Day in the Life of a Virtual Assistant — Ariel Mastbrook

Meet Ariel

Ariel, thanks for joining me today. Let’s jump right in! Tell us a little bit about yourself—who you are, what life looks like, where you’re from, and your family.

Yeah! My name is Ariel. I am married to my high school sweetheart. We’ve been together for 12 years, which is so crazy. We have a precious 2-year-old who is fully in his “terrific twos,” and my husband has been a stay at home dad since July, only 10 months after I purchased The SavvySystem Virtual Assistant Course!

We’ve recently moved to Florida, and the only reason we really could is that we aren’t tied to one location for my job, which has been amazing. I was a military brat growing up, so I’ve moved a ton throughout my life. My husband is from northern Virginia, outside of D.C., and that’s where we met when we were in high school. I ended up moving there and was super mad when it happened, but then, you know, I got a husband out of it, so I guess it worked out. I would say I’m from there because it’s the place I’ve lived the longest in my entire life. Obviously, I met my husband there, and that’s where his family is. 

Very exciting, and I love that you and your husband are both able to be home with your little one!

 

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Ariel’s First Steps as a Virtual Assistant

Okay, so let’s jump into a little bit of your story. Where were you in life when you first discovered virtual assistance? What were the circumstances?

It’s a crazy story. Well, maybe it’s not that crazy—it felt crazy to me! Back in January 2023, I decided to quit my job and give my two weeks’ notice. I had been working with a really awesome company for like six or seven years at that point. I had grown in the company, worked in multiple departments, and experienced a lot of personal and professional growth there. They really were like family. I felt horrible giving my two weeks’ notice. I felt so guilty, but I was really having mental health issues.

My son was about eight months old, and I was having trouble juggling everything because I was already working remotely while taking care of my son. I thought I could handle both roles. It’s one of those things—when you’re a new mom, you don’t realize just how taxing being a mom is.

I ended up giving my two weeks’ notice because it was the best thing to do for my family, and they were super supportive and understanding of that transition. Then I took about six or seven months to just be Mama. We did story times all the time, went to play dates, did walks with the stroller squad, and things like that. But when I quit my job, we couldn’t really afford it. It was one of those situations where my husband was like, We’ll figure it out. It’s more important that you’re healthy and taken care of. And we did, which was great. We were very blessed in that season.

All that to say, I actually quit my day job before finding virtual assistance, out of necessity. We made it work, but I’ve always wanted to be a business owner. I’ve done different things over the years, like during college. I was a dog boarder and a dog walker, before we had a kid, obviously. I’d have up to 10 dogs at my house at times, like on holiday weekends. I was grinding, and I made a lot of money doing that. But it was so physical—waking up to take dogs out, walking them, no real breaks. On top of that, I was in college, and it was crazy.

But yeah, like I said, I always wanted to be a business owner. Late at night, when my son was nursing, I’d Google stay-at-home mom jobs, looking for things to do remotely that wouldn’t lead to another mental breakdown—things that weren’t so intense. I first saw virtual assistance pop up around February, about a month later. I thought, I have the soft skills because of my previous job. I did a lot of admin tasks and similar work. But mentally, I was like, No. I can’t. It sounds great, but it sounds like a lot to figure out. So I just kept going.

Then, around August, I was doing one of those late-night Google searches again, and it came up. By then, I felt like I was in a better spot to look into it a little more. I thought, I know I have the skills, but I don’t know how to start a business like this. I knew how the Instagram algorithm worked. I thought, If I Google “virtual assistant course,” I won’t even need to research much. Instagram will show me an ad in like three days. And that’s literally what happened. The Virtual Savvy popped up about three days later. 

I watched the free training at 11 o’clock at night. I was lying in bed, my son was sleeping next to me, and my husband was doing something in his office. I ran in there and said, I need $150! That’s all I need! Honestly, it didn’t take much convincing. He asked, Do we feel good about it? and I said, Yeah. I just watched this training. I can take this and run with it because I’m really good with a system. I can’t necessarily create a system, but I can implement one so well if it’s already there.

