How to hire a virtual personal assistant for any business

How do you hire a virtual assistant?

To hire a virtual assistant, list the skills you need, pick a hiring channel or BPO partner, then interview and run a short trial before you commit.

• Decide which tasks you want to hand off first.
• Choose a freelancer, a job site, or a trusted provider.
• Test your top pick with a trial period before a full offer.

The virtual assistant (VA) industry has grown fast in recent years. Many startups use remote offices to cut costs. Meanwhile, businesses of all sizes lean more on the internet for daily work.

To handle dull and repeat admin tasks, firms and founders now hire virtual assistants. As a result, they can scale quickly, even on a tight budget. When you hire a virtual assistant, you free up time to focus on sales and revenue. In short, handing off repeat tasks saves time and cuts cost. To see the full upside, learn how virtual assistants help businesses grow.

Virtual assistant job description

A virtual assistant (VA) is like a personal assistant who works remotely. So they do the job online or by phone. In short, they support you from anywhere.

A VA can have various specializations, from admin tasks to social media. Most VAs can also take on personal tasks when you are too busy to do them.

Remote assistants can be freelancers or full-time staff. Meanwhile, most firms hire VAs through trusted business process outsourcing (BPO) providers or VA services. Many VAs have years of admin experience. As remote work grows, demand for skilled assistants keeps rising.

2 major types of outsourced personal assistants

A VA can do most work that does not need their physical presence. They just need the right skills, experience, and tools.

VA services come in many forms. So it helps to know which type fits the role before you hire a virtual assistant.

Virtual administrative assistant

These assistants work much like your office manager. The main difference is that they work from home. So it is best to hand off admin tasks to them, since most busy owners cannot keep up alone. For example, they manage your calendar, build reports, and prep presentations. As a result, you can focus on core work. Many firms take this further with full administrative outsourcing.

Specialized virtual assistant

Trusted providers like VirtualStaff.ph offer specialized VAs with a specific skill set. So they suit one clear process in your company. They often cost more than general assistants because of their deeper skills.

Real estate virtual assistants

A real estate VA supports the property industry. For example, they find property details and handle data entry. In addition, they run cold calling and lead generation. A property management virtual assistant can take on even more of this work.

Virtual research assistants

This VA helps with online research. So a virtual research assistant pulls useful facts from the web. Then they deliver them in a clear, easy format. As a result, you save hours of digging.

E-commerce virtual assistants

An e-commerce VA helps online stores of all sizes. Meanwhile, as online shopping grows, so does the need for this support.

Virtual bookkeeping assistants

These assistants help manage your cash flow. So they handle the books and even payroll. As a result, your finances stay in order. To support this work, many teams rely on virtual bookkeeping tools.

Virtual marketing assistant

A virtual marketing assistant gives clerical and project support to your marketing team. Meanwhile, marketing changes fast, so this help keeps campaigns moving.

Social media virtual assistant

A VA for social media promotes your brand and products online. For example, they reply to users, write captions, and post content. So your accounts stay active and on brand.

What else can virtual assistants do?

As noted, VAs offer a wide range of services. These span digital media, appointment setting, event work, and personal errands. Aside from the two main types above, here are more tasks you can hand off.

• Event planning and management. Suppose you lack the time to organize your events. In that case, a remote assistant keeps things on track.
• Schedule meetings and email management. VAs handle calendar bookings, reschedules, and clashes. So you avoid double bookings and missed appointments.
• Report writing. Assistants suit admin duties, report prep, and content work.
• Hotel and restaurant booking. VAs plan travel for you and your clients. As a result, they take that load off your plate.
• Basic digital marketing. Remote assistants also know online marketing. So they help small firms grow their brand online.

To match the right helper with each job, it also helps to review the best virtual assistant tools.

How much does hiring a virtual assistant cost

Prices for VA services vary. They depend on your deal, the rate, and how long you need the help. Also, rates differ between a dedicated VA and a freelance VA.

• Dedicated virtual assistants. Dedicated VAs usually earn an average of US$25 per hour. They do not need benefits, but it is smart to add them anyway.
• Freelance virtual assistants. Meanwhile, freelance VAs can start as low as US$5 per hour. However, they set their own rates and terms.

For a fuller breakdown, see the full cost of hiring a virtual assistant.

Outsourcing a virtual personal assistant

Firms that ignore new tech risk falling behind bolder rivals. For example, many travel and hospitality firms use VAs to lift customer service. Now, more firms across industries hire virtual assistants to help run daily work.

As a founder, a VA is one of your first key hires. So hire one if you spend most of your day on small, repeat tasks. They can run these tasks well, which frees you for bigger work. BPO firms, such as Outsource Access, can help you find skilled VAs that fit your brand.

Top 3 skills to look for in a virtual assistant

Assistants need a mix of admin, project, and office skills. Here are the three main ones to look for:

• Communication skills. A VA must speak and write clearly with your clients.
• Computer skills. If you need website or database help, strong tech skills matter.
• Time management skills. VAs must plan, set deadlines, and track their time.

How to hire an outsourced personal assistant

You are really hiring a team member when you bring on a VA. So a poor fit can hurt your work and your service. Because of this, plan your steps before you hire.

You can hire the right VA with these four steps:

Step 1: Make a list of the qualities and skills you’re looking for

First, know the skills and traits you want before you hire a virtual assistant. Hiring a VA is like hiring any staff member. So make sure they fit the role.

Instead of past job titles, focus the interview on clear qualities. Here are a few simple ones to weigh:

• Someone who has worked in the field before.
• Someone who knows, or is familiar with, your industry.
• Someone eager to learn, reliable, and able to work with little oversight.

Step 2: Choose a communication channel and strategy

Next, pick one platform and style that you both stick to. So communication stays open and clear. This matters most when someone works outside your office. After all, they will handle your calls and sensitive data.

Step 3: Post a job listing/hire a BPO partner

Once your job description is ready, post it online and take applications. For example, you can post it on job sites like Upwork. Another option is a recruiting service or directory for assistants.

As noted, more firms now use staffing services from providers. So they can ensure quality and accountability in every hire. You can also turn to Outsource Accelerator’s directory of over 3,000 BPO suppliers to find trusted partners at fair prices.

Step 4: Interview and require a trial period for the best candidate

Finally, review the applications and set up interviews with your top 5 to 10 picks. Then choose the best fit and offer a trial period. A trial gives your VA extra reason to shine, since it can lead to a permanent role. So set them real admin tasks and see how well they match the job. Finally, confirm they meet your standards before you commit. To avoid future mix-ups, have them sign a formal service agreement.

Frequently asked questions about hiring a virtual assistant

How much does it cost to hire a virtual assistant?

Rates vary by skill and setup. For example, freelance VAs can start near US$5 per hour. Meanwhile, dedicated VAs often cost more. So compare a few options first.

Where can I hire a virtual assistant?

You can use job sites, freelance platforms, or a BPO provider. For a trusted match, a directory of vetted suppliers helps. In short, pick the channel that fits your budget.

What tasks can a virtual assistant handle?

VAs cover admin, scheduling, research, bookkeeping, and social media. So they can take on most repeat tasks. As a result, you gain time for core work.

How do I make sure a virtual assistant is a good fit?

First, list the skills you need. Next, interview your top picks. Then run a short trial before a full offer.

Key takeaways

• Hiring a virtual assistant frees your time and cuts cost.
• VAs range from general admin help to specialized roles.
• Costs vary, so weigh freelance versus dedicated options.
• Use a clear four-step process: list skills, set communication, post the role, then interview and trial.
• A trusted provider like VirtualStaff.ph can match you with skilled VAs.