Hiring and Managing a Virtual Assistant

🔍 Types of Assistants and What They Do

Here’s the most common types of assistants:

• Administrative Assistant
  Handles day-to-day operations like scheduling, calendar management, data entry, and document organization. Ideal for keeping the office running smoothly.
• Virtual Assistant
  Provides remote administrative support — from email management and customer service to social media, research, and bookkeeping.
• Executive Assistant
  Supports executives with high-level tasks like scheduling, travel planning, managing communications, and handling confidential information.
• Social Media Assistant
  Focusing on your online presence: they create and schedule content, manage engagement, and analyze platforms’ performance.
• Personal Assistant
  Balances both professional and personal support — managing calendars, errands, travel, and events.

Reminder: Assistants are undoubtedly valuable assets to any team – but that doesn’t mean they can do everything. Their role is to support you – not to solve every problem. Clear responsibilities outlined in the contract help make the relationship successful.

📝 Deciding Which Type of Assistant You Need

Make a list of the tasks that are taking your time. Don’t overthink it. Then categorize them using the following buckets:

• Administrative Tasks – Scheduling, inbox management, filing
• Personal Tasks – Errands, travel planning, family scheduling
• Executive Tasks – Strategic support, project coordination
• Social Media Tasks – Content creation, analytics, engagement
• Remote Tasks – Anything that doesn’t require in-person support

Now, let’s look at your list. Are most tasks remote? A Virtual Assistant may be the right fit. Do you need someone on-site or hands-on? Consider an in-office or personal assistant.

👉 Pro tip: You can still hire a local candidate for a virtual assistant role!

If you’re unsure, talking to a business advisor can provide outside perspective. The Rocky Mountain Women’s Business Center offers free consultations to help you figure it out.

🧑‍💼 Hiring an Assistant

Once you know what type of assistant you need, it’s time to start the hiring process.

Where to Look:

• Ask for referrals from your network
• You can post on a local job platform like:
  • Chamber of Commerce websites
  • Library
  • Newspaper
• Post on platforms like:
  • LinkedIn
  • Indeed
  • Upwork
  • Fiverr
• Consider working with an agency for additional support

👉 Pro tip: Even if you’re looking for a remote assistant, don’t underestimate the power of local networking. Someone in your community may know a candidate or be a great candidate!

✅ Vetting Candidates

Vetting doesn’t have to be intimidating — just stay organized and clear on what you’re looking for.

Here’s a simple process to follow:

1. Review Resumes: Look for relevant experience and technical skills.
2. Initial Phone Screen: Ask about their time management, communication style, and how they’ve supported clients in the past.
3. Interview: Conduct via Zoom or in person — even for virtual roles. It helps to put a face to the name and assess chemistry.
4. Trust Your Gut: If they seem like a good match, move forward and make an offer.

Decide whether to hire them as a contractor or employee based on your business structure and needs.

Budgeting for a VA

Now that you have vetted candidates and have a list of prospects, it is time to realistically think about how much you can afford. This can be daunting but it is an essential step in the hiring process.

• Know your worth: Calculate what your time is worth.
• Decide on a monthly budget: Start by basing your budget on your revenue and cash flow. A common starter budget is $400-$500/month.
• Factor in Return on Investment (ROI): Ask yourself questions that will help determine the ROI – this is to help you understand and justify your investment.
• Start with a trial period: Decide on a budget for a 1-3 month trial period. Make sure this is outline in the VA’s contract. When the trial period is over, you can evaluate and discuss the future plans with your VA.

VA Contracts

Contracts are important when it comes to hiring. Make sure to do your due diligence.

The contract will outline clear expectations, payment, confidentiality, and more. It establishes professional boundaries and helps protect both parties.

Include in your contract (make sure to add anything else you or the VA feel necessary or was verbally agreed upon):

• Scope of work
• Hours & Availability
• Compensation
• Confidentially & Non-Disclosure
• Duration
• Termination
• Ownership of Intellectual Property
• Tools & Access
• Communication
• Reporting

👉 Pro tip: Confidentiality is very important. Here are some different ways you can share access with your VA that go beyond the standard confidentiality agreement: Use a Password Manager that allows your to share access without sharing passwords, create separate user accounts for the VA if possible, keep a shared access log, and use cloud based platforms with controlled access.

🎯 Final Thoughts

The right assistant could be a game changer for your business. The right person can reduce stress, free up your time, and help your business grow. Whether remote or in-person, part-time or full-time, there’s a perfect assistant out there for you — it just takes a little planning and the right process to find them.

Need help putting this plan into action?

Contact our business advisors at the Rocky Mountain Women’s Business Center!