So yeah, he financed my business startup costs, and the rest is history.

 

What a great husband! One of the things I love about these interviews is hearing stories and pulling out the golden nuggets. Something I hope you noticed as Ariel shared her story is that she was going through a really challenging time at work. That became a pivotal point that sparked the conversation of, What can I do besides this corporate job? She realized that life circumstances—being physically and/or mentally unwell—were taking a toll, and work was absolutely playing into that. Being a new mom was also a factor. All of the things!

For those of you reading this, I’m curious: what was the trigger point for you? Was it a difficult job? Are you in a tough job right now? Is that why you’re here, researching virtual assistance? Is it just the desire to work from home? Or maybe it’s the freedom and flexibility you’re seeking.

How did you find us? Ariel said she discovered The Virtual Savvy through Instagram. For me, back in 2017, I found it via Pinterest. Someone had mentioned the term virtual assistant, and I thought, What is that? So I did a Google search and a Pinterest search, and that’s how I came across The Virtual Savvy. I took the same training Ariel did. In fact, that training has recently been updated, which is fantastic for those of you out there who are curious!

There’s always that trigger point, right? Ariel shared hers—feeling overwhelmed with life and wanting something different. That feeling led her to search for other options, which ultimately brought her to The Virtual Savvy. She found the SavvySystem Virtual Assistant Course, our signature VA training program. It teaches you how to launch, grow, and eventually scale your own virtual assistant business using the skills you already have.

 

Jumping Into Our Virtual Assistant Training Course

So, Ariel, I’d love to know: what did you think when you first jumped into the SavvySystem Virtual Assistant Course? Were you overwhelmed? Were you a course junkie, just soaking it all in? Tell me about your experience!

Man, I got signed up! It was the first Friday of August, and it was driving me crazy because The Virtual Savvy is closed on Fridays, and I didn’t know this at the time. I kept thinking, They haven’t let me into the group, and I’ve already completed all these assignments! But really though, I bought the course around 11:30 at night, and I really dug into it. You know, there are different pace plans, and my goal was to do the sprint, which is to complete everything in two weeks. That’s another thing I liked— you could finish the entire course in a month or less, but it’s packed with so much information, right?

I wasn’t overwhelmed because the videos are short, and there’s a homework assignment right away, which you can implement immediately. That’s what I love. If I get too much information at once and then am expected to implement it, I just shut down. But I felt like the course was broken up really well, and it’s very step-by-step. There wasn’t much I had to figure out on my own. Being in the Facebook group was an added bonus for accountability. Once I did get into the group, I could just post and ask questions.

I also know myself—I’m a “words of affirmation” person. So, when I posted my assignments and received encouragement, it was so motivating. I felt really supported. And even though it’s not one-on-one coaching or group coaching, you feel so supported just being in that community. All in all, I was able to implement everything really quickly.

I love that! It was the same for me when I joined The Savvy System. I really wanted to find something that would take me step by step because I hadn’t owned a business before, and I really wanted to do this the right way.

 

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Let’s talk about the early stages of your business journey. Here at The Virtual Savvy, we teach you to start with what you can offer today. Where did you start with your services, and what did those services look like at the very beginning?

Yeah, that specific exercise in The SavvySystem [choosing your services] is great because there are so many options to consider. You have to think about things like: Can I do it? Do I actually enjoy doing it? Will I procrastinate on this task? Or maybe, I really want to do this, but I don’t know how yet and need more training first.  It really helped me figure out exactly what I wanted to focus on.

I ended up focusing on general admin and social media management. I hadn’t formally done social media management before, but during the time I was home with my son, I had a lot of fun on Instagram with a “momstagram” page. I learned so much just by doing that. I thought, I can figure this out! So, I offered social media management as my premium service. Then I also did general admin—typical inbox management and really just acting as an “order taker,” like, What do you need? You get this amount of hours.

I started with hourly packages for general admin and offered very affordable social media packages since I was a beginner. The people I worked with understood that I was just starting out. Those were the two main things I focused on. I didn’t niche down to a specific industry because I didn’t want to put myself in a box right away. My goal was really just to gain experience and build confidence.

