How to Hire a Virtual Assistant the Right Way (Even If It’s Your First Time)

Authored By: Juhi
Juhi is an experienced content creator with a...

Every entrepreneur starts by juggling numerous small tasks, micromanaging even the tiniest details of their business. While this may feel liberating at first, it quickly turns into a chaotic and overwhelming workload. That’s when hiring a virtual assistant becomes more of a necessity than a luxury.

According to the American Bureau of Labor Statistics, only 50% of new businesses survive beyond five years. That’s a staggering failure rate, and the reasons are often more obvious than they seem – the lack of a virtual assistant to begin with.

We’ve seen top leaders struggle with routine tasks, which inspired us to create this complete guide on how to hire a virtual assistant. Hiring a virtual assistant is one of the most effective ways to propel your business forward. 

While there are various approaches to finding the right VA, we’ve done the research to help entrepreneurs, small businesses, and growing enterprises strike the perfect balance for long-term success.

Do You Really Need A Virtual Assistant?

Simply put, it’s a definite yes. According to sources, small businesses lose up to 1.5 hours daily on unproductive tasks. Over time, this amounts to more than three weeks of lost productivity. 

Hiring a virtual assistant shows just how much you value core business functions and your commitment to enhancing, expanding, and nurturing new opportunities.

The best part of delegation is that any task, no matter how big or small, can be outsourced to a VA without hesitation. Businesses on a growth trajectory, in particular, can benefit from VA assistance with tasks like bookkeeping. Research shows that 46% of small business owners dislike bookkeeping and tax preparation, which takes up around 41 hours annually. 

These tasks can easily be handled by a dedicated VA for accounting, freeing up time for more strategic pursuits. Here are 5 more reasons why hiring a virtual assistant should be on your business checklist:

• Need to focus on growth, not time-consuming tasks
• Can’t afford to hire full-time employees right now
• Want to scale your business without overwhelming yourself
• Need access to specialized skills without the long hiring process
• Want flexibility to adjust to changing business needs

5 Benefits of Hiring A Virtual Assistant 

If you’re still second-guessing your thought process, we’ve got you covered! 

Digital assistance support isn’t just an accessory to your business—it’s a reliable resource for outsourcing tasks to virtual assistants for better productivity, efficiency, and cost-saving. Here are the tangible benefits you can expect from hiring a virtual assistant:

Increased Focus on Core Business Functions

As a business owner, your time is valuable. By outsourcing repetitive tasks like scheduling, data entry, or customer service to a virtual assistant, you can focus on high-priority activities. If you are a leader or in a leading position, it will be very important for you to put aside tedious tasks for more income-generating tasks. 

You can direct your focus to strategy, sales, and growth, which directly contribute to business expansion. Make sure that your schedule clearly highlights the priority responsibilities, with you able to delegate the rest to your choice of a virtual assistant. 

Cost-Effective Workforce Expansion

Hiring a full-time employee comes with overhead costs, such as benefits, salaries, and office space, which might pose a burden to your business if your growth rate is slow. A virtual assistant allows you to access skilled help without these added expenses. 

This flexibility is often the reason why any scalable business venture might choose virtual assistants over in-house resources. It is also a budgeted and quicker way to scale your workforce based on demand while maintaining the accuracy and quality of your work.

Improved Time Management and Efficiency

Entrepreneurs often find themselves stretched thin, balancing multiple roles, which can lead to overwhelm and hinder efficiency. After you hire a virtual personal assistant, you can handle administrative tasks, social media management, or even research.

This ensures, time and time again, that your precious time is used productively and deadlines are consistently met. It also prepares you for unexpected circumstances, such as short-staffing, last-minute changes, project cancellations, or even sudden shifts in priorities.

Access to Specialized Skills Without Long-Term Commitments

Small business owners may not need full-time staff with specialized skills, such as graphic design or marketing. As businesses evolve, their needs are often more flexible, requiring short-term expertise rather than permanent positions. 

Hiring virtual assistants brings expertise in these areas, allowing you to access top-tier talent for specific projects without the long-term commitment or cost of hiring full-time employees. These virtual employees can also help you optimize resources and plan for future roles as your business grows.

