The Ultimate Guide to Hiring Virtual Assistants 

29 Mar 2024 By: Michael Kansky


Fact is that hiring talented workers is an enormous task. One of the biggest problems is high attrition rate, high expenses, and long staffing process which are the issues US companies face post pandemic. Not only that, your business is your baby – you can’t let anyone mess with it. The right match is the key.

As companies increasingly adopt remote work, the need for virtual assistant services grows. This trend offers both opportunities and challenges for entrepreneurs.

This guide aims to help entrepreneurs master outsourcing to remote virtual assistants.

No matter whether your business is small or big and what its nature is, we encourage you to try replacing or augmenting your staff with virtual assistants. Benefits of doing so are great and real. Read on to find out how.

Hiring virtual assistants, essential guide

Virtual Assistants: Are they robots, human, or extraterrestrial beings?

Virtual assistants are competent employees who are trained to carry out a wide variety of functions, ranging from business administration to technical or creative jobs from a remote location. Nevertheless, the title still gives a feeling of secret and mysterious. Virtual assistants are human beings who are not robots, aliens, or robotic aliens. They are indeed real people knowledgeable in real-life experiences and in different fields of expertise. Hence, they are there to support your as well as your business need.

Virtual assistants, after all, have a wide selection of services to offer. Others are able to accomplish the basic functions of routine administrative positions like dealing with email issues, scheduling activities, and data entry. They may be —it’s just a matter of stepping in—helping out with the event coordination, e.g., travel arrangements, research, and meetings. Some complete tasks that the main social media influencer is not capable of such as content creation and management of the social media. AI virtual assistants with skills such as graphic design, copywriting, and handling customer support among others offer the needed market variety. They are a great help to busy entrepreneurs as well as to businesses in all industries without exceptions.

By using virtual assistant services, entities can delegate time-consuming, repetitive, low value tasks. Doing so allows them to focus on other core objectives, creating time and space for creativity and growth. 

Can’t I just do it myself?  What are the benefits of Virtual Assistants (VA)?

Virtual assistants offer companies numerous advantages. Cost savings is a big one. Virtual assistants eliminate the need for physical office space. Overhead costs associated with hiring full-time employees come at a much lower price. In other words, virtual assistants serve as part-time remote workers at a rate that averages half of that of a full-time employee. By operating remotely, virtual assistants can cover additional time zones, providing after-hours support. Virtual assistants can use their own computer, this approach is also known as Bring Your Own Device (BYOD) or you may setup Azure VDI or Amazon Workspaces Web for convenience, security and internet speed. This can help enhance customer satisfaction and improve customer satisfaction

Additionally, by tapping into the diverse skill sets of virtual assistants, companies can enhance their team’s capabilities. The specialized expertise with no need for extensive training or hiring brings great benefits to businesses. Again, at a much lower cost. 

This approach, known as Business Process Outsourcing (BPO), empowers entrepreneurs to become accomplished leaders while optimizing time management and success.

We compiled a list of Best BPO Companies for your convenience.

Delegating tasks to a virtual assistant can free you to focus on impactful work. As the visionary, your time is best spent where you make the most difference. Let doers handle the daily tasks. Don’t get overwhelmed like a stressed giraffe buried in low-value tasks.

And of course, you could do simple tasks yourself. But do you really want to? While it may seem feasible to handle tasks solo, virtual assistants offer numerous benefits, increasing efficiency. The work-life balance we’re all searching for becomes easier to obtain. Don’t worry, as a business owner, you’re still a superhuman, just a better-equipped one.  

We vetted thousands, ready to fill any role in any industry as virtual assistants. This saves you the time and effort of searching for talent.

OK, Can’t I Just ask Amanda to do it? (VA  vs. Traditional Employees)

While Amanda, a typical workforce employee, has the skills to help, freelance virtual assistants present distinct advantages over traditional employees. 

First, once again, is the cost. Visual Assistants offer flexibility without the overhead costs associated with full-time staff. Unlike employees tied to a physical office, virtual assistants, found through job boards or outsourcing procedures, provide cost-effective solutions by managing tasks remotely. 

While costs alone create an important factor, the mental state of your workforce plays an important role as well. Mundane work, especially in a remote setting, can overwork your employees and cause burnout. Mental health is important. Outsourcing certain tasks to a part-time virtual assistant can give your team a little breather. 

So Many Choices: What Types of Virtual Assistants Are There?