Ariel, you bring up so many great points that I want our audience to hear. First of all, like I mentioned, here at TVS, we teach you to start right where you are. When you reflect on who you are and the experiences you’ve had—whether in corporate, at school, or as a stay-at-home parent—you bring so many skills to the table. Each of us has unique gifts, talents, and abilities that are valuable.

Ariel offered general admin services because she had experience in that area and felt confident in it. She also offered social media services because she was enjoying it and having fun with it. She recognized and communicated, “Hey, I’m a beginner. I’m not advanced at this.” I think it’s so important to own that, to recognize it, and even celebrate being new! Starting your own virtual assistant business is an exciting adventure, and it’s something to be proud of. You’re taking who you are, offering your skills to the world, and serving others well. You get to make the choices and should never feel ashamed about being new.

I started out the same way, offering general admin services. I also dabbled in social media—not on the strategy side, but more with posting and engaging. It was through conversations with potential clients that I would say, “I am new, but I’m willing to learn.” Those honest conversations are what catapulted me into bigger opportunities, allowing me to learn, grow, and eventually claim the title of executive virtual assistant. This progression enabled me to charge more and niche down. Accepting where we are at the start is so important because that’s not where we’re going to stay!

 

Getting Her First Clients

Ariel, take us through more of your journey after you started working with clients.

Yes! I wanted to talk about finding my first clients.

 

Yes, yes! What did that look like? Please share!

In all of The Virtual Savvy’s groups, I see this question all the time: Where are you finding clients? How did you find your first clients? What did you do to find your first clients?

First off, the answer is in The SavvySystem Virtual Assistant Course! I literally just followed what The SavvySystem told me to do. One of the first things it teaches you in those beginning modules is to be bold and announce your business. So, that’s exactly what I did on my personal Facebook. I hadn’t told a lot of people about my situation—having to quit my job and all that—but they could see I was spending more time with my kid. Many of them already knew I’d always wanted to own a business. So, when I announced it, I just said, Stick around to see how it goes! A lot of people were super supportive, and I got my first three clients from people I knew who saw that Facebook post.

My first client was my grandma. She’s a life coach—shoutout to Grandma! She’s always been such a great supporter, so it was really cool to work with her and her business, which she’s been running for a long time. She’s a solopreneur and needed some admin support. I also helped her with social media management. In fact, I did personal outreach for her. We were on a road trip, and I spent seven hours going through her old content and repurposing it. She had a lot of long-form videos that I turned into carousels and graphics. I even used a personal outreach template from The Virtual Savvy and sent everything to her. She was blown away and said, Oh my gosh, I’ve been praying for someone to help me with my social media for six months now. How awesome is it that it can be my granddaughter?

It was so fun and meaningful to work with her. We collaborated for about five months before she pivoted her business—and, coincidentally, so did I. She was my first client, and I landed her just two weeks after buying the course.

My second client also came from that Facebook post. She was someone I used to babysit for, and she’s actually the woman who married my husband and me! She’s a pastor and an artist, and she needed help with social media management too. So, for my first two clients, I was offering a service I didn’t even have that much experience in! I learned so much working with her—about my systems, what I enjoyed, and what I didn’t. I realized I preferred service-based businesses over product-based ones, which was an important learning curve. She signed the contract the week after my grandma, so just three weeks in, I had two clients.

My third client was my former employer—the company I’d quit in January! That was so cool. My former General Manager reached out and said, Hey, let’s talk about your business. We need support. There was already trust there because I’d worked with them for six or seven years. I already knew their systems and processes—everything I do for them now, I did full-time at one point. They’re still one of my clients, and they’ve had a huge influence on the direction my business has taken. It’s been amazing to maintain those relationships in this new capacity.

That’s so cool! We’re going to talk more about where you are today, but I want to pause for a second and go over some of the things you just mentioned.

