Finding a good virtual assistant can feel like searching for a needle in a haystack. For startup founders, the challenge can be even more daunting. With so many options available for outsourced virtual assistants, it can be hard to know where to begin. This article will help you sift through the noise to discover the best way to find a good virtual assistant for your business.
For founders at marketing-driven startups, virtual marketing assistants can be a valuable tool to help achieve their objectives, such as learning how to find a good virtual assistant.
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Benefits of Hiring the Right Virtual Assistant
Outsourcing virtual assistant services significantly reduces operational costs. A survey conducted across various industries found that 62% of companies that outsourced non-core tasks reported an average operational cost reduction of up to 25%. Implementing a pay-as-you-go model further amplifies the cost-effectiveness, allowing businesses to eliminate overhead expenses associated with maintaining in-house staff.
Outsourcing for Video Editor Companies
For instance, hiring an in-house social media marketer for your video editor company can be costly, especially when the project requires extensive research and marketing. By outsourcing these tasks to virtual assistants, businesses can save time and money, enabling them to focus on their core competencies.
Saving Time and Boosting Productivity with Virtual Assistants
Outsourcing non-core tasks to virtual assistants translates into substantial time savings for businesses. On average, companies that leverage virtual assistant services experience increased overall operational efficiency. Quick turnaround times have become the norm, enabling businesses to adapt swiftly to market demands and capitalize on emerging opportunities.
Access to Global Talent and Expertise
The 24/7 availability of virtual assistants ensures uninterrupted support, fostering a dynamic and responsive work environment. From creating graphic design to improving customer service and developing an AI avatar, virtual assistants are available to help with various tasks. Businesses can leverage a global talent pool by outsourcing virtual assistant services, thus breaking geographical barriers.
Scale Operations with Flexible Virtual Assistant Services
The flexibility offered by virtual assistant services allows businesses to scale operations according to their needs. Companies with scalable virtual assistant solutions can experience faster adaptation to business growth. This adaptability is crucial for adjusting workloads and accommodating the evolving needs of a dynamic business environment.
Gain Specialized Support with Virtual Assistant Services
Outsourcing virtual assistant services provides businesses access to specialized skills, contributing to an enhanced quality of work. According to industry data, 57% of companies that outsource tasks to virtual assistants report a noticeable improvement in task-specific expertise. It ensures that experts handle tasks and allows businesses to stay updated with industry trends, fostering innovation.
Mitigate Risk with Virtual Assistant Services
Reducing dependency on in-house staff through virtual assistant services is pivotal in mitigating risks associated with unforeseen challenges. Companies that have diversified their operational support through outsourcing report increased resilience in the face of unexpected disruptions. Virtual assistants play a crucial role in ensuring business continuity, thereby minimizing the impact of disruptions on overall operations.
Improved Focus on Core Business Functions
Delegating non-core tasks to virtual assistants allows businesses to redirect their focus toward strategic planning, ultimately enhancing their competitive advantage. Companies prioritizing core business functions through outsourcing can experience increased strategic decision-making capabilities. This shift in focus contributes directly to overall business growth and sustainability.
Enhanced Technology Integration
Access to cutting-edge technology and seamless integration of automation tools becomes possible through virtual assistant services. Companies that embrace technological advancements through outsourcing can also increase their overall technological readiness. It ensures that businesses stay at the forefront of industry innovations, enhancing their competitiveness in the market.
Virtual Assistants for Promotional Music Videos
For instance, when it comes to crafting compelling promotional music videos, a virtual assistant can be an invaluable asset. Most of these individuals possess expertise in utilizing AI-powered audio editor software and generative AI, enabling them to create professional-grade content without the need for expensive tools and equipment.
Increased Flexibility with Virtual Assistant Services
The adaptability of virtual assistant services allows businesses to respond effectively to market changes and meet customer demands. This agility in operations is crucial for maintaining a competitive edge in dynamic industries, contributing to sustained growth.
