Hiring a virtual administrative assistant can completely transform your business operations if you’re struggling to reach your goals at your current capacity. This kind of EA can perform a variety of tasks and help you get the overflowing work off your team’s plate, working with different people and departments. As remote work continues to solidify itself as a cost-saving option instead of the necessity that it became during the COVID-19 pandemic, it’s a good idea to start leveraging virtual assistants to streamline certain processes and boost company-wide productivity. This guide will walk you through everything you need to know about hiring a virtual administrative assistant. From understanding their role and finding the right candidates to tips on onboarding and managing them effectively, you'll end up with a clearer idea of how this delegation strategy could benefit your business. Keep reading to learn how to hire the perfect virtual administrative assistant for your team!

What Is a Virtual Administrative Assistant?

A virtual administrative assistant is a remotely located professional who provides essential administrative support to businesses. Unlike traditional office assistants, admin VAs work from home, offering a high degree of flexibility and significant cost savings for business owners. They handle a broad range of tasks such as managing schedules, coordinating meetings, handling emails, and booking appointments. Moreover, administrative virtual assistants can assist with data entry, document preparation, and customer service, making them a versatile asset for companies of all sizes depending on their particular needs. This remote setup allows businesses to tap into a global talent pool, ensuring they find the right fit for their specific needs.

To excel in their role, a VAA must possess strong organizational and communication skills, along with the ability to multitask and prioritize tasks effectively. This is because they’ll be working with more than one primary “client”. Admin VAs take on a more general role where they perform tasks for many members of your team, distributing their hours accordingly. This allows you to avoid any tasks and responsibilities from falling through the cracks across different departments. All in all, by leveraging the skills and flexibility of a virtual administrative assistant, you can streamline operations, enhance productivity, and have you and your team focus more on your core business activities.

Why Should You Consider Hiring a Virtual Administrative Assistant? 

Hiring a virtual administrative assistant offers numerous advantages that can significantly benefit your business. One of the primary reasons to consider hiring this kind of professional is cost efficiency. Traditional office assistants come with additional expenses such as office space, equipment, and utilities. In contrast, VAAs work remotely, eliminating these overhead costs. According to Global Workplace Analytics, businesses can save an average of $11,000 per year for each remote employee, making VAAs a cost-effective solution.

Another key benefit of hiring an administrative VA is the flexibility and scalability that they provide. They are often available to work outside traditional business hours, accommodating different time zones and urgent tasks. This flexibility ensures that your business operations continue smoothly around the clock. A report by Buffer found that 99% of employees would like to work remotely at least some of the time for the rest of their careers, indicating a strong preference for flexible work arrangements that can boost productivity and job satisfaction.

Access to a global talent pool is another significant advantage. By hiring an admin VA, you’re not limited to recruiting within your company’s local area. You can find highly skilled professionals from around the world who can bring diverse perspectives and expertise to your business - giving you the flexibility to outsource a higher number of tasks more freely. This can be particularly beneficial for specialized tasks that require specific skills. Administrative virtual assistants can help you scale your business operations efficiently both from an economic and a task-related perspective. Whether you need part-time support or full-time assistance, you can easily adjust the level of support based on your current needs without the long-term commitment required for in-house employees.

Skills and Qualifications to Look For

When you decide to hire a virtual administrative assistant, it’s key to first identify the right skills and qualifications to ensure they can effectively support your business. Here are the key things to look for:

1. Top-Notch Organization:

A great admin VA should possess exceptional organizational abilities. They should efficiently manage schedules, keep track of deadlines, and ensure that all tasks are completed on time. Look for candidates with a proven track record in handling multiple tasks simultaneously and proper experience supporting many people at once.

2. Communication Skills:

Effective communication is vital for any VA but it’s especially important for those assisting multiple members of a team to have this skill. They should be able to convey information clearly and professionally, whether through emails, phone calls, or virtual meetings. Strong written and verbal communication skills are essential to maintain smooth interactions with clients and team members.

3. Technical Proficiency:

VAAs need to be adept with various office software and tools to be able to support team members from different departments. Proficiency in Microsoft Office Suite, Google Workspace, and project management tools like Trello or Asana is crucial. Familiarity with basic remote communication platforms such as Slack or Zoom is also a must to get to work right away.

4. Attention to Detail:

A successful administrative virtual assistant pays close attention to detail at all times, across different projects and company efforts. This means that tasks are completed accurately, documents are error-free, and important information is not overlooked. Candidates with a meticulous approach to their work are ideal if you want to ensure maximum trust in their work and avoid having to micromanage everything they’re involved with. 

5. Adaptability and Proactivity:

The ability to adapt to new situations and tools is important for an administrative VA. They should be comfortable with changes in workflows and able to quickly learn how to use new technical tools or handle novelty processes. This flexibility helps them stay productive in a dynamic work environment. Along with this key skill comes the capacity to be as proactive as possible from the start. You want a VA that you can rely on to make suggestions, take matters into their own hand, and add value to your organization instead of just waiting to be told what to do. 

6. Problem-Solving Skills:

This next skill goes in line with the importance of hiring proactive VAs: good problem-resolution capabilities. Look for candidates who can think critically and solve problems independently. They should be able to handle unexpected challenges and come up with effective solutions without needing constant supervision.

7. Time Management:

Strong time management skills are essential for an admin VA. They need to prioritize tasks, manage their time efficiently, and meet deadlines consistently to ensure that all administrative functions run smoothly and efficiently across your organization. It’s a good idea to implement a project management board to maintain transparency across all tasks and projects the VA is involved with, adding all the team members that get support from them to get proper visibility on the current capacity. 