 

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The biggest thing you have to be willing to do as a business owner, as Ariel reminded us, is to be bold. Although the freedom and flexibility are absolutely amazing, it does take stepping into some uncomfortable growth that can catapult us into amazing experiences and interactions inside our businesses. Just stepping out, being bold, and talking about your business. Inside The SavvySystem, we give you the tools and teach you how to do all of that. We provide the templates, and we’ve seen so many people find success simply by using that template and talking about their business. When we can get over the hump of being bold, doors can open in amazing ways.

Something else that I heard while you were sharing, Ariel, is that through these early experiences, you were learning what you love to do, what you don’t love to do, and seeing opportunities to work with people you really enjoy. I know where you are now and who you’re working with, but those early experiences impacted your journey. To be a solid, good business owner, you need to master the pivot. Things aren’t always going to look the same. Five, six, seven years later—or, for many of us, just a few months after we start—it can look completely different, right? We may get started with general admin or social media, or we may work with a certain type of client, and then we think, I’m not working with those people anymore. Or, we work with a client and think, Heck yes! I want to work with more of these people.

All in all, it’s those early experiences—getting out there, being bold, and working with different people—that can help us see and take the next steps in our business and master that pivot. The journey is going to take some twists and turns, and there will be peaks and valleys. That’s what makes being a business owner so much fun!

 

Where She is Now

So, tell us a little bit more about where your services are now. What services do you offer? Who are you working with? How have things pivoted? Share some wins!

Yeah! I ended up working with a couple more solopreneur-type businesses in different industries, just doing whatever they needed within that hourly package. I ended up hitting my $2,000/month milestone in October. So, that was one thing I wanted to mention—I see a lot of people asking about the cost and payment plans [for The SavvySystem] and all that.

It is X amount per month for 12 months, and I had asked my husband to please finance my startup. I opted for the 12-month payment plan. So, literally, after that initial payment my husband made, my business paid for the rest. I never had to ask my husband for more money because I was automatically signing clients, you know? I had a very quick ROI, and it’s amazing that my business was profitable in under a month. That’s just my story, although that’s not how it happens for everybody. I did have very supportive friends and family, but I’m the type where I typically need everything upfront, if that makes sense, before I can start things sometimes. The fact that I didn’t do that and had good results was just really encouraging for me.

All of this is relevant because I wasn’t going to join SavvyCircle [The Virtual Savvy’s former scaling program] because I really needed to hold onto all my profit. We couldn’t really afford it. So I was like, oh, I’ll wait until the next enrollment. Then, you [Rachel] reached out and said, “You need to apply.” I said, “Okay, I’ll just find the money.” I ended up joining SavvyCircle. I was maxed out. I had reached my goal of working 80 hours a month because I wasn’t trying to work full-time; I was home with my son. I had hit that max with just five clients, but I wanted more money to support my family and make up for the time I was unemployed.

Being maxed out on my time, SavvyCircle was the only thing that made sense. Otherwise, I wouldn’t be able to sign any more clients because I was booked out. So I joined SavvyCircle, did the niche workshop, which was a game-changer. Even though I knew I wanted to work with service-based businesses, I didn’t know which industry. The niche workshop really brought a lot of clarity. I ended up niching down to construction. My former employer is a construction business, and that’s where all of my corporate experience is—other than dog walking. I’ve always worked in construction businesses during and after college, and that’s where all my expertise is, so I was like, DUH! If I really wanted to scale and be the expert, you guys helped me realize that that was a really good place to start. It’s a super profitable niche, and they really need backend support.

I didn’t tell my clients goodbye, like, “I’m not going to work with you anymore.” That was one thing holding me back—I liked my current clients. In the niche workshop, you all were like, “Well, you don’t have to fire them just because they’re not in your niche.” So I was like, Oh, duh. It actually worked out because it was December at the time. A lot of the clients I had were solopreneurs, and they didn’t have a lot of business coming in during the holidays, so they didn’t need me anymore. It really worked out organically because I went from having five clients to just two. So, they didn’t need me, which is fine.

That’s the beauty of virtual assistance, and what I tell my clients all the time: If you don’t need me, I’m not an employee. You can just scale up or scale down. We’ll talk again in a few months, you know? Truly, it was really great timing. That gave me the capacity to focus on the SavvyCircle assignments, really niche down, and refine my packages.