Better Work-Life Balance for Entrepreneurs
Entrepreneurs can achieve a better work-life balance by outsourcing non-core tasks to virtual assistants. Zapier surveys indicate that 76% of entrepreneurs who leverage virtual assistant services report a reduction of up to 3 hours in their data entry workload. This reduction allows entrepreneurs to allocate more time for strategic decision-making, ultimately contributing to improved personal well-being.
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How to Find a Good Virtual Assistant
Identify Your Specific Needs
Before you start searching for a virtual assistant, it's critical to identify your specific needs. What tasks do you want to offload to a virtual assistant? For example, are you looking to reduce the clutter in your email inbox? You can enhance your social media presence or seek assistance with a significant project. You may need someone to manage your calendar and schedule appointments to reduce your overwhelm. Whatever it is, be specific. The more granular you can be about your needs, the better your chances of finding a virtual assistant who’s the right fit.
Determine Your Budget
Virtual assistants can charge anywhere from $8 per hour to over $100 per hour. The rates you can expect to pay depend on several factors, like the VA’s experience and skill level, their location, and the complexity of the tasks you need help with. While it can be tempting to go with the cheapest option, you’ll want to balance cost with experience and quality.
Maximizing Budget with Offshore VAs
Offshoring can save you a significant amount of money on hiring without compromising quality. For example, a service like Founders Arm connects you with pre-vetted offshore VAs at 60% lower cost than traditional hiring. That means you get experienced professionals, without blowing your budget or wasting time on unqualified leads.
Write a Detailed Job Description
Once you know what you need and have a budget in mind, it’s time to write a job description. The more detail you can provide about the role, the better. If your job description is vague or generic, you’ll attract vague and generic candidates. Instead, be clear about:
Tasks and tools they’ll need to use
Required skills (e.g., Canva, Notion, HubSpot)
Working hours or time zone preferences
Your industry or niche, if relevant
A well-written job description saves time, filters out bad fits, and makes the entire hiring process smoother.
Look for Relevant Experience
Once you start reviewing candidates, prioritize those who’ve worked in similar roles or industries. If you’re a SaaS startup, a VA who has supported software founders before will likely onboard more quickly. If you run a fast-paced eCommerce brand, someone with Shopify or order management experience is gold. This is where working with curated services can help. Founders Arm, for instance, pre-screens all talent and shares relevant work samples and references, making your shortlist much stronger from the start.
Interview for Skills and Chemistry
It’s not just about ticking boxes. The right VA should also match your communication style, take initiative, and handle feedback well. Ask:
How do they manage deadlines or last-minute requests?
What tools are they most comfortable with?
How do they structure their day?
How do they handle learning new systems?
You’re not just hiring an assistant; you’re hiring a long-term partner.
Set Expectations Early
Once you’ve found the right person, get everything in writing. Set clear expectations around:
Tasks
Reporting
Communication methods
Deadlines
Weekly check-ins
Use a simple contract or agreement to protect both parties. A service like Founders Arm makes this part painless; they handle all contracts, payment logistics, and onboarding, so you can start working together in as little as two weeks.
Test Before You Commit
If you’re unsure about long-term fit, start with a short-term trial. A two-week pilot is an excellent way to:
Assess how well they handle tasks
Adapt to feedback
Communicate effectively
Some agencies, like Founders Arm, even offer a two-week free trial, allowing you to test without risk. A good VA isn’t just someone who follows instructions; they’re someone who:
Gives you back time
Brings structure to chaos
Helps your business move faster
Whether you’re hiring directly, browsing freelance platforms, or using a trusted partner like Founders Arm, the key is to be clear, thoughtful, and deliberate in your process.
Streamlining Your Dream Team Acquisition
Looking to build your dream team without the hiring headaches? Founders Arm connects you with pre-vetted, top-tier offshore talent at 60% less cost than traditional hiring. Skip the lengthy recruitment process and get exceptional engineers, marketers, or executive assistants onboarded in under two weeks—no payroll hassles included.
Proven Impact with Founders Arm
Take your startup to the next level with professionals who hit the ground running from day one. We've helped Cal AI scale influencer marketing to reach millions, Pam build backend operations to support rapid growth, Turbolearn AI amplify their reach in the education market, and many more. Want a 2-week free trial with our offshore talent? Try out an engineer or assistant, entirely for free.
