How to Find & Hire a Virtual Assistant? [Step-by-Step Expert Guide]

Entrepreneurs, business owners, and managers are constantly juggling multiple tasks, often finding themselves overwhelmed by the demands of day-to-day operations. This is where Virtual Assistants (VAs) come into play. VAs are remote professionals who offer a range of services designed to help businesses run more smoothly and efficiently.

From handling administrative tasks to managing customer service, VAs can be a game-changer for businesses of all sizes.

In today’s business model, most virtual assistants are a valuable asset for companies. By engaging a service provider, businesses can delegate tasks more effectively, often completing them in less than half of the time it would take a full-time employee. This strategy enhances efficiency and aligns with modern operational practices.

What Does a Virtual Assistant Do? (And What You Shouldn’t Expect)

A virtual assistant (VA) is a remote professional who helps founders and teams get out of the weeds, fast. By taking ownership of operational tasks, a great VA frees up time, reduces overwhelm, and allows you to focus on the work that actually moves the business forward.

At GlobalTeam, we’ve placed thousands of remote professionals across every major business function — from executive assistants to marketing specialists to remote CFOs. Whether you need a generalist or a role-specific expert, the key is understanding how VAs create leverage.

A VA is essentially an independent contractor who provides various services to businesses or entrepreneurs from a remote location. Unlike traditional in-house employees, VAs work from home or their own office, using the internet to communicate and complete tasks.

The roles of a VA can vary widely, depending on the needs of the business. Some VAs specialize in administrative tasks such as email management, calendar scheduling, and data entry. Others may offer more specialized services, such as social media, content creation, bookkeeping, project management, or even technical support. 

The flexibility of VAs is one of their greatest strengths. Because they operate remotely, businesses can hire virtual assistants from anywhere in the world, allowing them to tap into a global talent pool.

This flexibility also means that specialized virtual assistants can work on a part-time, full-time, or as-needed basis, depending on the requirements of the business.  

Whether you need someone to manage your email inbox for a few hours a week or require full-time support, a VA can be tailoredAs a business owner, managing all the tasks required to keep things running smoothly can be overwhelming, especially when juggling multiple clients. 

Freelance virtual assistants, often independent contractors, offer a flexible solution by providing VA services tailored to your needs. 

Whether you need help with admin tasks, lead generation, or personal tasks like scheduling meetings, a new virtual assistant can step in and make a difference. 

Virtual staff finders can help connect you with the right service provider, offering the support you need without the commitment of a full-time staff. By utilizing communication tools, you can effectively collaborate with your virtual assistant and ensure all tasks are completed in less than a half. to meet your specific needs.

What Virtual Assistants Actually Do

At a tactical level, VAs eliminate busywork. At a strategic level, they help founders reclaim capacity.Here are the most common categories where VAs provide immediate impact:

Admin & Operations

• Calendar and inbox management
• CRM hygiene, data entry, internal reporting
• SOPs, travel booking, meeting coordination

Customer & Client Support

• Appointment setting, lead follow-ups
• Chat and email-based customer service
• Onboarding and retention messaging

Marketing & Content

• Social media scheduling and formatting
• Podcast editing, blog publishing, basic design
• Newsletter setup and email list segmentation

Sales Support

• CRM updates, proposal prep, LinkedIn outreach
• Call summaries, sales pipeline support
• Lead list building and follow-up systems

Project Management

• Managing ClickUp, Asana, Trello, or Notion boards
• Updating timelines and chasing deliverables
• Cross-team task coordination and follow-through

Set the Right Expectations, So You Hire the Right Fit

Not all virtual assistants are junior. At GlobalTeam, we place talent across the full spectrum  from high-performing generalists to skilled specialists and strategic remote leaders. Before you hire, get clear on what you need:

• A generalist to handle admin and communication?
• A specialist to support marketing, sales ops, or finance?
• Or a remote executive who can lead departments and scale your team?

Each of these roles exists, but each requires a different hiring strategy. That’s why the next step isn’t hiring fast. It’s hiring smart.

How to Know What Kind of VA You Need (Before You Hire One)

The biggest mistake founders make when hiring a virtual assistant? Rushing into delegation without clarity.

Hiring a VA isn’t just about saving time, it’s about creating leverage. And that starts by defining exactly what type of help your business actually needs. Here’s how to figure that out.

