How to Become an Email Marketing Virtual Assistant: The Step-by-Step Guide

Athika Rahma

SEO Specialist Virtual Assistant at SGBVA

March 17, 2025
Remote Work Tips

Want to build a profitable Virtual Assistant business? Specializing in email marketing could be your golden ticket. Email marketing isn’t just about sending emails—it’s about delivering the right message to the right audience at the right time.

With an impressive return on investment, businesses are constantly searching for experts who can help them maximize the power of email marketing. That’s where your skills come in.

This guide will walk you through everything you need to know:

Types of email marketing
Must-have skills
Best tools
How to get started
Pricing strategy

Let’s dive in!

What is Email Marketing?

Email marketing is a direct and highly effective digital marketing strategy that involves sending targeted messages to an audience to drive engagement, build relationships, and increase sales.

Unlike social media, where posts may get buried by algorithms, emails go straight to a subscriber’s inbox, making them one of the most reliable ways to reach potential customers.

And here’s why it matters:

Unmatched ROI (Return of Investment) – Email marketing delivers an average return of $42 for every $1 spent.
Direct Audience Access – No algorithm filtering content; emails land directly in the inbox.
Automation & Scalability – Once set up, email sequences can generate leads and sales on autopilot.
Personalization – Segmented and personalized campaigns lead to higher engagement and conversions.
Measurable Results – Every open, click, and purchase can be tracked for continuous optimization.
Cost-Effective Marketing – Email marketing remains one of the most affordable and high-impact strategies for businesses of all sizes.

Types of Email Marketing Campaigns That Drive Results

To be a successful Email Marketing VA, you need to master different types of email campaigns. Here are the most effective ones:

1. Welcome Emails

The first interaction a subscriber has with a brand.
Sets expectations and builds initial engagement.
Often includes a welcome offer or a lead magnet.

2. Newsletters

Regular updates that keep subscribers engaged.
Includes industry news, valuable tips, and company updates.
Helps maintain brand presence and trust.

3. Promotional Emails

Used for sales, discounts, and product launches.
Often includes limited-time offers to create urgency.

4. Transactional Emails

Includes order confirmations, receipts, and shipping updates.
Keeps customers informed and builds trust.

5. Drip Campaigns

Automated email sequences designed to nurture leads over time.
Guides subscribers through a sales funnel step-by-step.

6. Re-engagement Emails

Sent to inactive subscribers to bring them back.
Often includes an exclusive offer or a reminder of benefits.

What Does an Email Marketing Virtual Assistant Do?

An Email Marketing VA helps businesses create and manage email campaigns that convert. Here’s a breakdown of key tasks:

Writing compelling subject lines that get emails opened.
Designing eye-catching email templates using tools like Mailchimp or Klaviyo.
Segmenting email lists to ensure highly targeted campaigns.
Automating sequences to nurture leads and boost conversions.
Analyzing performance metrics to optimize future campaigns.
Ensuring compliance with email regulations (GDPR, CAN-SPAM, etc.).
A/B testing subject lines, CTAs, and content to maximize engagement.

The goal is to turn emails into revenue-generating tools for clients.

Must-Have Skills for an Email Marketing VA

To succeed in this role, you need a mix of creativity, strategy, and technical know-how. Here are some essential skills:

Copywriting: Writing compelling subject lines and email content that gets people to take action.
Basic Design Skills: Knowing how to use Canva or email builders to create visually appealing emails.
Marketing Strategy: Understanding how to segment audiences and optimize campaigns.
Data Analysis: Being able to interpret metrics and adjust strategies accordingly.
Email Automation & CRM Tools: Familiarity with platforms like Mailchimp, Klaviyo, or ActiveCampaign.
A/B Testing: Experimenting with different headlines, CTAs, and designs to improve results.

Best Tools for Email Marketing VAs

Having the right tools makes email marketing much easier. Here are some of the best ones:

Mailchimp – A user-friendly platform with automation features.
Klaviyo – Ideal for e-commerce brands.
ActiveCampaign – Great for advanced automation and CRM integration.
ConvertKit – Perfect for content creators and bloggers.
HubSpot – An all-in-one marketing and sales platform.
Brevo (formerly Sendinblue) – Good for transactional emails and marketing automation.
Canva/Figma – Useful for designing beautiful email templates.
Calendly – Schedule a meeting with a client.

How to Get Started as an Email Marketing VA

Email marketing remains one of the most profitable digital marketing channels, and businesses are constantly looking for experts who can help them increase open rates, boost conversions, and drive more revenue.