Flexibility to Adjust to Business Needs

Business needs can fluctuate, especially for small enterprises. Virtual assistants offer the flexibility to adjust your workforce according to busy seasons or downtime. This gives you the space to scale up or down as needed. 

Whether you need more support during peak periods or less when things slow down, a hired VA adapts to your evolving needs without the hassle of hiring or firing staff. If you are starting to hire a virtual assistant, we recommend you begin by assigning one before you expand to more.

How to Hire a Virtual Assistant the Right Way?

Hiring a virtual assistant (VA) can significantly streamline operations and reduce costs for small businesses. According to a 2024 report, hiring a virtual assistant can decrease companies’ costs by up to 70%.

There are three primary methods to engage a virtual assistant:

• Direct Hire
• Contract Agency
• Managed Service Provider

Let us break down each method, the steps of the hiring a virtual assistant process, and the advantages and disadvantages, all in one!

1. Directly Hire a Freelance Virtual Assistant

Though very time-consuming, hiring a virtual assistant directly through a freelancing/job search site is a great way to seek out talent. There are some things that will affect the cost and quality, especially local, nearshore, or offshore models. Below are a few examples of outsourcing VA based on regions:

• U.S.-Based VAs: Earn an average of $50,749 annually, with specialized roles reaching up to $70,000.
• Latin American VAs: Typically earn between $400 and $2,000 monthly, offering excellent ROI for businesses.
• Asian VAs: Rates start as low as $5/hour, making them highly competitive in the global market.

Steps To Hire A VA Online Directly

Here are the steps you will need to follow if you want to hire a virtual assistant directly through portals:

• Step 1: Identify Tasks to Delegate

Start by listing tasks that consume too much of your time or require the expertise you lack. Focus on repetitive, administrative, or specialized tasks that a virtual assistant can handle efficiently and create a detailed SOP (Standard Operating Procedure).

• Step 2: Craft a Clear Job Description

Outline the specific responsibilities, required skills, and expectations for the role. A well-defined job description helps attract candidates who align with your business needs and work culture.

• Step 3: Publish and Promote Your Job Listing

Post your job description on freelance platforms, job boards, or VA agencies. Consider niche platforms or referrals to find candidates with relevant industry experience and specialized skills.

• Step 4: Screen Applications and Shortlist Candidates

Review resumes, portfolios, and past work to filter the best applicants. Conduct initial interviews to assess communication skills, professionalism, and their ability to handle your specific tasks.

• Step 5: Test for Skills and Compatibility

Assign a small, paid test project that reflects real work scenarios. This helps gauge problem-solving abilities, turnaround time, attention to detail, and overall suitability for your business.

• Step 6: Start with a Trial Period

Before committing long-term, hire your top candidate for a short trial. This allows you to assess their performance, reliability, and adaptability in handling tasks before offering a permanent role. 

Pros and Cons of Direct Hiring

Advantages:

• Cost-Effective: Lower hourly rates compared to full-time employees.
• Control: Direct management of tasks and working hours.
• Specialization: Access to specific skills like web development and graphic design.

Disadvantages:

• Time Investment: Recruitment, interviewing, and vetting can be time-consuming.
• Management Overhead: Responsibility for training, project management, and performance evaluations.
• Compliance Risks: Navigating legal and payroll complexities, especially with offshore assistants.

2. Hiring Through a Virtual Assistant Agency

An agency can be a great way to hire a virtual assistant for work. It can first seem very expensive, though it is a marginal $2 to $4 difference per hour. This few-dollar difference can help you guarantee the reliability of the outsourced job application without you doing any sort of micromanaging. Below are the price differences you may experience:

• Freelancers: Typically charge between $5 to $15 per hour, depending on their skill level and experience.
• Agency Services: Offer managed services starting at around $25 per hour, providing additional support and resources.

Steps To Hire A VA Using An Agency

Here are the steps you can follow to hire a virtual assistant from an agency online:

• Step 1: Research and Select a Reputable Agency

Identify agencies that specialize in virtual assistant outsourcing solutions. Compare pricing, expertise, client reviews, and service offerings to ensure you find the right partner for your business needs and budget.

• Step 2: Define Your Requirements and Budget

Clearly outline the general virtual assistant tasks you need help with, required skills, work hours, and your budget. Providing detailed specifications helps the agency match you with the most suitable VA.