Step 1: Audit Your Time and Identify the Bottlenecks

Start by tracking your tasks for three full days — 30-minute increments. Write it all down. Then step back and ask: which of these tasks actually require your time?

Most founders discover that 60–70% of their week is spent on low-leverage work: replying to emails, chasing invoices, updating CRMs, scheduling meetings, managing tools. These are not CEO tasks. They’re handoffs waiting to happen.

If it’s something a trained, reliable assistant could do at 20% of your cost — it’s time to delegate.

Step 2: Define the Outcome, Not Just the Job Description

The difference between a mediocre VA and a game-changing one isn’t talent,  it’s clarity. Don’t just list out what you want them to do. Get specific about what success looks like:

Instead of “manage my inbox,” say:

“Ensure I never see a non-urgent email. Important items are flagged, replies are drafted, and all client messages get responses within 24 hours.”

Instead of “help with content,” say:

“Repurpose my podcast into 2 LinkedIn posts and 1 carousel per week that sounds like me and drives inbound.”

Clear outcomes allow your VA to think proactively, solve problems, and own results — not just tasks.

Step 3: Match the Role to the Right Type of VA

Now that you’ve identified what to offload and how you define success, the next step is choosing the right kind of VA. Different business needs require different profiles. Here’s a breakdown:

VA Type	Best For	Typical Tasks
General Admin VA	Founders overwhelmed by recurring admin	Calendar, inbox, travel, reporting, light ops
Marketing VA	Content, social media, or agency support	Scheduling, editing, formatting, newsletters
Sales Assistant	CRM and lead management for small sales teams	Pipeline updates, follow-ups, proposal support
Operations VA	Internal workflow and project coordination	SOPs, project boards, deliverable tracking
Executive Assistant	High-level leverage for founders/CEOs	Priority filtering, strategic support, prep work

Hiring a generalist when you need a specialist wastes time. Hiring a specialist when you only need admin support wastes money.

That’s why at GlobalTeam, we match roles with outcomes  and place virtual professionals who are vetted, experienced, and aligned with what success looks like in your business.

Where to Hire a VA (Freelancers vs Agencies vs GlobalTeam)

Once you’ve defined what kind of virtual assistant you need, the next question is where to find them. And here’s where most founders hit the wall.

There are thousands of platforms, agencies, and marketplaces claiming to have “top talent.” But the wrong source leads to wasted time, inconsistent quality, and costly misfires. Choosing the right hiring path is just as important as choosing the right person.

Let’s break down the three most common options  and why more SMBs are turning to GlobalTeam to get it right the first time.

 Option 1: Freelance Platforms (Upwork, Fiverr, Freelancer)

Freelance platforms like Upwork or Fiver are easy to access — but they’re also noisy, unfiltered, and high-friction. You’ll find thousands of global assistants, but the burden is on you to:

• Write a clear job post
• Sift through dozens (or hundreds) of applicants
• Run your own vetting, testing, and interviews
• Hope for alignment across language, time zone, systems, and soft skills

Freelancers can be great for short-term or project work. But if you’re looking for long-term reliability, cultural fit, or role-specific expertise,  this route often costs more in time than it saves in money.

Option 2: Generic VA Agencies

Some VA agencies promise “done-for-you” support  but often deliver templated, one-size-fits-all placements.

The quality varies. Many don’t specialize in your industry. And most treat VAs as interchangeable task-doers, not strategic business support.

If you need a part-time assistant for simple admin, these can work. But if you’re hiring for a critical role, marketing, sales ops, finance, or executive support — you’ll want a deeper, more tailored approach.

Option 3: GlobalTeam — The Premium Hiring Partner for SMBs

GlobalTeam was built for founders who want to scale smarter, not just hire cheaper. We help you hire the right person, not just fill the role. Our proprietary Global Hiring System™ combines deep vetting, strategic matching, and ongoing support to ensure every hire is aligned with your systems, goals, and time zone.

With GlobalTeam, you get:

• Access to top 1% bilingual talent across Latin America, Eastern Europe, and Asia
• Role scoping and job description support, so you don’t guess what to delegate
• A rigorous, 13-step vetting process (language, skills, culture, tech)
• Onboarding assistance and optional performance coaching
• Replacement guarantees for peace of mind

Whether you’re hiring an Executive Assistant, a Marketing Coordinator, or a Remote CFO — we source, screen, and deliver top talent that integrates into your team with precision. And the best part? You stay focused on running the business. We handle the hiring.

