The Step-by-Step Recipe for Finding Exceptional Virtual Assistants
Working with a virtual assistant (VA) is currently one of the best ways to get things done within budget and to a high standard. Of course, you first need to find the right person: someone with the appropriate skill set, work commitment, communication abilities, and, just as importantly, someone who is easy to work with.
Finding the right person is not as simple as it may seem at first glance, and companies often end up with someone who doesn’t align with their needs or a VA who underperforms.
If you're looking to free up time from administrative tasks and focus more on finding deals and growing your property portfolio, this article will guide you toward finding the right VA to help achieve those goals.
I’ve witnessed businesses where a VA was hired quickly, without sufficient thought. What usually happens next is one of three outcomes:
The VA is let go, and the business owners conclude that VAs just aren’t right for them.
The VA is replaced by another in the hope that this time they (or the agency) will hire the right person. This, of course, leads to extra costs, time, and unnecessary frustration.
The VA stays longer with the company. Business owners might not want to admit they made a mistake, or they hope that with time (and possibly more training), the VA will improve.
While larger organisations have their own HR departments and headhunters to find the best candidates, smaller businesses often rely on their instincts, gut feelings, and the information they can find online.
I recently realised that despite the rapid growth of the VA industry and the high demand for these services, there’s not much freely available information on how to recruit. The standard recruitment processes used in the UK don't fully apply here, as we deal with different cultures, values, priorities, and expectations.
Below are a few tips to help you find the right candidate if you choose to recruit yourself.
Start by considering which tasks take up the most of your time. List the tasks you’re either not proficient in or don’t know how to do at all.
Evaluate how much time you're currently dedicating to each of these tasks and make a note of it. This will give you a clear idea of how many hours per week you’ll need a VA. Be sure to account for tasks you’re not yet handling but that the VA will take on.
Look at your list and ask yourself if one person will be able to complete everything on it to a high standard. If you’re combining creative and operational tasks, you might consider hiring two part-time VAs rather than one full-time VA.
Write your job description carefully. It’s worth the time investment as it will save you even more time later. You need to clearly define who you’re looking for and set expectations. Start by introducing your business to provide context for applicants. Then list key tasks and responsibilities, the character traits you’re seeking, and the desired experience. I like to split this into “must-haves” and “nice-to-haves”—this includes software you use and other key requirements (such as excellent telephone etiquette). Don’t forget to include work hours, hourly pay, and benefits like bonuses, courses, pay reviews, etc.
Design your interview process carefully and avoid relying on just one meeting. I typically have the following stages:
Initial interview
Test tasks
Final interview
You might think this is excessive, but consider this: in the first interview, most candidates are either stressed, trying to impress, or doing both. They’ll present themselves in the best light possible, and it can be challenging to verify the information they provide on the spot.
That’s why you need step two: tasks. I typically ask for three simple assignments that take no more than an hour to complete, all within a set deadline. Meeting the deadline is a good sign, and the quality of the work will reveal much about their skills (for instance, typos in text or providing links to past work instead of following instructions, etc.).
Finally, I invite the best candidates to a second interview. By this time, the candidate has had some email exchanges with you and feels more comfortable. I use this opportunity to learn more about the candidate on a personal level and build rapport. I also revisit any questions I might have missed in the first interview.
This is my favourite part, as people tend to open up more. They move past their initial shell and turn the interview into more of a conversation rather than a formal meeting.
Advertise the position and prepare for a lot of interest. The easiest way to find candidates is through a LinkedIn post or by searching relevant Facebook groups. Be aware, though, that on Facebook you can’t easily verify anyone’s credibility. There are also specialised websites, usually paid, and often focused on a particular nationality.
Filter through your candidates. Not everyone will be suitable for an interview. Set a limit on how many interviews you're comfortable with. I typically interview at least 10 candidates, but you may prefer to interview 20. I wouldn’t recommend doing fewer than 10 at the initial stage.
Prepare a list of questions—somewhere between 10 and 15 open-ended questions works best. Be prepared to ask follow-up questions outside of the script.
Conduct your interviews, and make sure you take notes (or use one of the AI tools to help with this). If possible, try to schedule several interviews per day and block time for them. This way, the process won’t overwhelm you. I usually book 15 minutes per interview with a 15-minute gap between meetings. This way, if you find an interesting candidate, you have more time to engage with them.
Try to complete all interviews within one week. Don’t let the process become overwhelming.
If possible, send feedback to candidates, especially if they make it to the final stage.
If you end up with 2-3 candidates and still can’t decide, consider asking them to complete a trial day with you. Yes, this will take more time and money, but it’ll give you a better sense of how they perform with real tasks.
As you can see, finding the right virtual assistant takes time and effort, but I assure you, it’s worth it. You gain a motivated team member with a superior work ethic, often bringing knowledge you don’t have. Also, the rates you pay (as low as £2.50 per hour, depending on the VA’s country) can be a significant amount of money to them.
I hope this advice gives you confidence and equips you to find the right VA on your own.
However, if you don’t have the time or prefer not to do this yourself, feel free to contact me directly. My team and I are happy to help you find a trusted VA in the Philippines—without any upfront fees.
We’ll manage the whole process, saving you time and ensuring you only meet the best candidates. Let’s chat! Just contact me through my website below.
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