How to Hire a Virtual Assistant Online

Goal:
Hire motivated virtual assistant(s) to help scale your business.

Ideal Outcome:
Successfully hire and onboard virtual assistants who can begin contributing to your business operations.

Why this is important:
To effectively scale and support current business operations.

Where this is done:
Google Docs, spreadsheets, and online job platforms such as OnlineJobs.ph, Fiverr, and Upwork.

When this is done:
When you have decided to scale your business or require additional support.

Who does this:
The business owner or hiring manager.

Hire a Virtual Assistant Online

Step 1: Map out your ideal hire - what will the VA do?

While defining your ideal hire may seem time-consuming, it is a critical step in the hiring process. Skipping this step often leads to poor hiring decisions, wasted time, and frustration for both parties. Use a Role Definition Template to clearly define the role.

Your task is to describe the role and qualities required for a candidate to succeed, including:

• The objective of the role
• Specific tasks and responsibilities
• Required skills and experience
• Working hours
• Type of employment (full-time or part-time)
• Pay rate

It is also important to define what success looks like once the VA is hired. What outcomes will they deliver, and how much time or cost will this save your business?

Additionally, consider the remuneration, benefits, and growth opportunities you can offer. These details will help you write a compelling job post and attract stronger candidates.

Notes:
We recommend hiring full-time virtual assistants whenever possible. Full-time VAs are generally more effective as they can focus entirely on your business, resulting in a stronger return on investment. Aim to provide a full 40-hour work week by continuously identifying tasks to delegate and estimating the time required to complete them.

Step 2: Choosing a platform - OnlineJobs, Fiverr, and Upwork

After reviewing many hiring platforms, we primarily use Fiverr, and Upwork. Below is an overview of each platform, including key advantages and disadvantages.

Fiverr

• Best suited for one-off or project-based tasks
• Quick and convenient for hiring specific skills
• Charges a fixed 5.5% platform fee per transaction
• Not ideal for long-term VA relationships

Upwork

• Similar to Fiverr in structure
• Does not allow relationships to move off-platform
• Charges a 10% fee on freelancer payments
• Offers access to high-quality talent, including professionals based in the Philippines

Step 3: Crafting a compelling job post

A poorly written job post will not attract high-quality candidates. If candidates are not excited by the role, they simply will not apply.

Practical steps:
Use the Job Post Template and complete the following sections:

• Responsibilities and tasks
• Required experience and qualifications
• Skills you are looking for
• Terms of employment
• Benefits and growth opportunities
• Application instructions

Notes:
When hiring from the Philippines, be aware of the “13th-month pay”. This is similar to a Christmas bonus that local employers are required to provide. While foreign employers are not legally required to offer this, we strongly recommend doing so.

Most Filipino employees expect this payment as a cultural norm, even if they do not explicitly request it. Offering it helps build trust and strengthens long-term working relationships.

Step 4: Filter applicants

Depending on the role and how well it is advertised, you may receive dozens to hundreds of applications. A clear filtering system is essential.

Use the VA Assessment Template to score and shortlist candidates.

Filter #1
Delete applications that do not follow instructions (e.g. incorrect subject lines, missing details such as Skype ID, or failure to follow specific requirements).

Filter #2
Review portfolios and qualifications, and remove candidates who do not meet your standards.

Filter #3
Narrow the list to a maximum of 10 candidates.

• If you have more than 10, consider raising your standards.
• If you have fewer than 5, revise and repost the job listing (for example, by increasing pay or adding benefits).

Step 5: Interview potential candidates

The goal of the interview stage is to further evaluate candidates based on:

• Their work environment
• Work processes
• Motivation
• Salary expectations

Practical steps:
Interviews can be conducted asynchronously via email or live via video call.

Option 1 - Email interviews
Use the screening email templates (Email #1–3) to further qualify candidates. This multi-step approach helps filter out less motivated applicants.

Option 2 - Video interviews (Skype or Google Meet)
Schedule interviews within the same week and use the provided interview script.

Notes:
Continue updating the VA Assessment Template throughout this stage. By the end, narrow your shortlist to the top three candidates and assign each a paid trial task.

Step 6: Trial task

The trial task helps you assess how it feels to work with a candidate in real conditions. Trial tasks should be paid, typically costing $100–$200 per candidate, and can prevent costly hiring mistakes.

Assign tasks that closely reflect the role and can be completed within 1–5 hours.

Examples:

• Video editor: Edit a 3-minute video
• Writer: Write a 500-word article
• Social media specialist: Create 10 promotional posts

Contact shortlisted candidates using the Trial Task Email Template and clearly outline payment, deliverables, and deadlines.

Notes:
Beyond work quality, assess:

• Whether the candidate asks clarifying questions
• Communication quality
• Turnaround time

For a 3–5 hour task, submissions should generally be completed within 48 hours.

Once trial tasks are reviewed, proceed to making an offer.

Step 7: Make an offer

The offer letter should clearly outline:

• Role and responsibilities
• Working hours and expectations
• Pay and compensation structure
• Benefits (if applicable)
• Next steps to accept or decline the offer

Practical steps:
Send the offer using the Offer Email Template or draft it using the Offer Letter Template.

Tip:
Consider offering an initial 1-3 month trial period. This provides flexibility if the hire is not the right fit and allows you to reward strong performance earlier if the candidate exceeds expectations.

Step 8: Onboarding

Congratulations on hiring your virtual assistant. The final step is onboarding them effectively.

The onboarding process should include:

• Granting access to required tools and platforms (email, project management tools, CRM, etc.)
• Providing a clear task list and expectations
• Establishing communication standards and response times
• Conducting training sessions where necessary

Notes:
A supportive onboarding experience helps your VA feel confident, welcomed, and set up for long-term success.

Use the Onboarding Template and Checklist to guide your VA’s introduction to your business.