Benefits of hiring a Virtual Assistant for businesses

Hiring Virtual Assistants offers numerous benefits, making it an attractive option for businesses looking to optimize their operations. Here are some of the key advantages: 

1. Cost Savings

One of the most significant benefits of hiring a VA is the cost savings. VA costs tend to be lower than hiring full-time, in-house employees. This is because you don’t have to pay for office space, equipment, or employee benefits like health insurance, retirement plans, and paid leave.

Additionally, many VAs work on a contractual basis, meaning you only pay for the hours worked or the tasks completed.

2. Increased Efficiency

By delegating tasks, routine and time-consuming tasks to a VA, you and your core team can focus on more strategic and revenue-generating activities. This increased focus on high-priority tasks often leads to improved efficiency and productivity.

3. Scalability

VAs offer a flexible solution for businesses that experience fluctuations in workload. During busy periods, you can increase the hours or tasks assigned to your VA, and during slower times, you can scale back.

This scalability ensures that your business can adapt to changing demands without the long-term commitment of hiring additional staff.

4. Access to a Global Talent Pool

Because VAs work remotely, you’re not limited by geographic location when it comes to hiring. This means you can access a wider range of skills and expertise from around the world, potentially finding the perfect match for your business needs.

5. 24/7 Operations

If your business operates across different time zones or requires round-the-clock support, hiring VAs from various parts of the world can ensure continuous coverage. This is particularly beneficial for customer service roles or businesses that cater to a global audience.

6. Focus on Core Competencies

By offloading tasks to a VA, you and your team can concentrate on what you do best. Whether it’s product development, sales, or strategic planning, freeing up time from routine tasks allows you to focus on your core competencies.

Determining The Unique Needs of Your Business

Before diving into the hiring process, it’s essential to take a step back and assess your business needs. Understanding exactly what you need from a VA will help you find the right candidate and set the stage for a successful working relationship.

Identifying Tasks that Can Be Outsourced

The first step is to identify the outsourcing tasks, start by listing all the specific tasks you or your team currently handle on a daily, weekly, and monthly basis. These tasks might include:  

• Administrative tasks: Email management, calendar scheduling, data entry, travel arrangements, calendar management, scheduling meetings, receiving phone calls and customer satisfaction and service.    
• Marketing tasks: Social media management, content creation, manage social media accounts, email marketing, SEO, and graphic design.  
• Technical tasks: Website maintenance, software updates, technical support, and IT management.
• Financial tasks: Bookkeeping, invoicing, payroll processing, and financial reporting.

Once you have a comprehensive list, categorize this list task delegation based on their importance and the level of expertise required, even for scheduling meetings.      

This will help you determine which tasks can be easily delegated to a VA and which ones might require more specialized skills.

Determining the skills required

After identifying the tasks to be outsourced, the next step is to determine the skills and qualifications needed to perform those tasks effectively. 

For example, if you’re looking for a VA to manage your network accounts, you’ll need someone with experience in social media marketing, content creation,project management and possibly graphic design.   

If you need help with bookkeeping, a VA with a background in accounting or finance would be ideal.

It’s also important to consider the tools and software your VA will need to use. If your business relies on specific tools like Trello, Asana, QuickBooks, or WordPress, ensure that the VA you hire is proficient in those platforms.

Clearly defining the skills required will make it easier to create a detailed virtual assistant job description and attract the right candidates. With many virtual assistants available today, businesses can streamline their operations through effective virtual assistant hiring. 

By carefully selecting and hiring virtual assistants, companies can find specialized support tailored to their needs, such as real estate virtual assistants for property management and client   relations.

This approach not only improves efficiency but also ensures that the tasks are handled by professionals with the right expertise.

The Smart VA Hiring Process (Step-by-Step)

Hiring a virtual assistant isn’t just about getting help. It’s about getting the right person in the right seat,  fast.

Most founders wait too long, hire reactively, and end up stuck in endless resume reviews, awkward interviews, and trial-and-error hires. That’s a drain on time, energy, and trust.

At GlobalTeam, we use a structured system to eliminate the guesswork. But if you’re hiring solo, here’s the full process and what you need to get it right.

Step 1: Define the Role and Outcome

Start by getting crystal clear on what success looks like — not just what you want done.

