How to Hire Your First Virtual Assistant

Are you working 50+ hours a week growing your small business? If so, you’re in good company. In a recent study, 39% of survey participants said they worked 60 hours per week. Around 15% indicated difficulty finding support resources as a factor.

One way small business owners can free up some time is to outsource administrative tasks. Hire a virtual assistant and take back some of those long work hours.

Today, we’re exploring the process of hiring a virtual assistant for the first time. We’ll show you how to find and work with the person who may end up being one of your greatest assets.

First, Determine All of Your Needs

Before you hire a virtual assistant, it’s essential to assess your workload. Identify specific tasks and areas where a virtual assistant can provide valuable support. Increased productivity is a primary reason many business owners hire virtual assistants.

Here are some other common areas where a virtual assistant can provide help:

• Managing schedules and appointments
• Email and communication management
• Travel arrangements
• Internet research
• Data entry
• Social media management
• Customer support

Dedicate time to crafting a thorough job description. It should outline the responsibilities and skills needed for the role. This step can make it easier to find a virtual assistant who aligns with your needs and vision.

Where to Find Potential Virtual Assistants

Before the arrival of the digital age, job seekers looked at the newspaper to find work. They applied in person or worked face-to-face with employment agencies.

Today, more people are looking for work online. They use a wide range of platforms designed for remote workers.

Employers and workers view these platforms as valuable resources where they can connect. As a business owner, you’ll find a diverse pool of talented professionals.

Don’t forget your professional network. From there, you can leverage your connections. Ask for recommendations from colleagues who have worked with virtual assistants.

Interviewing and Selecting the Right Candidates

Once you identify potential candidates, you can schedule interviews. Since you won’t meet in person, opt for video calls. You’ll gain a better sense of the candidate’s communication skills and professionalism.

Come prepared with a list of relevant questions designed to help you gauge:

• Candidates’ experience
• Ability to handle tasks
• Compatibility with your work style

Ask about specific tasks they have successfully managed. Talk about how they handle challenging situations or deadlines. This should give you valuable insights into their problem-solving skills.

What about references and background checks?

Agencies that fill virtual assistant jobs perform background checks. They also check references. You can order a background check online if you’re handling the search and hiring process on your own.

Always make sure you contact the candidate’s references. This provides first-hand feedback from previous employers and clients.

There are a few more things to consider when vetting virtual assistant candidates. We’ll cover those next.

How to Ensure You Avoid Employment Law Issues

While we’ve suggested making a list of questions to ask candidates, there are questions to avoid. It’s critical to make sure you follow employment laws.
Here are some examples of topics considered inappropriate to ask when interviewing:

• Protected characteristics
• Personal or family matters
• Questions that violate privacy
• Questions that may lead to bias or discrimination

Avoid questions unrelated to a candidate’s professional qualifications and work performance. Asking about private or confidential matters is also taboo. What you can discuss is anything that relates to the candidate’s qualifications, job performance, and professional abilities.

Use the same caution when speaking with a candidate’s references.

Find the Ideal Virtual Assistant for You

You’ve spent time creating a clear and concise job description. You have your top 2-3 candidates. Here are some key areas to consider when making your final selection:

Skills and Experience

Choose a candidate with the skills and experience outlined in your job description. Verify proficiency in relevant software and other tools used in your business. If you expect your assistant to have industry-specific knowledge, make sure to discuss it.

Adaptability

Adaptability and a willingness to learn are vital to this position. Look for a virtual assistant who can quickly grasp new concepts. Assess whether they can adapt to change without complaining.

If they can show a proactive attitude toward problem-solving, they’re a keeper.

Communication and Professionalism

Effective communication is essential for a successful working relationship. Your virtual assistant should communicate clearly, promptly, and professionally. Responsiveness and attentiveness are two key traits, but so are active listening skills.

Work Ethic and Reliability

A reliable virtual assistant demonstrates a strong work ethic. They consistently meet deadlines and deliver high-quality work. They take ownership of their tasks, show initiative, and show attention to detail.

Effective Problem-Solving

Does the candidate have strong problem-solving skills? Addressing issues with minimal fuss is important, but so is finding solutions independently. Choose a candidate who is resourceful, creative, and proactive in overcoming obstacles.

Compatibility

It’s vital that you choose a virtual assistant whose work style and values align with your own. The ideal candidate will be willing to learn about your preferences. They’ll work well within your established systems and processes.

Hiring a Less Than Perfect Virtual Assistant

In a perfect world, your favorite virtual assistant candidate checks all the boxes. The reality is that it’s rare to find that perfect gem. Even the ideal candidate may be missing a few requirements. Make sure to evaluate the situation carefully before making a decision.

Deal Breakers

Identify which requirements are crucial for the completion of your virtual assistant tasks. If the candidate meets the core requirements for the role, consider moving forward with them.

Willingness to Learn

Assess the virtual assistant’s willingness and ability to learn and grow. If you can see a strong willingness to acquire new skills or adapt to your specific needs, in time, they may be able to meet the missing requirements.

Compatibility and Communication

Compatibility and good communication will make working together enjoyable. Strong rapport, effective communication, and an understanding of each other’s expectations are critical. Without them, it will be more difficult to establish a positive work relationship.

Training and Development

Are you willing to invest in training and development? You may need to if the virtual assistant needs help with missing skills.

Time Constraints

Consider the time constraints of the tasks you need your virtual assistant to complete. If you’re not flexible as far as your requirements go, you may need to find a trained virtual assistant who can hit the ground running.

Finally, assess the trade-offs associated with the missing requirements. A well-rounded virtual assistant with a strong skill set in most areas may work just fine.

Trained vs. Freelance Virtual Assistants

In your search for a new virtual assistant, you’ll come across candidates with a wide range of education and training experiences. Some have formal, on-the-job training. Others market themselves as freelancers.

Is there a distinction? In short, it depends on the specific requirements and context of the job or project.

Here are some factors to consider:

Skillset and Qualifications

Look at skills, qualifications, and relevant experience. Formal training doesn’t always trump experience.

Work History and Track Record

Human resource professionals may emphasize work history and track record when evaluating freelancers. It’s true that formal experience may showcase a consistent employment history. Freelancers can demonstrate their expertise with a well-rounded portfolio and client testimonials.

Adaptability and Versatility

Trained and freelance virtual assistants often work with diverse clients and projects. This requires them to be adaptable and versatile.

The best assistants can handle multiple projects at the same time. They’re also able to work independently.

Evaluation Methods

HR professionals may use different evaluation methods for freelancers. Here’s what the evaluation process could include:

• Portfolio reviews
• Interviews
• Tests specific to the required tasks

In contrast, candidates with formal experience may undergo more traditional evaluations such as:

• Interviews
• Reference checks
• Employment history verification.

While training can create a foundation of skills and knowledge, real-world experience and professionalism are equally important.

Ready to Hire a Virtual Assistant?

Working with a virtual assistant is a game-changer for savvy business owners. Using the tips in this article will help you hire an assistant that can help transform your business.

When you’re ready to hire a virtual assistant, FreeUp offers a range of services designed to help business owners like you find the perfect fit.

Sign up for free. In no time, you’ll be on the way to working with a talented assistant who can help you run your business.