Where to Find and How to Hire a Virtual Assistant

Have you ever wondered:

“Where to find & hire a virtual assistant?” 

We’ve been there too. And we want to make it simple.

My name is Connor Gillivan. I’ve been building companies with virtual assistants and outsourced talent for the past 10+ years.

Today, I own Outsource School, EcomBalance, and AccountsBalance and I employ a team of 25+ VAs and freelancers from the Philippines and other areas of the world.

In this article, we’ll break down everything you need to know about where to find a virtual assistant and how to hire them for your business.

Here’s what we’ll cover: 

• Benefits of Having a Virtual Assistant
• What’s the Importance of Finding the Right VA?
• How To Identify Your VA Needs and Job Requirements
• What Are the Best Virtual Assistant Websites to Hire From?
• How To Conduct a Virtual Assistant Search
• What are Some Factors to Consider in Hiring a Virtual Assistant?
• What are Important Questions To Ask During An Interview?
• How To Make the Hiring Decision
• Tips on Onboarding and Managing Your Virtual Assistant

Benefits of Having a Virtual Assistant

1. Enhanced Productivity and Time Management:

• Delegating repetitive and time-consuming tasks to a virtual assistant frees up your time to focus on high-value activities, such as strategy development and business growth.
• VAs can handle various administrative tasks, such as email management, appointment scheduling, data entry, and customer support, which can significantly increase your productivity.

2. Cost Savings:

• Hiring a virtual assistant is often more cost-effective than employing an in-house staff member. With a VA, you save on expenses like office space, equipment, and benefits.
• VAs are typically paid on an hourly or task basis, allowing you to scale their workload based on your business needs. This flexibility helps control costs and optimize your budget.

3. Expertise and Skills:

• Virtual assistants often possess specialized skills and expertise that can benefit your online business. Whether it’s graphic design, social media management, content writing, or web development, you can find VAs with the specific skill set you need.
• By leveraging the expertise of a virtual assistant, you can access professional-level support without having to invest in extensive training or hiring full-time employees.

4. Scalability and Flexibility:

• As your online business grows, your workload will increase. Virtual assistants provide the scalability and flexibility necessary to meet these changing demands. You can easily adjust their hours, workload, or hire additional VAs as needed.
• During peak seasons or special projects, you can rely on VAs to handle the extra workload, ensuring your business runs smoothly without overwhelming yourself or your core team.

5. Focus on Core Business Activities:

• By delegating tasks to a virtual assistant, you can shift your focus to strategic planning, marketing, sales, and customer acquisition—activities that directly impact the growth and success of your online business.
• This allows you to work on important tasks that leverage your expertise while trusting your virtual assistant to handle the day-to-day operational aspects.

6. Improved Work-Life Balance:

• Running an online business often involves long hours and high stress levels. By offloading tasks to a virtual assistant, you can regain a sense of balance in your life.
• With a VA managing routine administrative and operational tasks, you can enjoy more free time, reduce stress, and engage in activities that enhance your overall well-being.

What’s the Importance of Finding the Right VA?

1. Task Efficiency and Quality:

• A competent virtual assistant who possesses the necessary skills and experience will deliver high-quality work in a timely manner.
• By finding the right VA, you can ensure that tasks are completed efficiently and to your satisfaction, allowing you to maintain a consistent level of productivity and meet your business goals.

2. Effective Communication and Collaboration:

• Good communication is vital when working with a virtual assistant. The right VA will possess excellent communication skills, be responsive, and provide regular updates on task progress.
• A VA who understands your instructions and can ask clarifying questions when needed fosters a collaborative working relationship, leading to better outcomes for your business.

3. Adaptability and Problem-Solving Abilities:

• Online businesses often encounter unexpected challenges and changes. A resourceful virtual assistant who is adaptable and possesses strong problem-solving abilities can help navigate these situations effectively.
• Look for a VA who can think critically, adapt to new tools and technologies, and proactively find solutions to challenges that may arise in your business operations.

4. Cultural and Language Fit:

• Consider the cultural and language fit when hiring a virtual assistant. If your business caters to a specific demographic or operates in a particular region, having a VA who understands the cultural nuances and speaks the language can be highly beneficial.
• A virtual assistant who can effectively communicate with your target audience and tailor their work to suit your business’s specific needs will contribute to your overall success.