Examples:

• “Respond to 100% of client emails within 24 hours.”
• “Own my social media calendar with 3 branded posts/week.”
• “Ensure my calendar is optimized, protected, and prepped daily.”

If you can’t define the outcome, the assistant can’t own it. And delegation without ownership becomes micromanagement.

Step 2: Write a Targeted Job Description

Generic job descriptions attract generic candidates. You need one tailored to the outcomes you just defined.

Include:

• Business context and role summary
• Specific outcomes and expectations
• Required tools, time zone, communication style
• Optional: salary range or scope of engagement

If you’re not sure how to write one, our team at GlobalTeam does this with you — so it speaks directly to the right type of global talent.

Step 3: Filter Before You Interview

Don’t waste time with unqualified resumes. Use hard filters early in the process. You’ll need to:

• Pre-screen for English fluency and time zone alignment
• Validate experience with required tools
• Assess soft skills like reliability, proactivity, and communication
• Spot red flags like job-hopping or vague achievements

GlobalTeam handles this with our proprietary 13-Step Global Hiring Process™, which includes skill tests, cultural fit scoring, and language evaluation — so you only meet candidates who’ve already passed our benchmarks.

Step 4: Interview for Ownership and Fit

Founders shouldn’t interview like HR managers — they should interview like operators. You’re not looking for a checkbox employee. You’re looking for someone who takes initiative and owns their lane. Ask:

• “Walk me through how you’d handle X situation.”
• “How do you manage your time across priorities?”
• “What makes you easy to work with?”
• “How do you handle unclear expectations?”

Great assistants ask clarifying questions, listen closely, and think like partners.

Step 5: Vetting Is Hard (And It’s Where Most Hires Fail)

Here’s the truth: most founders skip proper vetting, or do it poorly. Assigning test tasks sounds simple — until you’re chasing deliverables, building mock scenarios, and trying to compare subjective output. To vet properly, you’d need to:

• Build a relevant test based on the role
• Set evaluation criteria
• Give clear instructions and deadlines
• Review results for accuracy, communication, and quality

It’s tedious. It’s slow. And most of the time, it still doesn’t guarantee a great hire. That’s why we do it for you. At GlobalTeam, every candidate goes through:

• Role-specific test simulations
• Live screening and async task reviews
• Language, tool, and tech stack evaluations
• Personality and cognitive assessments tailored to remote execution

By the time a candidate gets to you, they’re already proven. No test needed. Just pick the best fit from 3–4 fully vetted professionals — and get back to growing your business.

Step 6: Hire Quickly and Onboard with Structure

Top talent doesn’t stay available long. Once you’ve found the right fit — lock them in and move fast. Create a simple onboarding plan:

• Access to key tools, folders, and comms channels
• Daily or weekly check-in cadence
• KPIs or success criteria for the first 30–60 days
• A clear owner (you or a team lead) to support integration

Prefer not to manage that alone? Our clients can plug into GlobalTeamOS™, our consulting and support layer designed to help teams scale smoothly and optimize performance over time.

GlobalTeam’s Services

If you’re looking for a reliable and comprehensive solution for hiring a Virtual Assistant, GlobalTeam offers a range of services tailored to meet your business needs. From a general virtual assistant to a specific one.  Here’s an overview of what GlobalTeam can provide: 

Overview of Services Offered

GlobalTeam specializes in matching businesses with highly skilled VAs who can take on a variety of tasks, including: 

• Administrative tasks: Managing emails, calendars, travel arrangements, administrative work and data entry. 
• Customer service: Handling customer inquiries, processing orders, and resolving issues.
• Digital marketing: Managing social media accounts, creating content, running email marketing campaigns, and optimizing websites for Search Engine Optimization (SEO).
• Technical support: Providing IT support, website maintenance, network security, and software updates.     
• Bookkeeping: Processing invoices, managing accounts payable/receivable, and preparing financial reports. 

Advantages of using GlobalTeam

Working with GlobalTeam offers several advantages over hiring independently:

Quality Assurance

All VAs provided by GlobalTeam are thoroughly vetted, ensuring that you receive qualified and reliable professionals. The rigorous selection process includes background checks, skills assessments, and interviews, from a general virtual assistant to a specific one.

Ongoing Support

GlobalTeam provides continuous support to both clients and virtual assistants, ensuring that any issues are promptly addressed. This includes regular check-ins, performance evaluations, and access to additional training resources.