Customers Are Hitting my DMs. Help!: Social Media Virtual Assistants

Virtual assistants specializing in social media can help expand online presence and enhance audience engagement. Answering messages and interacting with customers in real time strengthens connections with followers. Virtual assistants with expertise in social media management create compelling content and initiate discussions to captivate audiences effectively. This can help your business stay current and relevant. After all, consistent social media engagement and presence help maintain visibility and brand awareness. 

Amazon (Not the Jungle) Seller Support 

For businesses operating on platforms like Amazon Seller Central, virtual assistants can come in quite handy.  Driving traffic to the Amazon store can lead to sales boosts.  Amazon virtual assistants boost businesses by handling customer inquiries, social media tasks, from making content to managing communities. They help build a solid online presence and forge lasting connections with customers and with the target audience. Ultimately, their contribution facilitates brand growth and fosters a thriving online community.

If you run a Turo, Airbnb or VRBO business, a virtual assistant can handle customer interactions, freeing you from constant distractions.

For You and Your Customer: Customer Support

Customer Support virtual assistants truly excel when it comes to answering queries, providing solutions and ensuring customer happiness through different communication paths. Virtual assistants can manage everything from simple customer service and scheduling to complex issues like billing and technical support. Whether you need one VA for extra help or 50 to take over customer service, they’re skilled, affordable, and ready for any task.

Our client, Connexa, cut response times by 1000% and boosted customer satisfaction by 12%.

Other Types of Virtual Assistants

Tech Support virtual assistants solve tech issues, guiding users through software or hardware troubles. Product Support virtual assistants help with product questions and troubleshooting. Sales virtual assistants boost revenue by helping with lead generation and CRM management. Marketing virtual assistants work on campaign planning, content creation, and strategy to increase brand visibility.

But how can they really help ME? 

Whatever industry your business belongs to, rest assured, Virtual Assistants can help with any number of tasks. 

The Time Etc article highlights the benefits of VAs, such as increased efficiency, focus on core activities, and flexibility in task management. With a focus on the evolving needs of modern business. VAs help in achieving better work-life balance while contributing to business scalability by ensuring that owners can focus on strategic growth rather than getting bogged down in daily operations.

Where to Find Virtual Assistants 

Save time on searching Google. We compiled a comprehensive list of Best Virtual Assistant Companies.

But how do I get one that’s a good fit?  Guidelines for hiring for productivity and success. 

To hire a Virtual Assistant, one option is to utilize marketplace sites like Fiverr, where you can browse profiles, compare prices, and select a suitable candidate. If you go down this route, ensure you create a strong hiring process for a suitable VA. Begin by preparing interview questions to filter out unsuitable applicants.

Benefits include but not limited to the fact that companies can choose a blend of skills they need, large pool of talent and also an opportunity to negotiate directly with the providers. Alternatively, companies can consider BPO services such as HelpSquad, therefore cost-effective hiring processes, qualified support team and scalability are ensured with the business needs. However, the main benefit of hiring directly is that it allows you to take sole control of the selection procedure, specify the on-the-job training, and build a long-term cooperation based on the requirements of your company.

BPO Benefits 

For any company to have a sustainable relationship with a virtual assistant, it is vital to abide by the following suggested tips:

  • Define business needs: Concisely articulate the unique needs and expectations with a helmsman who recognizes the requirements, in order to choose the right virtual assistant.
  • Background check: Seek out background information of the candidates applying for the position to assess the scope of their qualifications and fitness for the role.
  • Tailored hiring process: Use a defined hiring process that considers employees’ skills, experience, and whether they match the values of the company.
  • Onboarding process: Create a complete system of information and education to engage virtual assistants with company policies, procedures, and expectations. You can either develop training materials for VAs to get up to speed or employ train-the-trainer model.
  • Assess performance: Regularly check for the virtual assistant to perform according to business objectives and perform productiveness goals yours.
  • Communication: Create an open and honest information exchange that will foster cooperation and allow prompt handling of the problems, if they arise.
  • Flexibility: Make flexible changes allowing the virtual assistant to expand the scope of the job role.
  • Evaluate suitability: Make a habit of getting into the virtual assistant’s working to establish if the work they are doing is meeting the company’s requirements and is a plus to productivity and success.

Companies that follow these good practices can make sure that they choose and train virtual assistants who are well suited to what their business operations require, succeeding in increasing productivity and being successful.