5. Trust and Reliability:

• Trust is a critical factor in any business relationship, including the one with your virtual assistant. Look for a VA who demonstrates professionalism, integrity, and reliability.
• A trustworthy virtual assistant will respect confidentiality, handle sensitive information with care, and consistently deliver work on time, giving you peace of mind and allowing you to focus on other aspects of your business.

6. Long-Term Partnership Potential:

• Finding the right virtual assistant means identifying someone with whom you can build a long-term working relationship. Continuity and familiarity with your business processes and goals are valuable assets.
• Investing time in finding a VA who aligns with your vision and values can lead to a long-term partnership, reducing the need for frequent hiring and onboarding of new assistants.

How To Identify Your VA Needs and Job Requirements

1. Assess Your Business Operations:

• Evaluate your current business operations and identify areas where you could benefit from VA assistance. This could include tasks such as email management, customer support, social media management, content creation, data entry, or administrative work.
• Consider which tasks consume a significant portion of your time or require specialized skills that you may not possess. These are ideal areas to delegate to a virtual assistant.

2. Define Specific Tasks and Responsibilities:

• Break down the identified areas into specific tasks and responsibilities. Be as detailed as possible in outlining what you expect the VA to handle.
• Determine the frequency and volume of each task, whether it’s daily, weekly, or on an as-needed basis. This will help you estimate the required hours and set appropriate expectations.

3. Identify Required Skills and Experience:

• Determine the skills and experience necessary to perform the tasks effectively. Consider both technical skills (e.g., graphic design, copywriting, programming) and soft skills (e.g., communication, organization, problem-solving).
• Assess whether you need a VA with prior experience in your industry or specific software/tools relevant to your business. This ensures they can seamlessly integrate into your operations.

4. Consider Language and Cultural Requirements:

• Depending on your business’s target audience or the nature of your work, you may require a virtual assistant who speaks a specific language or understands a particular culture.
• If your business operates in multiple regions or has a diverse customer base, consider whether multilingual skills or cultural knowledge would be advantageous.

5. Determine Working Hours and Time Zone Compatibility:

• Decide whether you need a virtual assistant who can work within specific hours or time zones. This is particularly important for tasks that require real-time communication or immediate response.
• Consider your own availability and the hours during which you would need the VA’s support to ensure a smooth workflow and collaboration.

6. Outline Communication and Reporting Expectations:

• Clearly define your preferred modes of communication, whether it’s email, project management tools, instant messaging apps, or regular video calls.
• Specify your expectations regarding communication frequency, responsiveness, and reporting on task progress. This will ensure effective coordination and transparency.

7. Set Budget and Compensation:

• Establish a budget for your virtual assistant based on your business’s financial resources and the value you place on the tasks being delegated.
• Determine whether you prefer to pay an hourly rate, a fixed project rate, or a monthly retainer. Consider the average rates for VAs with the desired skills and experience.

What Are the Best Virtual Assistant Websites to Hire From?

1. Upwork (www.upwork.com): Upwork is one of the largest and most well-known platforms for hiring freelancers, including virtual assistants. It offers a wide range of skilled professionals from various fields, allowing you to find VAs with diverse expertise. Upwork provides tools for managing contracts, tracking time, and facilitating communication between clients and freelancers.
2. Freelancer (www.freelancer.com): Freelancer is another popular platform that connects businesses with freelancers, including virtual assistants. It offers a vast talent pool with freelancers from around the world, allowing you to find VAs with different skill sets and competitive rates. Freelancer provides features like project management tools and dispute resolution services.
3. FreeUp (www.freeup.net): FreeUp is a platform specializing in connecting businesses with pre-vetted freelancers, including virtual assistants. They have a rigorous screening process to ensure high-quality talent. FreeUp offers a hands-on approach, matching you with the most suitable VA based on your specific needs. They focus on eCommerce, marketing, and web development services.
4. OnlineJobs.ph (www.onlinejobs.ph): OnlineJobs.ph is a platform specifically dedicated to Filipino virtual assistants. It focuses on connecting businesses with highly skilled VAs from the Philippines. This platform is particularly popular for its extensive talent pool of English-speaking VAs at affordable rates. OnlineJobs.ph allows direct communication between employers and job seekers.
5. Fiverr (www.fiverr.com): Fiverr is a well-known freelance marketplace that offers a wide range of services, including virtual assistance. On Fiverr, you can find VAs offering specialized services and packages at different price points. The platform is known for its user-friendly interface and the ability to browse through a variety of VAs’ portfolios and reviews.
6. Toptal (www.toptal.com): Toptal is a premium talent marketplace that focuses on connecting businesses with top-tier freelancers, including virtual assistants. They have a rigorous screening process to ensure that only the most experienced professionals are accepted. Toptal is known for providing highly skilled VAs in fields such as software development, design, and project management.

