Our team has a high bar and a proven process that we use to find the best virtual assistants for small businesses:
Read more about our vetting process: Why Most Global Hiring Fails, And How the Ataraxis Vetting Process Fixes It
As a psychiatric mental health nurse practitioner running a solo telehealth and in-person practice, I needed a virtual medical assistant who could manage patient scheduling, EHR workflows, and front-office coordination with minimal oversight.
My VA through Ataraxis has been exactly that. She handles new patient intake, manages our scheduling and messaging, and keeps everything running while I focus on patient care. What surprised me most is how she’s become a real thought partner. I’ll ask her to review a conversation or an email and she gives me a straight, honest read. That kind of judgment is hard to find. She’s now taking on more responsibilities as we expand our services, and she told me she’s in it for the long haul.
I only wish I had done this sooner. If you’re a mental health provider considering a HIPAA-compliant virtual assistant, don’t wait.
We’ve had an excellent experience working with Ataraxis and are so impressed. Their virtual assistants are professional, reliable, and highly skilled. The onboarding process was smooth, communication is consistent, and they truly understand how to match the right assistant to the right business needs.
They’ve helped us streamline operations and stay organized without the overhead of hiring in-house. I highly recommend them to any business looking for dependable virtual support.
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
We’ve had a really good experience working with Ataraxis. They make it easy to find talented healthcare virtual assistants, who have great attention to detail, at affordable rates. The team is very easy to work with and keeps in touch regularly, checking in to make sure everything is running smoothly and that we’re satisfied with our assistants. Overall, it’s been a smooth, professional experience from start to finish.
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
But that’s exactly where most small business owners end up. Every hour you spend on admin is an hour you’re not spending on customers, sales, or growth. Hiring someone local is expensive. Doing it all yourself isn’t an option. There’s a better way.
Eco Green Equipment makes recycling machinery and runs several businesses at once. As they grew, their team kept getting pulled into the day-to-day work of chasing vendors, cleaning up the CRM, filing paperwork instead of focusing on actually growing the business.
Sound familiar?
Here’s what happened when they came to Ataraxis:
We didn’t just throw resumes at them. First, we sat down with Brad’s team to figure out exactly what they needed and broke it into two clear roles: one person to handle operations and admin, and another to support the sales side.
Two weeks later, we delivered 5 fully vetted candidates. Brad’s team interviewed all five and hired two.
The CEO’s take after hiring them: “Both candidates are great. Very responsive and professional.”
That’s what it looks like when hiring actually works. No guessing, no wasted time, no bad fits.
Want to see exactly how we did it? Read the Full Story
No long-term contracts.
Hiring a Virtual Assistant for small businesses through Ataraxis connects you with versatile, high-level talent at a fraction of the cost of a local hire. Scale your operations, manage lead flows, and handle the busy work without the high overhead of office space, equipment, or full-time benefits.
Here’s how virtual assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
We scout talent from all over the world, but we’re fully dialed into the grind of running a business in the U.S.
Running a business in California is expensive. Between payroll taxes and required benefits, the overhead adds up fast. Switching to a virtual assistant can cut your operating costs by up to 78% compared to hiring in-house, without losing the quality of work you need.
Texas is a powerhouse for new business, but the competition for survival is steep. Since about 20% of new businesses in the Lone Star State don’t make it past year one, founders can’t afford to get bogged down in busy work. Handing off your admin tasks to a VA means you can spend 100% of your energy on revenue-generating moves instead of burning out before you even hit your stride.
In Florida’s fast-moving market, speed of response is the ultimate differentiator. If you don’t reply to a lead instantly, someone else will. Small businesses here that use sales-focused VAs see lead response times drop by 30%. Whether you’re in real estate or tourism, a VA ensures you’re capturing every inquiry and converting it into cash, even when things get seasonal and chaotic.
In the Empire State, desk space is a luxury most people can’t justify. Every new hire usually comes with a square foot penalty. Thousands of dollars in extra rent just to give them a place to sit. Hiring virtually lets you bypass the office space hunt and the $4,000-per-hire price tag, allowing you to scale your team in a lean, smart way that actually makes sense for NYC.
If you’re a business owner in Illinois, chances are you’re wearing too many hats. Local entrepreneurs end up wasting about 26% of their week (that’s 67 days a year!) on administrative logistics that have nothing to do with their actual expertise. Delegating that load to a VA is like getting two months of your life back to focus on high-level strategy and growth.