I also spent a ton of time networking. I have some colleagues from that former employer who are now doing their own things, so we were chatting and realized we could potentially collaborate. I’ve actually scaled a lot by white-labeling other businesses that are also niched in the construction industry. One of my former managers has a consulting firm for construction companies, and she put together this amazing package for systems setup. I told you I’m not good at creating systems, but she is. Just that partnership of having that white-labeling thing going on has been so fruitful.

I’ve also teamed up with an interior designer virtual assistant. She has a degree in interior design and architecture, so we work with a lot of design-build firms that need that. I also have someone who does websites for construction businesses specifically. They’re all specialized in their own niche, but also in construction, so that has been such a selling point. My clients love that. All the leads I talk to say, “Yeah, I want to hire an admin, but I need someone who understands construction.” “Yeah, I want to hire a bookkeeper, but bookkeeping is so different in the construction industry.” I’ve never worked in it, but I have a bookkeeper that I work with. She’s actually an accountant, not just a bookkeeper.

Now, my business has evolved from offering general admin for any industry to a full-service support firm for construction companies. As far as my clients are concerned, I’m the one-stop shop. They can find help with multiple things, and they just have to worry about one point of contact instead of a bunch of different companies. Then those business owners I’m partnering with also benefit because it’s business they would never get.

So, I’ve really scaled. From December to April, I didn’t sign any new clients. I had two clients the whole time. One of them wasn’t even in the construction industry, and the other is my former employer. But I spent all that time building systems, working on networking with what I call my power partnerships. Then, in the last week of April, I signed two clients. The first week of May, I signed three. Since then, there’s just been so much more. There are some other factors, too. I was on social media a lot, finding a lot of leads that way, but I wouldn’t have been able to service these people without the partnerships I built.

What a journey! I know I’m hanging on every word!

 

I want to take a minute to provide some clarity because I know we’re talking about the different products we offer here at The Virtual Savvy. The SavvySystem Virtual Assistant Course is our signature program where we teach you how to launch, grow, and scale your own virtual assistant business from scratch. If you do not have a business, if you’re thinking about starting one, or even if you’ve already started and want to revisit some of the essentials, The SavvySystem is the place to start.

The next product we offer is The SavvyVault growth membership. Inside The SavvyVault, you have access to over 50 courses on specific tech platforms, niche training, and service-based training. We also offer weekly coaching calls inside SavvyVault, all for a monthly membership fee. If you’re working with clients and want to continue growing and learning more skills, this is an amazing product to jump into. Then, we have SavvyCircle, which is currently not available.

SavvyCircle is our mastermind where we support people who are ready to scale their businesses. These are people who have worked with clients, grown their businesses, and are ready to take them to new levels. Since SavvyCircle is not available right now, we’ve been reworking SavvyVault to help meet part of this need!

Now, if you have questions about any of these products, feel free to reach out to our team at [email protected], and we’d be happy to support you!

 

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White Labeling as a Virtual Assistant

Now, Ariel, you used the term “white labeling,” and I would love for you to walk us through what that means. It may be a term that not everyone is familiar with. What does it mean?

Yeah, so if you think of NyQuil, it’s the brand name, right? Then you’ll see a generic version of it in the store. They’re made by the same company; they just slap a different label on it. How that translates to what I do is that I work with other business owners. They’re not just subcontractors; they have their own businesses with their own packages. They’ll offer me a package, basically for me to market for them.

So, for my systems setup packages, those are my former manager’s business. Those are her packages that she offers her clients, but she gives me a discounted rate because I’m doing the leg work for marketing & sales —finding the client, doing the discovery call, the kickoff, the invoicing. I’m the main point of contact. I’m taking care of the business end, and she’s the one implementing the package and managing the project itself completely. I then get a profit off of it because of the work I did on the front end. I’m basically slapping my branding on her packages and selling them. The other day, she was like, “Thank you so much for all the business you’ve sent my way.” She said, “When we first started talking, I was feeling really insecure, like who would want my services?” And that package is what I sell the most of. I was like, “This is an amazing package you’ve put together, don’t doubt yourself, because everyone I talk to wants this package!” So yeah, it’s just presenting their packages that they already have and putting my label on it—finding the business for them, basically.

