → amber.
How to: Format › Conditional formatting.
Create two filter views for quick reporting:
Client A Hours (show only Willow Blue cells).
Focus Sessions (show ≥ 90-min blocks).
How to: Data › Filter views › Create new.
Share the sheet (Viewer access) and make sure it is in your Google Drive folder.
Give this list a final glance to ensure your schedule is realistic and your remote-work gaps are clear before moving on.
Checkpoint Why it Matters
Total hours equal 25 (no hidden over-commit) Prevents burnout
Each client’s color appears roughly their allotted hours Confirms fair distribution
Focus blocks ≥ 90 min, email blocks ≤ 30 min Protects deep work
Breaks and buffers visible every 2–3 hrs Reduces context-switch fatigue
Shutdown ritual scheduled daily Promotes work-life balance
Assessment results noted & one action step logged Turns insight into improvement
Sheet sharing set to Viewer Keeps master copy intact
By now you’ve sampled the core tasks of a virtual assistant. In this final hour you’ll step back, look outward at the real job market, and decide whether this path aligns with your goals and strengths.
Before you start writing, pause for one minute and replay your favorite—and least favorite—moments from the past seven hours; let those memories guide an honest assessment.
Open a new Google Doc named “VA Reflection – Hour 8.”
Write 250–400 words responding to all five prompts below. Use a numbered list or short paragraphs—whichever feels more natural.
Energizers vs. Drainers: Which tasks (email, calendars, research, social media, etc.) gave you energy, and which felt heavy?
Transferable Strengths: Name two existing skills that would help you succeed as a VA.
Skill Gaps: Identify one area you’d need to strengthen (e.g., attention to detail, scheduling).
Ideal Work Setup: Describe your preferred weekly schedule and work environment.
Career Vision: In one sentence, answer: “Can I see myself thriving as a virtual assistant within the next 12 months? Why or why not?”
Save the Doc in your module Google Drive folder, ensuring anyone can view.
Create a Google Sheet titled “VA Job Listings – Hour 8.”
Make headers in Row 1: Platform | Job Title | Salary / Rate | Standout Requirement | Application Link
Visit three sources:
LinkedIn Jobs (filter Remote + Virtual Assistant)
Upwork → “Admin & Customer Support › Virtual Assistant”
Any other reputable board you like (e.g., Indeed, FlexJobs).
Record at least five listings that genuinely interest you—spread across ≥ 2 platforms.
For each listing, skim the description and capture one or two standout requirements (e.g., “must know Dubsado,” “20 hrs/wk”).
Use =HYPERLINK() so the Application Link stays clickable without clutter.
Look for patterns in pay rates and duties—the exercise will make your reflection concrete.
Save the Sheet in your module Google Drive folder, ensuring anyone can view.
Gabriel W. Reid, a former NFL player and current Sunday School general–presidency counselor, teaches that when the Lord says “go to work and build,” He is also building us. As you watch, consider the following question:
What is one way I can “go to work and build” in my new skill set while also letting the Lord build me?
You have reached the end of this module!