But how do you break into this field—especially if you’re starting from scratch?

Follow this step-by-step blueprint to launch your career successfully.

Step 1: Master the Fundamentals of Email Marketing

Before offering your services, you need to understand how email marketing works. Businesses aren’t just looking for someone who can send emails—they need strategic campaigns that get results.

Key Areas to Focus On:

Writing high-converting emails: Learn how to craft compelling subject lines, engaging copy, and clear CTAs.
Deliverability and spam filters: Understanding how to avoid the spam folder is essential. Learn about sender reputation, authentication (DKIM, SPF, DMARC), and best practices.
List segmentation and targeting: A one-size-fits-all approach doesn’t work. Learn how to segment audiences based on behavior, demographics, and interests.
Automation and email sequences: Set up automated workflows like welcome series, abandoned cart reminders, and drip campaigns to nurture leads.
A/B testing and optimization: Small tweaks in subject lines or CTA placements can lead to big improvements in open and conversion rates.
Compliance and regulations: Understand GDPR, CAN-SPAM, and other email laws to ensure your campaigns stay compliant.

Pro Tip: Start a personal newsletter on Substack or Mailchimp to practice email writing and build confidence.

Step 2: Choose a Niche to Stand Out

The biggest mistake new VAs make? Trying to serve everyone.

Instead, pick a niche—it makes it easier to attract clients and position yourself as an expert.

Here are some popular niches for email marketing VAs:

E-commerce: Shopify and WooCommerce brands need abandoned cart emails, product launches, and customer retention sequences.
Coaches and course creators: Online educators need email funnels to nurture leads and convert subscribers into students.
SaaS and tech companies: Startups use onboarding emails and drip campaigns to educate users and reduce churn.
Local businesses: Gyms, salons, and medical offices need email strategies for customer engagement and loyalty.

Step 3: Build a Portfolio That Gets You Clients

No experience? No problem.

You can still showcase your skills by creating a strong portfolio. This is how you can do it:

Create Mock Email Campaigns

Choose a fake or real niche brand and design a full email sequence.
Examples: Welcome series, abandoned cart email, product launch, re-engagement campaign.
Use Canva, Mailchimp, or Figma to create visually appealing designs.

Offer Free Work to Gain Testimonials

Help a non-profit or small business with email marketing in exchange for a testimonial.
Even 1-2 real projects can make a huge difference in credibility.

Write Case Studies (Even for Mock Campaigns)

Explain the problem, your strategy, and expected results.
Example: “Designed a welcome email that could increase open rates by 35% based on best practices.”

Portfolio Structure

Introduction – A brief overview of who you are, what you specialize in, and how your email marketing skills help businesses grow.

Email Campaign Samples – Showcase at least 3-5 different types of emails with a short explanation for each:

Welcome Email (First impressions & engagement)
Newsletter Sample (Regular updates & branding)
Promotional Email (Driving sales & offers)
Abandoned Cart Email (Recovering lost revenue)
Re-engagement Email (Winning back inactive subscribers)

Results & Strategy – If you’ve worked with real clients, include:

Problem: What issue the client faced.
Solution: How your email campaign addressed it.
Results: Any metrics or improvements (e.g., “Increased email open rates from 15% to 35% in one month”).

Testimonials & Recommendations – If you’ve done free work, include feedback from clients to boost credibility.

Call to Action – End with a section inviting potential clients to contact you (e.g., “Want high-converting email campaigns? Let’s chat!”).

Step 4: Get Your First Clients (Without Relying on Job Boards)

Once you have the skills and portfolio, it’s time to find paying clients.

Here’s how to land clients without Upwork or Fiverr competition.

1. Cold Outreach (Directly Message Businesses)

Identify small businesses that need better email marketing. Offer a free audit of their email campaigns. You can use the template below to start.

2. Leverage LinkedIn & Facebook Groups

Join groups where business owners hang out (e.g., “Group Bisnis & Bisnis Online se-Indonesia”, “Pengusaha dan Investor Indonesia”, et cetera).
Provide value first (share email marketing tips for business, answer questions).
People will reach out to you when they need help.

3. Use Your Own Email Marketing

Start a simple newsletter sharing tips on topics you enjoy. It could be based on your hobbies, such as cleaning or cooking, or even your passion for email marketing.
Share your knowledge and attract inbound leads.