• Step 3: Consult with the Agency and Review Candidates

Schedule your first consultation to discuss your needs. The agency will have a list of shortlisted pre-vetted candidates based on your requirements, allowing you to review profiles and select the best fit for your outsourced virtual assistant.

• Step 4: Conduct Interviews and Assess Compatibility

Interview shortlisted candidates to evaluate their communication skills, professionalism, and industry knowledge. Ask relevant questions to ensure they align with your expectations and company culture when hiring a virtual assistant.

• Step 5: Finalize Terms and Start a Trial Period

Agree on contract terms, including workload, pricing, and confidentiality agreements. Start with a trial period to assess the VA’s performance before committing to a long-term engagement. This approach ensures you hire an assistant who truly fits your business needs.

• Step 6: Onboard and Establish Clear Communication

Provide initial training, set up communication channels, and define reporting structures. Regular check-ins and feedback will help ensure smooth collaboration and optimal productivity after you hire a virtual personal assistant.

Pros and Cons of Agency Hiring

Advantages:

• Reduced Recruitment Effort: Agencies handle sourcing and vetting candidates.
• Compliance Assurance: Agencies manage legal and payroll aspects, reducing administrative burden.
• Access to Specialized Skills: Many agencies offer VAs with expertise in areas like digital marketing and technical support.

Disadvantages:

• Management Responsibility: Ongoing training and performance oversight remain with your team.
• Potential Availability Issues: VAs may serve multiple clients, affecting availability.
• Data Security Concerns: Working with personal devices can pose IT security risks.

3. Partnering with a Managed Service Provider (MSP)

A managed service provider is similar to an agency, the only difference being the level of involvement. These agencies handle even the IT end of things, providing your virtual assistant with everything they need. They are also experts at providing you with IT outsourcing services. Here are some cost-wise points you should always keep in mind:

• Service Packages: The costs usually range from $150 to $400 per user per month, including all IT infrastructure and support.
• Higher Initial Investment: The initial investment can be as high as $25 to $50 per hour to $1,000 to $5,000 monthly for businesses, which long-term has up to 30% savings.

Steps To Hire Via MSPs

Here is the detailed process of hiring your virtual assistants from reputed or dedicated MSP agencies:

• Step 1: Identify Your Business Needs

Clearly define the tasks you want to outsource to virtual assistants. Consider areas like administrative work, customer service, IT, or specialized skills like project management to ensure you hire a virtual assistant with the right expertise.

• Step 2: Research MSP Providers

Look for managed service providers with experience in offering virtual assistant outsourcing solutions. Choose providers that include IT support in their services, so you don’t have to manage separate IT infrastructure or resources.

• Step 3: Discuss Your Requirements and Budget

Communicate your needs to the MSP, covering the type of tasks you want to outsource and your budget. MSPs typically offer service packages that can align with up to 71% of small to medium sized enterprises for cloud services and others, according to sources.

• Step 4: Review Available Virtual Assistants

The MSP will provide you with a list of candidates who are trained in your required skills. This can include outsourced virtual assistants who are already familiar with your industry or business processes.

• Step 5: Select and Onboard Your VA

Once you select the most suitable virtual assistant, onboard them by providing the necessary tools, training, and access to your systems. The MSP will handle the technical and IT setup to ensure seamless integration.

• Step 6: Ongoing Support and Performance Monitoring

With an MSP, you’ll receive continuous support and performance tracking. Regular check-ins ensure that your virtual assistant stays on track, and the MSP can make adjustments as needed, ensuring you get maximum value from your virtual assistant hire.

Pros and Cons of MSP Hiring

Advantages:

• Comprehensive Management: MSPs oversee recruitment, training, and performance, ensuring alignment with your business needs.
• Scalability: Easily adjust the level of support based on business demands.
• Enhanced Security: MSPs implement robust data protection measures, addressing potential vulnerabilities.

Disadvantages:

• Higher Costs: Typically more expensive due to the comprehensive services provided.
• Structured Packages: Services often come in fixed packages with set monthly hours, which may not offer the flexibility some businesses require.
• Limited Creative Services: This may not be suitable for tasks requiring creative judgment, such as web and graphic design.