Where to Find a Good Virtual Assistant
When exploring how to find a good virtual assistant, it helps to know your options. There are three main avenues for finding a virtual assistant:
Managed virtual assistant service providers
Freelance platforms
Agencies
Each has its pros and cons, so it’s worth comparing them to find the best fit for your needs.
Managed Virtual Assistant Service Providers
A managed virtual assistant service provider does much more than just help you hire. They handle recruiting, training, onboarding, quality control, and even ongoing performance management so you don’t have to. Companies like Founders Arm fall into this category. These providers give you access to pre-vetted offshore virtual assistants (VAs) who are trained and supported by a dedicated account manager.
A Hands-Off Approach to Delegating
This person acts as a bridge between you and your VA, ensuring the relationship runs smoothly, updates are shared consistently, and performance stays high. Managed services are a good fit if:
You need support in executive assistance, marketing, sales, or back-office admin
You want a hands-off solution with predictable results
You don’t want to manage someone daily
You prefer fast onboarding (some clients are matched in under 2 weeks)
You need a backup VA if your primary assistant is ever unavailable
How Founders Arm Ensures VA Success
With Founders Arm, for example, clients get a primary assistant and access to a broader support team, along with detailed process documentation, training on your internal systems, and ongoing coaching. That means VAs start strong from day one — and stay accountable throughout. Expect to pay $20–$30/hour, but you're not just paying for labor; you're investing in a comprehensive system that includes hiring, training, and ongoing support built in.
Freelance Platforms
If you prefer to hire and manage directly, you can find VAs on freelance marketplaces like:
Upwork
Fiverr
OnlineJobs.ph
PeoplePerHour
These platforms give you a vast pool of global talent at various price points—often starting from as low as $5–10/hour. You’ll get access to:
Reviews and ratings
Skills and certifications
Sample portfolios
Hourly or fixed pricing
A DIY Approach to Virtual Assistant Hiring
While these platforms offer flexibility, they put the responsibility on you. You’ll need to screen, interview, test, onboard, train, and manage the VA yourself. There’s also no quality control or performance guarantee. Freelance platforms are best suited if:
You have time to vet and manage candidates yourself
You need task-specific help (e.g., data entry, podcast editing, Shopify listings)
You’re working on a tight budget and are willing to spend time training
Just be aware that lower costs can mean more upfront effort and greater inconsistency in output if expectations aren’t managed carefully.
Agencies
VA agencies offer a middle ground between freelancers and managed services. These are firms that work with a pool of VAs and assign one (or more) based on your needs. You don’t usually get a dedicated account manager, but the agency often provides limited training, some oversight, and replacement guarantees if a VA doesn’t work out. Agencies are a good choice if:
You want moderate support and some help with onboarding
You’re comfortable managing the VA day-to-day
You want access to multiple skill sets from a single vendor
You’re okay with less customisation than a fully managed service
Pricing varies widely depending on the agency’s level of involvement and where the talent is based, but expect to pay anywhere from $10 to $25/hour.
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8 Best Tips for Working with a Virtual Assistant
1. Define Goals and KPIs
Setting measurable and realistic objectives helps your virtual assistants:
Prioritize their tasks
Organize their schedules
Understand the goals for each project
Ensure that metrics and key performance indicators (KPIs) are documented and regularly monitored.
Boosting VA Productivity and Impact
According to Dr. Gail Matthews, a psychology professor at the Dominican University in California, people are 42% more likely to achieve their goals when they take the time to write those goals down. KPIs also allow you to gauge your VA’s productivity and evaluate the impact of the VA’s work on your business. Your KPIs should be as specific as possible and accurately reflect your overall company goals. Common KPIs include conversion rate, customer retention rate, leads generated, and total sales value.
2. Set Clear Deadlines
Help your VAs meet deadlines by clearly defining what needs to be done every week. It’s also essential to set clear timelines for every project. Your virtual assistants will be better able to manage their time and be more efficient when they know precisely when tasks should be completed and when every deliverable should be in your inbox.