4. Develop Your Offer & Pricing

Once you have experience, refine your service offerings and create clear packages. Clients are more likely to hire you if they understand what they’re getting.

By following these steps, you’ll position yourself as a credible and in-demand Email Marketing VA.

How to Price Your Email Marketing Services

There are three common pricing models for email marketing VAs:

Hourly Rate – Charging per hour of work, typically ranging from $20 to $50+ per hour depending on experience.
Project-Based Pricing – Charging a fixed fee for specific services, such as setting up an email sequence ($100-$500 per campaign) or designing a custom email template.
Monthly Retainer – Offering ongoing email marketing management for a flat monthly fee, which can range from $500 to $3,000+ per client, depending on workload and expertise.

Choosing the right pricing model depends on your experience level, the type of clients you work with, and the value you provide.

The Winning Email Strategy

A successful email marketing campaign isn’t about blasting promotions to an entire list. It’s about delivering the right message to the right person at the right time.

That’s where strategy comes in.

A high-performing email marketing strategy includes:

1. Audience Segmentation

Not all subscribers are the same. Some are new leads, others are loyal customers. Segmenting your email list allows you to send personalized content that matches where they are in the buyer’s journey.

Example:

A new subscriber receives a welcome email introducing them to your brand.
A past customer gets a VIP offer encouraging them to buy again.

This targeted approach improves engagement and sales.

2. Personalization That Goes Beyond Just “Hi [First Name]”

Emails that feel personal perform better. And no, adding a recipient’s first name in the subject line isn’t enough. Effective personalization includes:

Recommending products based on past purchases
Sending content based on browsing behavior
Tailoring offers based on customer preferences

For example, Amazon’s email marketing strategy suggests products based on your past searches, making it feel like a personalized shopping assistant.

3. Crafting Irresistible Subject Lines

Your email could contain the best content ever—but if the subject line doesn’t grab attention, it won’t even be opened.

Here’s what works:

Curiosity: “You won’t believe this email marketing mistake…”
Urgency: “Last chance: 50% off sale ends at midnight!”
Personalization: “John, we picked this just for you”

A/B testing different subject lines helps refine what works best for your audience.

4. Responsive and Visually Appealing Emails

Over 60% of emails are opened on mobile devices. If your email isn’t responsive and optimized for mobile, it won’t just look bad—it will drive subscribers away.

Some tips to create responsive and visually appealing email:

Pay attention to the preheader—the short text next to or below the subject line in mobile inboxes. It adds context and encourages recipients to open the email.

Keep sentences short and scannable, especially for promotional email
Use clear CTAs (Call-to-Actions) so readers know exactly what to do next
Make buttons big and clickable for mobile users

5. Use Automation

Successful brands don’t manually send every email. They use automation to nurture leads and convert them into customers.

Some high-impact automated sequences include:

Welcome Emails (immediately after sign-up)
Abandoned Cart Emails (sent within 24 hours of cart abandonment)
Re-engagement Emails (for inactive subscribers)

These emails work 24/7, making sure no opportunity is missed.

6. Data-Driven Optimization

Every email marketing campaign provides valuable data:

Open Rate: How many people opened your email?
Click-Through Rate (CTR): How many clicked on your links?
Conversion Rate: How many actually made a purchase?

Tracking these metrics helps businesses continuously improve their email strategy.

How to Scale Your Email Marketing VA Business

Once you’re established, it’s time to grow! Here’s how you can scale your services:

Create Service Packages – Offer different levels of service to attract a range of clients.
Automate Repetitive Tasks – Use workflows to save time and improve efficiency.
Hire a Team – Bring in other VAs for tasks like copywriting or design.
Expand Your Skillset – Learn advanced strategies like AI-driven email marketing.
Raise Your Rates – As you gain experience, charge higher fees to reflect your value.
Offer Additional Services – Consider bundling email marketing with social media or content writing.

Become a Successful Email Marketing VA

Email marketing is a valuable skill that businesses need, and as a Virtual Assistant, you can offer this service to grow your income. By developing your skills, using the right tools, and pricing your services strategically, you can build a successful and scalable email marketing VA business.

Interested in becoming an Email Marketing VA but need more guidance? Join the SGB VA course! With the latest curriculum, you’ll get step-by-step guidance—from honing your skills to landing your first client.

Want to learn more about the SGB VA program? Sign up for our free webinar and secure your spot through the link below!

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How to Become an Email Marketing Virtual Assistant: The Step-by-Step Guide

What is Email Marketing?