How To Conduct a Virtual Assistant Search

1. Crafting an Effective Job Description:

• Clearly define the responsibilities, tasks, and skills required for the virtual assistant role. Be specific and provide details to attract candidates who align with your needs.
• Mention any preferred qualifications, such as industry experience, technical skills, or language proficiency.
• Highlight your company culture and values to attract VAs who resonate with your business’s vision.
• Include information about working hours, time zone requirements, and preferred communication channels.

2. Screening and Shortlisting Candidates:

• Review resumes, portfolios, and profiles on virtual assistant platforms or job boards.
• Look for relevant experience, skills, and achievements that match your job requirements.
• Check for positive reviews or testimonials from previous clients.
• Consider conducting a preliminary skills test or request work samples to assess their abilities.
• Narrow down your list to a shortlist of candidates who best meet your criteria.

3. Conducting Interviews and Assessments:

• Schedule interviews with your shortlisted candidates. Use video conferencing tools for a more personal connection.
• Prepare a set of interview questions that assess both technical skills and soft skills, such as communication and problem-solving abilities.
• Ask about their experience with similar tasks, their preferred working style, and how they handle challenges.
• Evaluate their communication skills, responsiveness, and overall professionalism during the interview.
• Consider giving them a trial task or a small project to assess their ability to meet your expectations.

Bonus Tip: Trust your instincts and pay attention to how well you connect with each candidate. Cultural fit and compatibility are important factors in building a successful working relationship with your virtual assistant.

What are Some Factors to Consider in Hiring a Virtual Assistant?

1. Communication:

• Effective communication is crucial when working with a virtual assistant. Assess their communication skills during the hiring process. Look for responsiveness, clarity, and the ability to understand and follow instructions.
• Consider their language proficiency, both in written and verbal communication, to ensure smooth and efficient collaboration.
• Evaluate their ability to proactively ask questions, seek clarification, and provide regular updates on task progress.

2. Attitude:

• A positive attitude is invaluable in a virtual assistant. Look for candidates who demonstrate enthusiasm, a willingness to learn, and a proactive mindset.
• Assess their ability to handle feedback and make necessary improvements. A VA who is receptive to feedback and actively seeks ways to improve can contribute to a more productive working relationship.
• Consider their level of professionalism and reliability, as these traits are essential for a successful partnership.

3. Red Flags:

• Look out for red flags during the hiring process. These may include inconsistent communication, missed deadlines, or negative reviews from previous clients.
• Pay attention to how they present themselves during interviews and assess their level of preparedness and attention to detail.
• Trust your instincts. If something feels off or if there are any warning signs, it may be wise to explore other options.

4. Experience:

• Consider the VA’s level of experience in your industry or with the specific tasks you need assistance with. While experience can be valuable, keep in mind that a lack of experience doesn’t necessarily mean they won’t be a good fit.
• Assess their track record by reviewing their portfolio, work samples, or client testimonials. Look for relevant projects they have successfully completed.
• Evaluate whether their experience aligns with the demands of your business and the skills required for the role.

What are Important Questions To Ask During An Interview?

1. Can you tell me about your previous experience as a virtual assistant?

• Gain insight into their work history, the types of tasks they have handled, and the industries they have worked in.
• Ask for specific examples of projects or tasks they have successfully completed, highlighting their relevant experience.

2. What specific skills do you bring to the table as a virtual assistant?

• Inquire about their technical skills, software proficiency, and any specialized knowledge that could benefit your business.
• Ask about their ability to multitask, meet deadlines, and handle various aspects of virtual assistance.

3. How do you handle communication and ensure effective collaboration in a remote working setup?

• Assess their approach to communication tools, frequency of updates, and their preferred methods of staying connected with clients.
• Inquire about their strategies for managing time zone differences, availability for meetings, and response times.

4. How do you handle feedback and constructive criticism?

• Gauge their ability to receive feedback and make necessary improvements.
• Inquire about their approach to handling challenging situations or tasks and how they adapt to changing requirements.

5. Can you provide examples of situations where you demonstrated problem-solving skills?

• Evaluate their ability to think critically and find solutions to challenges.
• Ask for specific examples of how they have resolved issues or implemented improvements in their previous roles.