Choosing the right model depends on your business needs, budget, and the level of control you desire. Each approach offers unique benefits and challenges, making it crucial to select the one that aligns best with your growth strategy.

Though it is as important to manage them as it is to hire an assistant for your needs.

How to Manage Your Outsourced Virtual Assistant?

Outsourcing to a VA and then managing them can be draining sometimes. To ensure you can make this process as smooth and streamlined as possible, you can use certain tools to achieve this. 

Tool Recommendations Based On Requirement

• Communication Tools: Outlook for email, Teams for messaging, Skype for video calls, Google Meet for virtual meetings, and Chanty for team chat.

• Project Management & Task Tracking Tools: Monday.com for project management, Wrike for collaborative work management, or ClickUp for customizable productivity.

• File Sharing & Security Tools: OneDrive for cloud storage, Box for remote teams cloud storage, 1Password for password management.

You can check out other agile tools to manage your team.

Tips for Better Remote Workforce Management

• Be responsive and avoid over communication: It’s important to be available for quick clarifications and guidance when your hired virtual assistant needs you. However, excessive back-and-forth communication can be a distraction and hinder productivity.
• Offer recognition and encourage motivation: Positive reinforcement can go a long way. Acknowledge your VAs hard work, especially when they complete major tasks or meet deadlines. Reward good work to maintain high motivation and consistency.
• Regularly update sops (standard operating procedures): As your business and needs evolve, your processes will too. Regularly update your SOPs to reflect new goals, technologies, and workflows. This will ensure that your VA is updated and on task.

Tasks You Can Delegate To Your Virtual Assistance Expert

There are many tasks that can be assigned and managed by online virtual assistants. However, according to our research, these are the most popular tasks that are delegated after finding a virtual assistant.

1. Administrative Tasks

Administrative work such as managing emails, scheduling meetings, and organizing files is one of the most popular tasks delegated to VAs. According to a survey, 70% of businesses report outsourcing administrative tasks to VAs, as it saves time and reduces errors.

2. Customer Support

Virtual assistants are great for handling customer service inquiries, managing live chats, and responding to customer emails. Studies show 60% of businesses utilize VAs for customer support, improving response times and customer satisfaction.

3. Social Media Management

VAs can manage social media accounts, create content calendars, and post on various platforms. About 55% of businesses have outsourced social media management to VAs, which allows them to focus on content strategy and other core activities.

4. Data Entry 

Data entry tasks such as inputting information into spreadsheets and databases can be easily delegated to a VA, as 50% of companies opt for VAs to handle this repetitive work.

5. Bookkeeping and Accounting

Many businesses delegate bookkeeping tasks like invoicing and payroll management to VAs. According to recent data, 40% of small businesses use VAs for accounting-related work, saving them substantial operational costs.

Common Mistakes to Avoid When You Hire a Virtual Assistant

A survey by Statista reveals that 62% of companies are hiring VAs with specialized skills to improve operational efficiency. However, many businesses still make critical mistakes during the hiring process, which can hinder the full potential of their virtual assistant and ultimately affect overall productivity and growth.

Here are some common mistakes you should be careful about:

• Failing to clearly define job expectations upfront.
• Not thoroughly vetting candidates for necessary skills.
• Overlooking cultural differences in communication styles.
• Setting unrealistic deadlines and expectations from the start.
• Ignoring the importance of a trial period.
• Not using the right tools for collaboration.
• Micromanaging tasks instead of empowering the assistant.
• Neglecting to provide proper training and onboarding.

When you hire a virtual assistant through agencies or MSPs, the scope of mistakes lessen by up to 80%. So make sure if hiring directly seems like a big hassle to you, you can straight up hire agencies, like Invedus to do the job for you.

Afterword

Small businesses usually must carefully consider both the benefits and challenges to determine if a particular solution is right for them. With our guide, our mission was to help you understand all there is to know about hiring a virtual assistant.

We have covered every base from how to hire a virtual assistant, the cost, mistakes you might make, and more. The question of “why hire a virtual assistant” should not cross your head if you have thoroughly gone through our guide.

We urge you to share your thoughts below and connect with us if you want any type of virtual assistant in the USA or India or anywhere!