MBA, with 8 years of experience in healthcare, finance, and HR
MBA, with 9 years of experience in marketing, accounting, and professional services
Master’s degree, with 8 years of experience in finance, software, and consulting
MBA, with 12 years of experience in manufacturing, real estate, and hospitality
A Virtual Assistant for Small Businesses is someone who works for you remotely and handles the day-to-day tasks that eat up your time. Think email management, customer replies, scheduling, bookkeeping, social media, and more.
You get a dedicated person on your team, without the cost of a full-time local hire. No office space. No equipment. No benefits package. Just reliable help, when you need it.
(0-2 years experience) Good at handling the basics so you can breathe again. They take care of things like data entry, email filtering, scheduling, and research.
Great for solo business owners who just need a dependable extra set of hands.
(2-5 years experience) They’ve done this before and don’t need much hand-holding. They can manage your social media, handle customer questions, and keep your projects moving.
A solid fit if your business is growing and you need someone to keep things from falling through the cracks.
(5+ years experience) Think of them as a right-hand person for your business. They can oversee other team members, manage complex workflows, and help you build better systems.
Best for established businesses that need real operational support.
Many of our virtual assistants have MBAs and graduate degrees, so you’ll have access to high-level expertise, without the price tag.
As a small business owner, your ideal Virtual Assistant candidate should combine sharp organizational skills with a proactive mindset. You’ll appreciate partnering with someone who anticipates your needs, like confirming your meetings before you ask, updating your CRM after a lead calls, and ensuring no customer question goes unanswered.
By delegating the time-consuming administrative noise, you regain the mental clarity needed to focus on revenue-generating activities and long-term business growth.
Triage your emails, schedule meetings, send reminders, and make sure nothing important slips through.
Respond to customer inquiries via email, chat, or phone with prompt and professional communication.
Draft posts, schedule content, monitor comments, and help keep your brand visible and active.
Help manage product orders, coordinate shipping, or track fulfillment for eCommerce businesses.
Track leads in your CRM, send follow-ups, and book sales calls so you don’t miss out on warm opportunities.
Track expenses, categorize transactions, and prep reports for your accountant or tax preparer.
Make quick edits to your site, upload blogs, or tweak landing pages so your online presence stays fresh.
Update checklists, assign tasks, follow up on deadlines, and help keep your workflow organized.
Send out invoices, follow up on overdue payments, and keep your cash flow consistent.
Gather insights, find vendors, research tools, or prep summaries to help you make faster business decisions.
Communicate with third-party vendors, manage procurement orders, and resolve supply chain issues to keep your business running smoothly.
Research flights, book accommodations, and organize detailed itineraries for business trips or speaking engagements so you can focus on the event.
Adjust your support levels as your business fluctuates, allowing you to grow during peak seasons without the risk of long-term employment contracts.
Reclaim hours of your week by offloading repetitive admin, allowing you to spend your time on sales, strategy, and innovation.
Ensure your business remains responsive and professional 24/7, even when you are off the clock or on vacation.
Businesses that shift to offshore virtual assistants report operating cost reductions of over 80%, freeing up capital to reinvest in growth and innovation.
Virtual assistants handle the day-to-day so entrepreneurs can step back from the grind and dedicate their energy to the opportunities that actually move the needle.
Small businesses that outsource administrative tasks reduce their internal staffing needs by up to 34%, streamlining their teams without sacrificing output.
Ataraxis does the heavy lifting by thoroughly screening and vetting virtual assistants before they’re matched with you. This means you won’t waste time sorting through unqualified candidates.
Ataraxis virtual assistants are fluent in English and skilled at communicating professionally, ensuring there’s no miscommunication in your day-to-day tasks.
Unlike many freelancers who may not align with your work hours, Ataraxis virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis is there to help, unlike freelancer platforms where you’re on your own.
Freelancer platforms often attract short-term gig workers who juggle multiple client projects at the same time. Ataraxis virtual assistants are committed to building lasting partnerships with one employer, becoming a true extension of your team.
When you’re ready to hire a virtual assistant for your small business, the best location depends on the mix of cost, language skills, time-zone overlap, and talent depth your business needs. Here’s a quick tour of the best regions, each with clear advantages and a few trade-offs, to help you decide where to hire a virtual assistant for small businesses who fits your workflow.
We created the Global Outsourcing Talent Index, a data-backed audit of all 193 UN-recognized countries scored across five variables: labor cost, English proficiency, talent availability, digital infrastructure, and political stability.
The results were eye opening and are frequently cited by major news sites and industry blogs all over the world.
Pros:
This region offers the largest and most diverse talent pool in the world, providing unmatched scalability for businesses of any size. It is the global leader for technical support, software development, and high-volume data processing, with rates that remain the most competitive in the international market.
