How to find, hire, and work with a virtual assistant

Executive overview

Most business owners delay hiring a VA until they're drowning — then rush the decision. The cost of a bad hire isn't just money; it's the time you spend managing someone who isn't a fit.

A general admin VA handles far more than inbox and calendar work. The right one becomes a proactive business ops partner. Finding that person requires a structured process, not a single referral.

The fit matters more than the skill level — a great VA who doesn't match your working style will still fail.

What a general admin VA can do

• Inbox management, calendar, client onboarding, scheduling, invoicing
• Research, data entry, basic proofreading of emails and blogs
• Loading and publishing emails and blog posts
• Basic Canva graphics, podcast pitch follow-up, meeting notes
• A strong VA can also manage your projects and team, track progress, and anticipate needs
• As trust builds, they become a sounding board — flagging problems, talking you back from bad decisions, catching errors before launch

Before you search: define the role

• Map where you are now and where you want to be in 1–3 years
• Identify the single biggest bottleneck holding you back from those goals
• That bottleneck defines the role — it may not be a general VA at all
• Some founders need a social media manager, bookkeeper, or better time management — not a VA
• Only hire a VA if you have enough work and budget to sustain the relationship

Where to find VAs

• Referrals from others in your industry are the highest-signal source
• Fiverr, Upwork, paid Facebook groups, co-working spaces
• VA associations: IVAA.org, AssociationOfVAs.com, CanadianAVA.org — all accept RFPs
• Where you find them matters less than how you vet them

How to vet and hire

• Research 10–15 candidates before scheduling any calls — check websites, testimonials, LinkedIn, social content
• Give a small pre-call test: one practical question they can answer with a quick search; watch how they present the answer, not just whether they find it
• Get on calls with 3–5 people; let them lead the call so you can observe how they communicate
• Hire slow, fire fast — one referral and one call is not enough

Red and green lights on the call

Red lights:

• They know nothing about your business and haven't looked at your website
• They're late to the call or late delivering a follow-up proposal
• They interrupt, seem defensive, or are hard to talk to
• Their environment and presentation are visibly unprofessional

Green lights:

• They ask about your goals and where your business is heading
• They ask informed, specific questions about your business
• They proactively suggest how they can solve problems you mentioned
• They manage the call time well and come prepared

Three tips for a successful working relationship

1. Communication — share your vision and goals from day one; hold regular check-ins (at minimum bi-weekly); use a project management tool as your primary channel, with a backup for emergencies; avoid voice messaging as a primary method (not searchable)

2. Delegate outcomes, not tasks — instead of listing every step, describe the end result and let the VA determine how to achieve it; reference existing work as the standard

3. Define autonomy levels explicitly — for each project, clarify whether you want options brought to you, a recommendation, or full authority to act; this removes bottlenecks and lets the VA move forward independently