 

Thanks for defining that, and what a great explanation! What does your payment process look like?

For retainer packages, we require 100% pre-payment. So, the month before, they’re paying for the next month. I bill on the 15th and make it due by the 25th, so they have some time. It’s an auto-billing system. For projects, which a lot of my white labeling is project-based, I do 50% upfront and then 50% upon project completion.

 

What payment processor do you use?

I started with Wave Apps. It was free and it worked great. I’ve recently moved to HoneyBook because I wanted to integrate some apps, so I could have one place for multiple things instead of different subscriptions for each.

That’s great! Wave Apps is a great place to start. I started there too—it’s super easy. You can make beautiful invoices and all the things. But then, when I was ready, as you were, to move into one system, I chose Dubsado, and I still use it today. It integrates all of the same things you were speaking of.

 

Ariel’s Advice for New Virtual Assistants

Anyway, as you were sharing earlier, Ariel, there was something you said that jumped out at me. You mentioned that you weren’t necessarily wanting to work full time and that you knew where you wanted your capacity to be. It’s important that we all look inward, at ourselves and why we’re starting this, and decide what we want out of it.

When I started, I wanted just 10 hours a month. I only wanted enough money to pay for my son’s preschool and for a gym membership that had childcare, so I could have a little mommy break. But, when I jumped in and quickly reached that 10-hour mark, I thought, “I want to do more—I love this so much!” So, you have to decide what that capacity level looks like for you, and it will probably shift over time. It may go lower, it may go higher, but that will be a great point of reference for deciding your packages and your pricing.

Ariel, what advice would you give to people who are just at the beginning stages of exploring or even starting their own business?

I would say the one thing that’s held me back personally, and I think a lot of people can relate to, is what I said earlier. Sometimes I feel like I need all the information before I can take action. And I know I’ve talked to people who have done The SavvySystem, and they feel like they have to finish the course, get everything set up, all of that, before they can take action. Let me tell you, you don’t have to! If I had done that, I wouldn’t have gotten my first three clients in the first two weeks of my business. I wouldn’t have been booked out within two months. I wouldn’t have scaled so quickly.

That thought process would have just held me back. And then, I think it gives you time to second-guess yourself if you’re not taking action right away. You’re not thinking about what if it doesn’t work, or what if I don’t get any clients? I might have thought that, had I not taken action right away and, you know, gotten my first client in two weeks. I was probably only in module two when I reached out to my grandma, you know? So yeah, just don’t feel like you have to finish the course to start. I think by the time I officially got my business license, I already had three clients who had signed their contracts. I was feeling so confident, you know, to just keep going. So that would be my biggest piece of advice.

So good! That’s one of our core values here at The Virtual Savvy, too—action over perfection! Not everything is going to be perfect, and that’s okay. Not all your ducks are going to be in a row, and that’s okay. You can figure it out! Operate with a “do it scared” mindset. There’s so much value in stepping out of your comfort zone, learning in the moment, and figuring out how to improve and do things better along the way.

 

Ariel, any last thoughts or things you’d like to share? I’d love to hear.

Yes! Obviously, I quit my day job before I found The SavvySystem Virtual Assistant Course. But you know what? Less than a year in, I was making as much, after taxes and expenses, as I had been in my day job. I was able to do that! Part of it was obviously because I needed it, but also just investing in The SavvySystem, being willing to be coached in SavvyCircle, and just showing up—those kinds of things make all the difference.

YES! So good. Ariel, thank you so much for your time and for sharing your journey with us. You are amazing!

 

 

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Meet Abbey

Abbey Ashley is the Founder of The Virtual Savvy. She helps aspiring virtual assistants launch and grow their own at-home business from scratch. She's since gone on to grow a multi-six figure business and retire her husband ALL from her at-home business. It's now her passion to help others start their own VA business so they can taste the freedom and flexibility of entrepreneurship as well.

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