8. Proven Experience:

If you’re hiring a virtual administrative assistant for your business, you definitely don’t want to hire someone who’s never worked in that position before. The goal is for you and your team to start delegating right away, so you need someone with the right experience. Candidates with a background in administrative roles or relevant remote work experience can hit the ground running and provide immediate value to your company.

9. Interpersonal Skills:

Good interpersonal skills help a VA build positive relationships with all team members and clients. They should be approachable, friendly, and able to work collaboratively in a virtual environment to achieve optimal integration within the team and provide support to people from different departments.

Preparing to Hire a Virtual Administrative Assistant

Before you begin the hiring process for a virtual administrative assistant (VAA), it's essential to prepare accordingly. Thinking ahead will ensure you find the right candidate to meet your business needs. Here are a few things to consider!

Assessing Your Business Needs.

Start by identifying the specific tasks and responsibilities you need an admin VA to handle. Create a detailed list of tasks such as managing schedules, handling emails, and coordinating meetings. Understanding your needs will help you draft an accurate job description and find the right fit.

Defining the Job Description.

A clear and detailed job description is crucial for attracting qualified candidates. Outline the responsibilities, required skills, and qualifications. Include specifics about software proficiency, communication skills, and any industry-specific knowledge. We actually have a full blog post on the topic, so feel free to check out our remote EA job description template to get a little more guidance on the subject.

Setting a Budget.

Determine your budget for hiring a VA. Hiring remotely can indeed be much more cost-effective than recruiting in-house staff, but it's still important to set a realistic budget. Consider factors like hourly rates, which can vary based on the VA’s experience and location. On average, VAAs in the United States charge between $15 to $30 per hour, according to Statista. This number lowers significantly when you hire assistants from nearshore or offshore locations, so consider these outsourcing strategies if you’re trying to minimize expenses.

Deciding on Full-Time vs. Part-Time Assistance.

Decide whether you need full-time or part-time support. This decision will depend on the volume of tasks and your budget. Part-time VAs are a great option for smaller businesses or those with fluctuating workloads, while full-time assistants can offer more consistent support and support a larger team throughout the entire week.

Establishing Criteria for Selection.

Set clear criteria for selecting candidates, based on you and your team’s preferences. Think about what the ideal virtual administrative assistant would brin to the table. This should include their experience, skill set, and compatibility with your business culture. Having predefined criteria will streamline the selection process and ensure you choose the best candidate with ease.

Preparing for Onboarding.

Plan the onboarding process before hiring your VA to ensure a smoother transition. This should include all the necessary training materials, set up communication channels, and establish clear expectations. An effective onboarding process can significantly improve the VAA's productivity and integration into your team. Want to learn more about this? Check out our EA onboarding checklist!

Where to Find Qualified Virtual Administrative Assistants

1. Freelance Platforms:

Freelance platforms like Upwork and Freelancer are excellent places to find admin VAs. These platforms offer access to a global talent pool, allowing you to review profiles, read reviews, and assess skills. They also handle payments and some compliance aspects, though not all of them. Keep in mind that these platforms also take a cut out of your VA’s salary to cover their maintenance fees. 

2. Professional Networking Sites:

LinkedIn is a powerful tool for finding professional VAAs. You can post job openings, search for candidates, and leverage LinkedIn’s advanced search features to find individuals with specific skills and experience. According to LinkedIn itself, 87% of recruiters use the platform regularly, making it a valuable resource for talent acquisition.

3. Virtual Assistant Agencies:

Virtual assistant agencies specialize in providing trained and vetted VAs. These agencies handle the recruitment and initial training, ensuring you receive a highly skilled assistant. The best of them have a rigorous screening process, providing you with greater peace of mind regarding the quality of candidates. At A Team Overseas, we go above and beyond by offering support throughout the entire duration of your engagement, instead of parting ways with you after you’ve found the right candidate.

4. Job Boards:

General job boards like Indeed and Glassdoor, as well as niche job boards, focused on remote work, such as We Work Remotely and Remote.co, can be valuable resources. These platforms allow you to reach a wide audience and attract qualified candidates who are specifically looking for remote positions. Glassdoor’s research indicates that companies receive 250 resumes on average for each corporate job opening, highlighting the reach of these job boards.

5. Social Media:

Social media recruiting is on the rise, with 84% of organizations using it for hiring according to Jobvite. Platforms like Twitter, Facebook, and even Instagram can be effective for finding VAAs. Use relevant hashtags, join professional groups, and post job openings on your company’s social media pages to attract candidates. 

6. Referrals and Networking:

Leverage your professional network and ask for referrals. Many businesses find top talent through word-of-mouth recommendations, and if you have the right job description, it’s entirely possible that one of your contacts knows someone who’d be a good fi for it. Attend industry events, both virtual and in-person, to expand your network and find potential candidates.

7. Virtual Assistant Directories:

Several online directories list professional VAs along with their skills, experience, and contact information. Websites like VA Networking and Virtual Assistant Forums are dedicated to connecting businesses with qualified virtual assistants and might be worth checking out to see if there are any candidates that catch your attention. 

Ready To Hire A Virtual Administrative Assistant? We Can Help!

As you can see, hiring a virtual administrative assistant can be a game-changer for your business, offering flexibility, cost savings, and access to a global talent pool. If you're ready to take the next step and you’re wondering how to hire a VA, consider partnering with A Team Overseas. Our services can help you find the perfect virtual assistant to support your business needs, allowing you to focus on growing your business and achieving your goals. Contact us today to schedule a free discovery call!