Maximizing VA Productivity and Quality
Setting deadlines also helps you measure progress and boost your staff’s productivity. Communicate with your virtual assistants to make sure that timelines and deadlines are achievable. While efficiency is king, you don’t want to compromise quality. Ensure that you set target dates that allow your virtual assistant sufficient time to complete tasks to your standards.
3. Set Clear Boundaries
Set your VA’s working hours and ensure you both adhere to them. According to this Harvard Business Review article, it’s time for business leaders to rethink what is considered a “high-performing” attribute in remote workers. These include:
Working long hours
Working during weekends
Answering emails and instant messages after office hours
Pushing VAs to their limits will only result in burnout. Let your virtual assistants know that while you expect them to do their best, it’s also OK to slow down and take a mental health day occasionally.
4. Require Daily Reports
The easiest way to gauge your VAs’ productivity is to have them create a report detailing the tasks they performed during the day. An end-of-day report is helpful in many ways. Besides helping you keep track of your VA’s activities, it keeps you updated on the status of projects and tells you how much time is being spent on them. End-of-day reports also serve as historical records that can be reviewed to evaluate an employee’s performance or get insight into a particular project or interaction with a client.
5. Make Time for Regular Meetings
Research shows that boosting engagement for remote workers results in:
Higher productivity and creativity
Lower turnover
Reduced costs
The Power of 1:1 VA Meetings
One of the most effective ways to keep virtual assistants (VAs) and other remote workers engaged is to establish an internal communication system that keeps everyone informed and connected. Schedule weekly 1:1 meetings with your VA so you can:
Talk about the tasks for the week
Evaluate the progress made during the previous week
Discuss how to overcome any challenges the VA is facing
Ensure there are no misunderstandings
A regular all-hands meeting is also a great way to keep your entire staff aligned with company goals, make sure everyone is on the right track, and foster strong bonds among staff members.
6. Reach Out Frequently
Monitoring your virtual assistant’s emotional state is just as important as tracking their hours. Why? Because employees who are happy and engaged tend to be productive, while those who are stressed or who feel anxious and disconnected tend to be ineffective. Set up a group chat for non-work banter so that your VAs can stay in the loop and get to know the rest of the team. Check in and ask them about their day, how they’re coping with their workload, and what their obstacles are. Of course, not all employees will be forthcoming when asked these questions. Consider setting up anonymous feedback surveys to allow everyone to express their needs.
7. Recognize Their Wins
Recognition is one of the most powerful motivators in the workplace. It’s even more critical for those who work remotely. While virtual assistants are paid contractors and are expected to accomplish every task assigned to them, positive feedback and praise will show them that you appreciate their work and motivate them to put in more effort. Take it up a notch by publicly acknowledging your VAs when they meet a goal or celebrate a milestone. Something as simple as an announcement in your staff chatroom can go a long way towards making your VA feel valued.
8. Use Appropriate Tools
Well, your VA won’t work in the same office as you. They are located in different places, and you can only rely on online technology to connect you. If you are using Slack, Google Drive, Trello, Zoom, or any other communication tool, ensure your VA can access these tools and has sufficient knowledge of their use. This will ensure a smooth run and timely delivery of projects.
Try Out an Engineer or Assistant for Two Weeks for Free - Book a Call to Learn More
Looking to build your dream team without the hiring headaches? Founders Arm connects you with pre-vetted, top-tier offshore talent at 60% less cost than traditional hiring. Skip the lengthy recruitment process and get exceptional engineers, marketers, or executive assistants onboarded in under two weeks—no payroll hassles included.
Scaling Your Startup with Day-One Professionals
Take your startup to the next level with professionals who hit the ground running from day one. We've helped Cal AI scale influencer marketing to reach millions, Pam build backend operations to support rapid growth, Turbolearn AI amplify their reach in the education market, and many more. Want a 2-week free trial with our offshore talent? Try out an engineer or assistant, entirely for free.
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