The Best Place to Hire a Virtual Assistant Appointment Setter

When running a business, time is money, and missed opportunities can cost you more than you’d like to admit. That’s where hiring a virtual assistant appointment setter can make all the difference. But with so many options, how do you find the best place to hire one? Let’s dive deep into what virtual assistant appointment setters are, how they compare to sales development representatives (SDRs), the potential return on investment, where to hire them, and pitfalls to avoid. By the end of this guide, you’ll know exactly where and how to find the best fit for your business.

Here’s what we’ll discuss today – 

What Is a Virtual Assistant Appointment Setter?

A virtual assistant (VA) appointment setter is a remote professional who helps businesses coordinate and schedule appointments with prospective clients. Their responsibilities often include:

  • Reaching out to leads via phone, email, or social media.
  • Following up with prospects to confirm interest.
  • Managing your calendar to ensure a smooth scheduling process.
  • Maintaining CRM data to keep track of prospects and appointments.

Unlike a traditional assistant, virtual assistants work entirely online, which means you can tap into a global talent pool to find someone who meets your exact needs and budget.

How Is a Virtual Assistant Appointment Setter Different From an SDR?

While their roles may seem similar, VAs and SDRs have some distinct responsibilities:

  • Virtual Assistant Appointment Setters focus on booking meetings. They manage administrative tasks and ensure your calendar is filled with qualified prospects.
  • Sales Development Representatives (SDRs) are typically more sales-focused. They engage in lead generation and qualification, and their goal is to move prospects further down the sales funnel. 

If you need someone to handle cold outreach, qualify leads, and close sales, an SDR might be the better choice. But if your primary need is scheduling appointments to keep your pipeline full, a VA appointment setter is the way to go.

At many companies, SDRs handle appointment setting as well, making them a versatile option for growing businesses. Hiring an SDR who can manage both lead generation and appointment setting tasks can provide additional value. Ataraxis helps businesses find skilled SDRs who are capable of performing both roles effectively.

What’s the Potential ROI of Hiring a Virtual Assistant Appointment Setter?

Investing in a virtual assistant appointment setter can yield significant returns:

  • Increased Productivity: Free up your time to focus on closing deals and growing your business.
  • Cost Savings: Hiring a VA, especially offshore, can be far more cost-effective than employing a local assistant or SDR.
  • Improved Lead Conversion: Consistent follow-up and outreach can ensure more prospects turn into actual clients. 

For instance, if a VA costs $11/hour and helps you book appointments leading to $10,000 in monthly sales, the ROI speaks for itself.

Where to Hire Virtual Assistant Appointment Setters

The best place to hire a virtual assistant appointment setter depends on your business needs, budget, and hiring preferences. Here are your top options:

Freelance Platforms

Popular platforms like Upwork, Fiverr, and Freelancer connect you with thousands of VAs from around the world.
  • Pros:
    • Access to a large talent pool.
    • Flexible contracts for short-term or project-based work.
    • Competitive pricing due to global competition.
  • Cons:
    • Time-consuming vetting process.
    • Variable quality of work.
    • Limited accountability and ongoing support.

Business Process Outsourcing (BPO) Companies

BPOs like Ataraxis specialize in providing skilled offshore talent, including virtual assistant appointment setters.
  • Pros:
    • Rigorous hiring and training processes ensure high-quality VAs who are fluent in English and will work in your time zone.
    • Continuous support and accountability.
    • Cost-effective solutions starting at $11/hour for full-time assistants.
    • No lock-in contracts.
    • Scale up or down in 2 weeks or less.
  • Cons:
    • Slightly less cost-effective than freelancing platforms

Cost Comparison: Local vs. Offshore Virtual Assistant Appointment Setters

Hiring a virtual assistant locally in the U.S. often costs between $20-$50/hour, depending on experience. In contrast, experienced offshore virtual assistants through companies like Ataraxis start at $11/hour. Here’s a detailed breakdown:
Cost Comparison Local vs. Offshore Virtual Assistant Appointment Setters

By hiring an offshore virtual assistant, you could save over $17,000 annually per assistant, all while maintaining the quality of work.

Pitfalls to Avoid When Hiring a Virtual Assistant Appointment Setter

While hiring a virtual assistant can be a game-changer, there are potential pitfalls to avoid:

  1. Failing to Define Clear Expectations: Without clear job descriptions and expectations, you risk misalignment.
  2. Skipping the Vetting Process: Whether you use a freelance platform or a BPO, vet candidates thoroughly to ensure they have the necessary skills.
  3. Overlooking Communication Skills: Since VAs often interact with prospects, strong English proficiency and communication skills are essential.
  4. Neglecting Training: Even the best VAs need guidance to align with your business processes.
  5. Ignoring Time Zone Differences: Ensure the VA’s schedule aligns with your operational hours.

Next Steps

Ready to find the perfect virtual assistant appointment setter for your business? Here’s what to do next:

  1. Assess Your Needs: Determine the tasks you want your VA to handle and the skills required.
  2. Choose a Hiring Platform: Decide whether a freelance platform or a BPO like Ataraxis is the better fit.
  3. Set a Budget: Calculate what you’re willing to spend and explore cost-effective offshore options.
  4. Create a Job Listing: Write a detailed job description outlining responsibilities, expectations, and required qualifications.
  5. Conduct Interviews: Vet candidates thoroughly, focusing on skills, experience, and communication abilities.
  6. Provide Onboarding and Training: Equip your VA with the tools and knowledge they need to succeed.

Conclusion

Hiring a virtual assistant appointment setter can transform your business, helping you maximize productivity and scale efficiently. Whether you choose a freelance platform or a BPO like Ataraxis, the key is to find a solution that aligns with your goals and budget. By taking the time to hire the right virtual assistant, you’ll gain a valuable partner in growing your business.

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9 Myths About Virtual Assistants and Offshore Hiring: What Many Business Owners Get Wrong
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