Scalability

Whether you need part-time, full-time, or project-based support, GlobalTeam can scale services to meet your needs. You can easily adjust the hours or tasks assigned to your VA as your business needs change.

Global Reach

GlobalTeam has access to a diverse pool of VAs from around the world, allowing you to find the right match for your business, regardless of your location.

How GlobalTeam Ensures Quality and Reliability

GlobalTeam takes pride in its rigorous selection process, which includes:

• Background checks: Each virtual assistant undergoes a thorough background check to verify their identity, work history, and qualifications.
• Skills assessments: Virtual assistants are tested on their technical skills, including proficiency in relevant software and tools.
• Interviews: Candidates are interviewed to assess their communication skills, problem-solving abilities, and cultural fit.
• Ongoing Training: GlobalTeam provides ongoing training and development opportunities to ensure that virtual assistants stay up-to-date with industry trends and best practices.

This comprehensive approach ensures that when you hire a virtual assistant through GlobalTeam, you’re getting a professional who is not only qualified but also aligned with your business goals.

Tips for Managing a Virtual Assistant

Once you’ve hired a virtual assistant, effective management is key to ensuring a successful working relationship. Here are some tips to help you get the most out of your virtual assistants:

Setting Clear Expectations

From the outset, it’s important to set clear expectations regarding tasks, deadlines, and communication. Provide your virtual assistant with a detailed onboarding process that outlines your business goals, preferred communication methods, and the tools you use. 

Regular check-ins can help ensure that your virtual assistant is on track and allows you to address any issues early on.

Effective Communication Strategies

Effective communication is essential when working with a remote team member. Use collaboration tools like Slack, Trello, or Asana to keep track of tasks and maintain regular communication. 

Schedule regular video calls to discuss progress, provide feedback, and stay connected. Clear and concise communication helps prevent misunderstandings and ensures that your virtual assistant knows exactly what is expected of them.  

Monitoring and Evaluating Performance

Regularly monitor your virtual assistant’s performance to ensure that they are meeting your expectations. This can be done through task tracking, time management tools, and periodic performance reviews. 

Provide constructive feedback to help your virtual assistant improve and grow in their role. If there are any issues, address them promptly and work together to find a solution.

Maintaining a Positive Working Relationship

Building a positive working relationship with your virtual assistant is crucial for long-term success. Show appreciation for their hard work, offer support when needed, and respect their boundaries.

A happy and motivated virtual assistant is more likely to go above and beyond to help your business succeed.

Start Hiring Your VAs with GlobalTeam Today

In conclusion, hiring a Virtual Assistant can be a transformative decision for your business. The benefits are clear: increased efficiency, cost savings, scalability, and access to a global talent pool. 

By carefully assessing your needs, crafting a detailed job description, and following a structured hiring process, you can find the perfect virtual assistant to help your business thrive. When evaluating the virtual assistant cost, many businesses find that hiring a freelance virtual assistant can be a cost-effective solution. 

For industries like real estate, a real estate virtual assistant offers specialized support, helping with tasks such as property management and client communication. This combination of affordability and specialization makes freelance virtual assistants a valuable asset for many companies.

GlobalTeam offers a reliable and comprehensive solution for businesses looking to virtual assistants hiring. With their rigorous selection process, quality assurance, and ongoing support, you can trust that you’re getting top-notch service.         

Whether you’re just starting to explore the idea of how to hire a virtual assistant or are ready to take the plunge, GlobalTeam can guide you every step of the way.     

Now is the time to take action. Consider how a virtual assistant could benefit your business and start the process today. With the right virtual assistant by your side, you’ll be well on your way to achieving greater success and efficiency.

If you’re spending your time on tasks someone else could own — your business is running at a fraction of its potential.

Hiring a virtual assistant the smart way isn’t about saving a few hours. It’s about unlocking a new level of speed, focus, and profitability. It’s about protecting your energy as a founder and building a team that moves the business forward — even when you’re not in the weeds.

That’s what GlobalTeam helps you do. Whether you’re looking for administrative support, a marketing assistant, sales operations help, or an executive-level remote hire — we’ll help you find the right person, not just a person. Our candidates are pre-vetted. Our process is proven. And our results speak for themselves.

Frequently Asked Questions About Hiring a Virtual Assistant