What work do I give them? (Onboarding guidelines) 

The onboarding process plays an important role in VA’s success. This approach builds trust in the working relationship and provides VAs with the necessary tools to excel. Here’s a guide, step by step:

  • Assessment of Business Needs: To start with, determine the positions within the team that your company carries and then choose from them the tasks which can be assigned to the new employee. Take into account input in such areas as office work, registration and order processing, creating a schedule for meetings, writing content, generating leads, development of websites, design of graphics, etc.
  • Creation of Task List: Compile a comprehensive list of tasks that the VA will be responsible for, ensuring alignment with business goals and core competencies. Don’t overthink it, use spreadsheets for this. Categorize tasks based on their nature and priority, from recurring tasks like calendar management and inventory management to specialized services like graphic design or SEO.
  • Training and Resources: Develop training documents and provide access to resources that will enable the VA to familiarize themselves with company procedures, operating protocols, and standard operating procedures. Offer training sessions or videos on specific tasks such as video editing or using video conferencing tools.
  • Communication and Collaboration: Place special focus on the problem of communication competences and increase engagement with this issue by improving dialog. It is also about effectively informing your students, emphasizing the requirements, due dates, and probably also, they should correspond through either email, phone, or messaging platforms.
  • Delegation of Responsibilities: Work out the tasks delegation gradually, choose the easier or oriented ones at the start, then finally move to the more complex ones. That is to say, give feedback and counsel where necessary to make sure VA has got it clear who is in charge and how to do his job quite well.
  • Evaluation and Adjustment: Always be monitoring the VA’s level of performance and workflow flexibility can be provided based on its strengths and weaknesses, a well as the possible of the VA’s changing objectives. Embrace an atmosphere where the liaison ad explained a position and be willing to give an answer on their open concerns.

Putting Virtual in Virtual Assistants

For virtual assistants, effective communication is paramount, especially since they work remotely. Utilize software to stay connected with your virtual team, regardless of location. Prioritize professional conduct and support remote workers with ongoing training and resources. Focus on high-value tasks such as customer support services and managing email campaigns to boost customer satisfaction. 

Offer marketing support and ongoing assistance to clients, especially those managing multiple clients simultaneously. By mastering these skills and platforms, virtual assistants become a valuable asset, capable of handling diverse responsibilities and contributing significantly to the success of their clients’ businesses.

TIP: Use OpenAI GPTs to create a custom AI assistant for your specific tasks and workflow to channel your VAs in the right direction.

Now what? (Managing a virtual assistant)

Managing virtual assistants requires careful consideration of several factors to ensure maximum efficiency and productivity. Firstly, selecting the right software is crucial. Putting efficient processes in place can provide a system that works for both parties –  the business and the visual assistant. If you find managing virtual assistants a daunting tasks, hire a BPO. 

Experience plays a vital role in determining the suitability of a virtual assistant. Previous experience in relevant tasks can lead to increased efficiency and quicker turnaround times. However, being open to individuals with the potential to learn new skills can also be beneficial, especially when the right platform offers opportunities for growth.

Constant communication is a necessity to keep the flow of information and to avoid any misunderstandings concerning the project. One of the ways project management software can be beneficial in this process is to allocate tasks more efficiently and track progress. Constructive feedback based on feedback data entry ensures continuous improvement and alignment with expectations.

FAQ: Hiring virtual assistant


To integrate VAs effectively, businesses need to identify their needs, choose the right assistant, and manage the relationship well. This means thorough training, clear communication, and regular checks to align with business goals. VAs help businesses run more smoothly and free up time for growth-focused projects.

Additionally, virtual assistance allows companies to be more adaptable, covering different time zones and providing after-hours customer support. With careful management, working with VAs can lead to a lasting partnership that encourages innovation and continuous improvement.

In essence, leveraging VAs can boost productivity, improve work-life balance, and drive sustainable growth. Following best practices in hiring, training, and managing VAs can help businesses fully benefit from this versatile workforce and overcome modern business challenges.

Virtual Assistants
Michael Kansky

Michael Kansky, Founder of LiveHelpNow and HelpSquad, has leveraged his 20 years of industry experience and innovative support strategies to revolutionize customer service approaches, making LiveHelpNow a leading customer service software provider, and establishing HelpSquad as a bridge between businesses and customer needs. You may contact Michael on LinkedIn: