Top 5 Tools Every New VA Should Master in 2025 | VA for Course Creators
Sep 02, 2025
As a virtual assistant, you’ve got skills, drive, and the passion to help course creators succeed.
But let’s be real: success in 2025 isn’t just about hard work. It’s also about working smarter. The secret? Learning how to use the right tools.
Whether you're booking podcast interviews, managing student inboxes, or helping launch a new online course, knowing the right software can help you do it faster, better, and with less stress.
Let’s break down the top five tools every new VA should master in 2025 - and how they can make you a standout assistant that course creators love to hire.
1. Monday: project management that’s actually fun
Monday is a team management tool. It's where tasks live, deadlines are tracked, and teams stay organized.
As a VA, knowing how to navigate a team management tool like Monday means you can:
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Take tasks off your client’s plate
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Assign and organize course launch steps
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Track progress on things like email writing, webinar prep, and more
Pro tip: You don’t need to be a tech genius to use it. Start by learning how to check off tasks, comment inside a task, and create a simple list view. Then grow from there.
Before discovering Monday, I used to track all my tasks in my head and it was exhausting. Not to mention just how easy it is to let some of the details slip through the cracks.
But now the teams I work with have all of our tasks in one place with detailed instructions so we never miss anything. It's also great if you want to take a day off or have a sick day because you don't have to remind the team what needs to be done. They can just check inside Monday.
2. Canva: easy design for non-designers
Canva² is a beginner-friendly design tool that course creators LOVE because it helps them look professional without hiring a graphic designer.
VAs who know how to use Canva can help with:
π¨ Course slide design
π£ Social media graphics
π Lead magnet PDFs
π Certificate templates
Even if you don’t have a design background, Canva gives you plug-and-play templates that make you look like a pro. A little branding magic goes a long way!
Why this matters: Good design gets (and keeps!) attention. If you can create polished, on-brand materials, you become a VA who’s hard to replace.
I'm by no means a designer and not that creative. But using Canva has allowed me to create amazing resources for my clients as well as create my own ads, workbooks, and so much more.
3. Kit (formerly ConverKit): email marketing made simple
Email is how course creators stay in touch with their students and sell more of their offers.
That’s why knowing Kit³ (or a similar email platform) makes you extremely valuable.
With Kit, you can:
π¬ Set up welcome emails for new students
π Create simple automations (like follow-up emails after a webinar)
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Schedule weekly newsletters
π Segment lists (so people only get the emails they care about)
It may sound advanced, but Kit’s drag-and-drop features make it easy to learn. You can even test things using your own email address first before doing it for a client.
Extra brownie points: If you can help clean up a messy email list, your client will thank you forever.
4. Loom: communicate clearly without meetings
We all know meetings can eat up the day. Loomβ΄ lets you record your screen and voice at the same time - so you can explain things once and move on.
Here’s how VAs use Loom to impress:
πΉ Send a quick tutorial to explain how to update a course platform
π§ Walk through feedback on a design
β± Give a project update without needing a Zoom call
Clients LOVE this because they can watch it on their time. Plus, it makes you look professional and efficient.
Time saver + trust builder = Loom magic.
5. Google Workspace: your everyday VA toolkit
It might not sound fancy, but knowing how to confidently use Google Docs, Sheets, Slides, and Drive is still one of the best ways to stand out in 2025: enter Google Workspaceβ΅!
Here’s why:
π Google Docs is perfect for drafting course outlines, SOPs, and emails
π Google Sheets is great for organizing launch calendars or social media plans
π Google Drive keeps everything in one easy-to-access place
π§π€π§ Collaborating in real-time shows your client you’re ready to roll
Pro tip: Use folders, name your files clearly, and always make sure you’re working in the shared space (not on your personal drive).
Bonus: you don’t need to learn it all overnight
If you’re reading this and thinking, “I’ve never used any of these tools!” - don’t panic. Most successful VAs didn’t either when they started.
The secret is to pick one tool, explore some beginner YouTube videos or tutorials (most of the platforms listed here also have their own library of resources to make mastery more accessible), and start practicing. Once you’ve got the hang of one, move on to the next.
Learning new tools builds your confidence - and your value.
Want more help getting started as a VA?
The great news? You don’t have to figure this all out alone.
π My course, Learn How to Become a VA, is designed specifically for newer virtual assistants who want to work with course creators. It walks you through the exact steps, tools, and tasks you’ll need to build a real VA business - not just a side hustle.
Whether you’re still deciding if VA work is right for you or you’re ready to land your first client, this course gives you the confidence (and tech know-how) to take that next step.
Let’s chat: what tools are you excited to learn?
I’d love to hear from you!
π What tool from this list are you most excited - or nervous - to try?
π Are there any other platforms or apps you’re curious about as a new VA?
Drop your thoughts in the comments. Your question might help another VA-in-the-making!