6. What is your preferred working style and how do you prioritize tasks?

• Understand their preferred work environment, time management methods, and how they prioritize tasks to ensure efficient completion.
• Assess their ability to manage multiple projects simultaneously and meet deadlines.

7. How do you ensure confidentiality and handle sensitive information?

• Inquire about their approach to maintaining confidentiality and protecting sensitive data.
• Assess their understanding of data security protocols and their ability to adhere to privacy guidelines.

8. Can you describe a time when you went above and beyond for a client or employer?

• Evaluate their commitment to delivering exceptional service and their dedication to exceeding expectations.
• Look for examples that demonstrate their initiative, creativity, and willingness to go the extra mile.

How To Make the Best Hiring Decision

1. Thoroughly Evaluate Candidates:

• Review resumes, portfolios, and work samples to assess their skills and experience.
• Consider conducting preliminary assessments or skills tests to gauge their proficiency in relevant tasks.
• Check references or reach out to previous clients to gather insights about their performance and professionalism.

2. Conduct In-Depth Interviews:

• Prepare a list of comprehensive interview questions that cover technical skills, communication, problem-solving, and adaptability.
• Take note of their responses, paying attention to their ability to articulate their thoughts, provide relevant examples, and showcase their expertise.
• Evaluate how well they align with your company values and culture.

3. Assess Compatibility:

• Consider how well the virtual assistant’s working style and availability align with your business needs.
• Assess their ability to handle the specific tasks and responsibilities required for your business.
• Evaluate their level of responsiveness, attention to detail, and ability to meet deadlines.

4. Consider Cultural Fit:

• Assess whether the VA’s values, work ethic, and communication style align with your business culture.
• Consider their ability to adapt to your preferred communication channels and collaborate effectively with your team or other VAs.
• Look for a virtual assistant who shares your commitment to professionalism, accountability, and quality.

5. Trust Your Instincts:

• Pay attention to your gut feeling and intuition throughout the hiring process.
• Consider the chemistry and rapport you feel during interviews and interactions.
• If something feels off or raises concerns, take the time to explore further or consider other candidates.

6. Start with a Trial Period:

• Consider offering a trial period to assess the VA’s performance and compatibility.
• Set clear expectations and evaluate their ability to meet those expectations.
• Use this period to determine if they are the right fit for a long-term working relationship.

7. Seek Feedback from Your Team:

• If applicable, involve your team in the hiring process to gather their perspectives.
• Seek feedback on the candidates’ qualifications, compatibility, and potential contributions.
• Consider their insights as additional input to inform your decision-making.

Tips on Onboarding and Managing Your Virtual Assistant

1. Establish Clear Expectations:

• Clearly define the scope of work, responsibilities, and objectives for your VA from the start.
• Provide detailed instructions, guidelines, and resources to ensure a thorough understanding of tasks and expectations.
• Set realistic deadlines and milestones to track progress and measure performance.

2. Develop Effective Communication Channels:

• Establish regular communication channels, such as video calls, instant messaging, and email, to facilitate seamless interaction.
• Clearly communicate preferred communication methods and response time expectations.
• Schedule regular check-ins and meetings to provide feedback, address questions, and discuss ongoing projects.

3. Foster a Positive Working Relationship:

• Create a welcoming and inclusive environment that encourages open communication and collaboration.
• Show appreciation for their contributions and recognize their achievements.
• Foster a sense of teamwork by involving them in decision-making processes and encouraging their input.

4. Provide Access to Necessary Tools and Resources:

• Ensure your VA has access to the tools, software, and resources they need to perform their tasks efficiently.
• Provide training or access to training materials to enhance their skills and knowledge.
• Offer clear instructions on how to use any specific tools or platforms relevant to your business.

5. Establish Clear Systems and Workflows:

• Document standard operating procedures (SOPs) and workflows to ensure consistency and efficiency.
• Share access to relevant files, documents, and project management tools.
• Clearly define reporting structures and procedures for tracking progress and resolving issues.

6. Encourage Feedback and Continuous Improvement:

• Create a culture of open feedback and encourage your VA to share their ideas, suggestions, and concerns.
• Regularly review performance and provide constructive feedback for improvement.
• Offer opportunities for professional development and growth to enhance their skills and expertise.

7. Regularly Review and Adjust:

• Conduct periodic performance evaluations to assess progress and address any areas of improvement.
• Identify bottlenecks, challenges, or areas where additional support may be needed.
• Adapt and adjust your management approach based on feedback and evolving business needs.

