How to Hire a Virtual Assistant: What Top VA Companies Won’t Tell You

Hiring a virtual assistant (VA) can be one of the best decisions for your business. They can help you save time, improve operations, and focus on high-priority tasks. But to truly reap the benefits, you need to hire the right person. Top virtual assistant companies often keep their hiring secrets close to the chest, but we’re pulling back the curtain to share what really works.

When hiring virtual assistants, there are two keys to success:

  1. Hiring the right person.
  2. Having clear, well-documented standard operating procedures (SOPs).

We’ve already covered how to create effective SOPs in this guide. Now, let’s focus on finding the perfect virtual assistant for your business.


Why Character Traits Matter More Than Skills When Hiring Virtual Assistants

The biggest mistake people make when they hire a virtual assistant is focusing too much on skills. Skills can be taught; character traits cannot. Here are the traits that truly set top-performing virtual assistants apart:

1. Strong Work Ethic

A virtual assistant with a solid work ethic will show up, get the job done, and exceed expectations. They’ll tackle even the most mundane tasks with diligence and pride. Look for candidates who can demonstrate reliability and a track record of going the extra mile.

2. High Attention to Detail

Details matter. A virtual assistant who overlooks small errors can cause big problems down the line. During the interview, ask questions that reveal their attention to detail or test it directly with a mini work project.

3. Good (and Proactive) Communication Skills

Your virtual assistant should communicate clearly and proactively. This means they won’t wait for you to ask about progress or flag issues; they’ll update you without prompting. Good communication is essential for remote work.

4. Curiosity, Adaptability, and Willingness to Learn

Businesses evolve, and your virtual assistant should be ready to grow with yours. A naturally curious person will eagerly learn new skills and adapt to changes, making them a long-term asset to your team.


The Overrated Metric: Years of Experience

Many business owners think years of experience are the ultimate measure of a candidate’s abilities. But here’s the truth: quality trumps quantity. Someone with fewer years of experience but a proven track record of results and strong character traits is often a better hire than a seasoned virtual assistant with mediocre outcomes.


Test, Don’t Guess: The Power of Mini Work Projects When Hiring Virtual Assistants

Resumes and interviews only tell part of the story. To accurately assess a virtual assistant’s capabilities, give them a small project that mirrors the tasks they’ll handle in the role. At Ataraxis, we require all of our virtual assistants to complete a test project before hiring. This helps us evaluate their:

  • Work ethic: Do they complete the task on time and with enough effort?
  • Attention to detail: Are there errors or inconsistencies in their work?
  • Communication skills: How do they respond to instructions and provide updates?
  • Problem-solving ability: How well do they handle unexpected challenges?

Examples of mini work projects include:

  • Drafting example client emails.
  • Scheduling mock appointments.
  • Researching and summarizing a topic relevant to your business.
  • Creating a simple spreadsheet for data tracking.
  • Building a small list of relevant leads for your sales team

These projects give you a glimpse of what it’s like to work with the candidate, before you commit.


The Best Interview Questions to Ask When Hiring Virtual Assistants

Standard interview questions often lead to rehearsed answers. To dig deeper, try these five questions:

  1. “Tell me about a time when you learned a new skill to complete a project. What was the skill, and how did you learn it?”
    • This reveals adaptability and willingness to learn.
  2. “How do you prioritize tasks when everything feels urgent?”
    • This assesses time management and decision-making.
  3. “What’s an example of a mistake you’ve made at work? How did you handle it?”
    • This shows accountability and problem-solving skills.
  4. “If I asked you to complete a task but didn’t provide full instructions, what would you do?”
    • This tests communication and initiative.
  5. “What tools or apps have you used to stay organized in your work?”
    • This gives insight into their experience with productivity tools.


Setting Realistic Expectations for Virtual Assistants

Virtual assistants aren’t superheroes who excel at everything on day one. They’re skilled professionals who need guidance and realistic expectations to thrive (just like anyone else). Here’s what to keep in mind:

  • Specialization matters: If you need help with social media, hire someone with marketing experience. For admin tasks, look for organizational skills.
  • Training is essential: Even the best virtual assistants need onboarding to understand your business’s tools, processes, and goals.
  • Patience pays off: Allow time for your virtual assistant to learn the ropes and hit their stride. The investment in their growth will pay dividends.
  • Treat them like local employees: Offer your virtual assistant the same level of support and respect you would provide to an in-office employee. This helps build trust and fosters a productive working relationship.


Red Flags to Watch For

Not every candidate will be a great fit. Keep an eye out for these warning signs:

  • Lack of responsiveness: Slow replies during the hiring process may indicate future communication issues.
  • Overpromising: Candidates who claim they can “do it all” may lack focus or honesty.
  • Vague answers: If a candidate can’t provide concrete examples of past work or achievements, dig deeper or move on.

     

Also, keep in mind that some candidates are great performers but not the best interviewers. This is where having them do a mini project can also be valuable. Additionally, when hiring offshore virtual assistants, you’re navigating cultural differences. Many cultures in Southeast Asia have very different communication styles and social norms for interviewing. Understanding these nuances can help you better assess candidates and build stronger working relationships.


Conclusion: The Secret to Hiring the Best Virtual Assistant

Hiring a virtual assistant is about more than just finding someone who checks the boxes. Focus on character traits, test their abilities through real-world tasks, and set realistic expectations to build a partnership that benefits your business long-term.

Ready to take the leap? Follow these steps, and you’ll be well on your way to hiring the best virtual assistant.

For more insights, check out these topics as well:

Keys to Success When Hiring Virtual Assistants: 3 Secrets That Virtual Assistant Companies Won’t Tell You
How to Hire a Virtual Assistant in the Philippines: The Ultimate Guide
9 Myths About Virtual Assistants and Offshore Hiring: What Many Business Owners Get Wrong