Cons:
The significant time difference (often 12 hours or more from the U.S. East Coast) creates a communication gap that can delay real-time collaboration. Relying on this region often requires either a 24-hour business model or asking assistants to work overnight shifts, which can lead to higher turnover or burnout over time.
Philippines
It is no surprise that the Philippines is our #1 ranked region for outsourcing suitability. Candidates here bring an incredible 90/100 English proficiency score and a deep familiarity with Western business culture. While typhoon season can occasionally challenge local infrastructure, the region’s high-speed connectivity in Manila and Cebu generally outperforms many traditional hubs, and most pros are already accustomed to working U.S. time zones.
Malaysia
Malaysia is a silent powerhouse that has climbed to our #2 spot by offering a unique blend of high-tech infrastructure and a multilingual, highly educated workforce. You get access to top-tier technical talent at a much lower cost than you would find in Eastern Europe or Latin America. It is a fantastic choice for businesses that need a mix of technical skill and cultural versatility without the premium price tag.
India
India remains the global heavyweight for talent availability, earning a perfect 100/100 score in our index. If you are looking for specialized digital roles like software engineering or financial analysis, this is the place to find deep expertise at an unbeatable economic value. The sheer volume of the workforce ensures you can scale a technical team faster here than anywhere else in the world.
Pros:
Near-shore time zones mean you can hire a virtual assistant who works the same hours as your U.S. team, reducing lag on urgent tasks. Businesses with a large Spanish-speaking customer base may also benefit from hiring bilingual virtual assistants.
This region excels in sales development, business development, digital marketing, customer success, and account management.
Cons:
Hourly rates are much higher and the talent pool is much smaller compared to the Philippines and other regions.
Chile
Chile has earned its spot as the highest-rated outsourcing destination in Latin America and ranks #4 globally. It is an ideal “near-shore” partner for U.S. businesses, offering high-quality talent and competitive annual wages that average around $8,570. Because their workday closely aligns with U.S. time zones, collaboration feels seamless and real-time.
Argentina
Argentina is famous for its high concentration of university-educated professionals, particularly in creative and high-end technical fields. It is a favorite for U.S. business owners because the time zone alignment is nearly perfect, allowing your virtual team to work right alongside you. You get a sophisticated level of expertise with the convenience of real-time communication.
Columbia
Colombia has become a cornerstone of the Latin American outsourcing market, ranking #31 in our global index. It is an exceptional “near-shore” destination for U.S. companies because its time zone typically aligns with Eastern Standard Time, allowing for effortless real-time collaboration. The country is particularly strong in customer success and digital marketing, offering a high-energy workforce that combines cultural warmth with a professional drive that fits perfectly into Western corporate environments.
Pros:
As an emerging talent hub, this region offers a young, tech-savvy workforce with a strong work ethic and highly competitive rates. Africa provides excellent English fluency and a growing expertise in creative writing, digital marketing, and AI data labeling. The time zones align perfectly with Europe and offer a “bridge” to the U.S. morning, allowing for more real-time crossover than Asian markets.
Cons:
Infrastructure consistency, such as stable internet and power supply, can be a challenge in certain areas, necessitating more rigorous vetting of a candidate’s backup systems. While the talent is high-quality, the managed agency landscape is less mature than in other regions, which may require more direct hands-on management from the business owner.
South Africa
South Africa is the leading African hub on our list, sitting at #5 globally with a very strong cultural alignment to Western business practices. Their professionals are known for excellent English communication skills and a work ethic that fits perfectly with both European and East Coast U.S. schedules. It is a reliable choice for high-touch roles that require empathy and clear communication.
Kenya
Kenya is a rising star in the African market, ranking #11 globally as a top destination for English-speaking talent. Driven by the service sector, the country produces a highly motivated workforce known for strong analytical skills and technical adaptability. It is a prime location for businesses looking to outsource complex tasks like AI data labeling or creative content development, offering a unique combination of high proficiency and competitive labor costs.
Egypt
Egypt is rapidly emerging as a regional heavyweight, ranking #15 globally thanks to its massive and youthful talent pool. With a rapidly growing annual influx of graduates, it offers an incredible depth of expertise in STEM and financial services. Egyptian professionals are particularly valued for their multilingual capabilities and high-touch service culture, making Cairo a premier hub for companies that need scalable, sophisticated support at a highly efficient price point.