Frequently Asked Questions

1. How do I determine the right budget for hiring a virtual assistant?

Determining the right budget for hiring a virtual assistant involves considering several factors. Start by assessing the tasks and responsibilities you want to delegate and the level of expertise required. Research prevailing rates in the market for virtual assistants with similar qualifications and experience. Consider the complexity and volume of work, the time commitment needed, and the desired level of professionalism. Balance your budgetary constraints with the value you expect to gain from the VA’s contributions. It’s important to invest in quality and reliability, but also be mindful of your overall business budget. By carefully evaluating these factors and finding a balance between affordability and quality, you can determine a reasonable budget that aligns with your business needs.

2. Are there specialized agencies or companies that offer virtual assistant services?

Yes, there are specialized agencies and companies that offer virtual assistant services. These agencies and companies focus on providing virtual assistants with various skill sets and expertise to cater to specific industries or tasks. They often have a pool of pre-screened and trained virtual assistants available for hire. Some examples of specialized agencies or companies include TaskBullet, Boldly, and VirtualStaff.ph. These specialized service providers can be a convenient option for businesses looking for virtual assistants with specific skills or industry knowledge, as they streamline the hiring process and ensure access to qualified professionals in a particular field.

3. What are the pros and cons of hiring a freelance virtual assistant versus a dedicated assistant from an agency?

Hiring a freelance virtual assistant offers the advantage of flexibility, as you can find individuals with specific skills on platforms like Upwork or Freelancer. Freelancers often offer competitive rates and can be suitable for short-term or project-based tasks. However, the downside is that freelancers may have multiple clients and may not be available at all times. On the other hand, hiring a dedicated virtual assistant from an agency provides the benefit of having a consistent and reliable professional who is exclusively committed to your business. Agencies handle the hiring, training, and management aspects, saving you time and effort. However, dedicated assistants from agencies might come at a higher cost and could have limitations in terms of availability or flexibility compared to freelancers. The choice between a freelance virtual assistant and a dedicated assistant from an agency ultimately depends on your specific needs, budget, and preferences for long-term commitment or task-specific expertise.

4. Are there any legal or contractual considerations when hiring a virtual assistant?

Yes, there are legal and contractual considerations when hiring a virtual assistant. It’s important to have a well-drafted contract or agreement that outlines the terms of the working relationship, including the scope of work, payment terms, confidentiality clauses, intellectual property rights, termination provisions, and any applicable non-disclosure agreements or non-compete clauses. Additionally, depending on your jurisdiction, you may need to ensure compliance with local labor laws, tax obligations, and any legal requirements related to hiring remote workers. Consulting with legal professionals or seeking guidance from relevant government authorities can help ensure that your contractual arrangements with virtual assistants are legally sound and compliant with the applicable regulations.

5. How can I build a long-term working relationship with a virtual assistant?

Building a long-term working relationship with a virtual assistant requires open communication, mutual trust, and ongoing support. Start by clearly defining expectations, providing thorough onboarding, and setting regular check-ins to discuss progress and address any concerns. Foster a positive working environment by recognizing their contributions and creating opportunities for growth and development. Invest time in understanding their strengths and interests to assign tasks that align with their expertise. Regularly communicate your business goals and involve them in decision-making processes. Show appreciation for their efforts, provide constructive feedback, and be responsive to their needs. Building a strong foundation of trust, respect, and collaboration will help foster a long-term working relationship with your virtual assistant.

What Is Outsource School?

Outsource School helps you to unlock the potential of virtual assistants and accelerate your business growth.

This is the exact system Outsource School’s founders, Nathan Hirsch and Connor Gillivan, used to go from zero to 8 figures and 40+ virtual assistants with an exit in 2019.

Since being founded in 2020, Outsource School has helped 1,000+ business owners hire 2,000+ virtual assistants for their companies.

Schedule a free sales call to learn more

Free resources you might like: 

• Outsource School Case Study: How We Scaled to 45+ VAs and 8 Figures in Revenue
• Free VA Calculator | See How Many VAs You Can Afford
• Free Training on 5 Keys to Working With VAs
• Learn Outsourcing 101 | Guides, Downloads, and Checklists

Conclusion

Feel better prepared to hire a virtual assistant now?

Did we answer the questions:

“Where can I find a virtual assistant?”

“How can I hire a virtual assistant?”

If we didn’t, let us know.

If you still want help, Schedule a call with us or check out our trainings at Outsource School.

Happy hiring!