Pros:
This region is the premier choice for specialized roles requiring advanced degrees or high-level technical expertise, such as UI/UX design, cybersecurity, and financial analysis. Central and Eastern European talent often follows strict GDPR and data privacy standards, providing an extra layer of security for sensitive operations. The moderate time difference allows for a follow-the-sun workflow where tasks are completed overnight and reviewed during a 3–4 hour afternoon crossover.
Cons:
Hourly rates are the highest among all offshore options, and the talent pool is often more interested in specialized project-based work rather than general administrative support. Additionally, labor laws and benefit expectations in many European countries are more stringent, which can increase the complexity of long-term contracts.
Romania
Romania takes the lead as our top-ranked Eastern European destination, known specifically for elite multilingual talent and high-level technical skills. It offers the best of both worlds: the business stability of the EU combined with much more competitive labor rates than Western Europe. If you need a virtual assistant who is tech-savvy and linguistically gifted, Romania is a premier choice.
Poland
Poland stands out as a top-tier European hub, ranking #14 globally for its elite technical and academic standards. It is the go-to destination for high-level specialized roles like cloud engineering, financial analysis, and complex project management. While labor costs are higher than in emerging markets, you are paying for world-class infrastructure and a workforce that consistently ranks among the best in the world for English proficiency and logic-driven problem-solving.
Serbia
Serbia is a hidden gem in Central Europe, offering a sophisticated talent pool that excels in high-end technical fields and creative design. Known for a strong emphasis on engineering and mathematical education, Serbian professionals provide a bridge between the high technical standards of Western Europe and the cost-efficiency of emerging markets. It is an ideal choice for businesses that require rigorous attention to detail and a high degree of technical literacy without the premium costs associated with more traditional European hubs.
As a small business owner, hiring your first virtual assistant is perfectly doable on your own, but most business owners underestimate the hours it takes to sift through resumes, schedule calls, and run multiple interview rounds. Research shows that the DIY path typically drags on for weeks (or months), involves several interviews, and can still lead to mis-hires if you rush the vetting stage.
List everything you want your virtual assistant to own and create detailed instructions. Clarifying scope upfront helps with long term retention and minimizes confusion.
Having a set schedule helps create structure and consistency.
Write a descriptive JD with required experience, KPIs, schedule expectations, etc.
Post your job description to virtual assistant websites and craft a recruitment message you can use to reach out to candidates directly.
Expect to screen 40-100 candidates to find your ideal virtual assistant.
Give 2-3 finalist candidates a short take-home assignment to test their attention-to-detail, responsiveness, and work product.
A bad hire can cost up to 50% of first-year pay, so doing your due diligence is cheap insurance.
Draft an employment or contractor agreement, include an NDA, and grant tool access.
When you hire a virtual assistant for your small business through Ataraxis, you skip steps 2-7, saving you weeks of lost productivity.
We source top talent globally from regions including the Philippines, Latin America, South Africa, and East Africa, and beyond.
Our team screens over 200 applicants with a 5% acceptance rate. Every candidate goes through:
You’ll only meet the top 3–4 finalists we’ve personally vetted and approved.
Read more about our vetting process here.
For each role, we’ll shortlist 3–4 highly qualified finalists based on your requirements. You’ll have the opportunity to interview each candidate and decide who’s the best fit for your team.
We set up and maintain secure VPN access and use timekeeping and productivity monitoring tools to ensure accountability. All staff are trained in data security best practices to maintain compliance and confidentiality.
Ataraxis has been operating for just under two years, but our roots run deep. Our founder has led a successful recruitment business for nine years, employing global talent within that company as well. (We eat our own cooking.)
Yes. Once hired, your chosen candidate will work exclusively for you on a full-time basis. They’ll act as a dedicated member of your team, fully aligned with your goals and workflow.
We take care of all the back-end work including compliance, paperwork, and payroll. You’ll simply receive a monthly Stripe invoice for each person you hire, making the process seamless and hassle-free.
No. Our agreements are month-to-month, giving you complete flexibility. There are no deposits or lock-in contracts.
Hiring a virtual assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great virtual assistants often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based virtual assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time virtual assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time virtual assistants because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find virtual assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
Yes. We hire virtual assistants for small businesses familiar with platforms like Google Workspace, Microsoft 365, Slack, Shopify, HubSpot, and Trello, then train them on your exact workflow during onboarding.
Only if you choose to tell them. The VA uses your phone number, email domain, and chat handles, so interactions feel in-house.
You’ve been running your business on your own for too long. A virtual assistant for small business owners handles the work that keeps piling up, so you can focus on what actually grows your business. Starting at $11/hr, it’s one of the best moves you can make.
Start Hiring a Virtual Assistant Today
